Practical working guide
A document collection tracker for client onboarding
Collect onboarding documents against a purpose, an owner and a completeness check, rather than asking for everything in one email. Request only what the agreed work needs, use an appropriate restricted channel and distinguish “received” from “reviewed and usable”.
Track the requirement and the file separately
| Requirement | Details |
|---|---|
| Approved brief | Purpose: Confirm scope Owner: Project lead Usable when: Current version and approval reference present |
| Brand assets | Purpose: Prepare website content Owner: Designer Usable when: Correct format and use permission confirmed |
| Site access instructions | Purpose: Plan attendance Owner: Coordinator Usable when: Relevant contact and access window verified |
Worked example: received is not ready
Fictional example: the customer uploads “logo-final.pdf”, but the project needs a scalable logo with permission to use it. Mark “received, clarification needed”, name the reviewer and request the missing format or confirmation. Do not request account passwords as an onboarding document; arrange appropriate delegated access separately. A file link should point to controlled storage, not be copied into a public task description.
Close and retain deliberately
Add requested date, due date, received version, review result, blocker and retention decision. If the document is no longer necessary, remove the request rather than repeatedly chasing it. Before kickoff, list only unresolved requirements that genuinely block work and assign a next action. This tracker is a manual operating template; it does not imply a built-in document portal or a compliance certification.
When replacing a document, retain the version reference used for an earlier decision and clearly label the current one.