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5. Review & Approve

Goal: review Jordan's uploads from the firm side — approve one file, decline one with feedback, watch the client fix it, then approve the request and see it travel the Kanban board.

Time: ~5 minutes

Steps

  1. Switch back to your firm browser window. The dashboard's activity feed and Request Tracker now show Jordan's uploads and comment, and the email notifications you enabled in part 1 (File Upload, Request Viewed, New Comment) have arrived in your inbox.

  2. Go to Requests and open "2025 Tax Preparation — Jordan Ellis". The firm view shows the same progress bar plus three tabs — Documents, Comments, and Activity — and, because you are an Owner, a Review All Documents button.

  3. Click Review All Documents. A full-screen review workspace opens: a sidebar listing every document and its files, a large file preview with zoom, and Prev File / Next File buttons (the arrow keys work too).

  4. Approve the first file: with the file selected, click Approve in the top bar. Jordan is automatically notified that the document was accepted.

  5. Generate an AI summary: select an uploaded PDF or image and use the AI Summary panel in the sidebar — click Generate. A short summary and auto-tags appear; you can regenerate or edit them. This is how reviewers triage stacks of uploads without opening each one.

  6. Decline the second file with feedback: click Decline. In the dialog, type a reason — for example This statement is missing pages 3–4. Please upload the full document. — and click Decline File. The reason is posted as a comment the client can read, and Jordan is notified to re-upload.

  7. Play the client again: in your private window, refresh the portal. Jordan sees an orange banner — "Action needed: 1 document was declined and needs to be re-uploaded" — and the declined row flagged with your comment. Upload a replacement file and click Submit.

  8. Back in the firm view, re-open the review and Approve the replacement. Then close the review workspace and click Approve All Documents at the bottom of the request page — it is enabled once every document has been submitted or skipped. The request status becomes Approved.

  9. Peek at the board: open Kanban Board in the sidebar. As Jordan opened the request, uploaded files, and finished, the card moved through Client Open, Files Uploaded, and Needs Review automatically — and it now sits in Approved. Use the All / Mine / My Team toggle to filter cards, or drag a card between columns to move it by hand. More in the Kanban board guide.

Checkpoint

The request shows every document approved, and the Kanban card for "2025 Tax Preparation — Jordan Ellis" is in the Approved column.

Next: 6. Organize & Automate