Assign files to clients with due dates, require acknowledgment or e-signatures, and send automated reminders to ensure timely completion.

### Overview

- **What it is:** The **Sent Files** feature lets you assign documents, forms, and multimedia files to clients with specific requirements such as due dates, acknowledgment confirmations, and electronic signature collection.
- **Why it matters:** Courts and agencies often need clients to review, acknowledge, or sign documents. Sent Files automates this process, tracks compliance, and sends reminders so nothing falls through the cracks.
- **Who uses it:** Agency administrators, case managers, and clerks who distribute documents to clients and need to track receipt, acknowledgment, or signature status.
- **Expected outcomes:** Streamlined document distribution, automated compliance tracking, collected e-signatures, and reduced follow-up workload through automated reminders.

### Prerequisites

- An active eCourtDate agency account
- Role with permission to manage files and send documents
- Files uploaded to the system (PDF, DOCX, images, audio, or video)
- Client records with valid contact information (email or phone for notifications)

### How-To Steps

#### Step 1: Navigate to Sent Files

1. Click **Files** from the main navigation.
2. Select **Sent Files** from the submenu.
3. Review previously sent files or click **Send File** to assign a new one.

#### Step 2: Assign a File to a Client

1. Click **Send File**.
2. Select the **File** you want to send from your uploaded files, or click **Upload New** to add a file.
3. Search for and select the **Client** who should receive the file.
4. Set a **Due Date** if the client must complete the review by a specific date.
5. Add a message or instructions in the **Notes** field to provide context for the client.
6. Click **Send** to assign the file.

#### Step 3: Require Acknowledgment

1. During the file assignment process, enable the **Require Acknowledgment** toggle.
2. The client will need to confirm they have reviewed the file before it is marked as complete.
3. Acknowledgment status appears on the **Sent Files** list and the client's record.

#### Step 4: Collect E-Signatures

1. During the file assignment process, enable the **Require Signature** toggle.
2. The client receives the file with a signature prompt.
3. Clients can sign electronically through the portal or a direct link.
4. Once signed, the completed document with the signature is stored in the system.

#### Step 5: Send Reminders

1. Open a sent file record that has not been completed.
2. Click **Send Reminder** to notify the client about the pending file.
3. Alternatively, configure automatic reminders in the file assignment settings.
4. Set the reminder frequency (for example, 3 days before due date, 1 day before, and on the due date).

#### Step 6: Send Multimedia Files

1. When assigning a file, select multimedia content such as video or audio files.
2. The client receives a link to view or listen to the file through the portal.
3. Track whether the client has accessed the multimedia content.

#### Step 7: Send Multilingual Files

1. When assigning a file, click **Add Translation** to attach versions in additional languages.
2. Select the target language from the dropdown.
3. Upload the translated version of the file.
4. The client sees the file in their preferred language when accessing it through the portal.

#### Step 8: Track File Status

1. Navigate to **Files** > **Sent Files**.
2. View the status of each sent file: pending, viewed, acknowledged, signed, or overdue.
3. Click on a specific file to see detailed activity, including when the client opened it and any actions taken.
4. Filter the list by status to identify overdue or pending items that need follow-up.

### What to Expect

Clients receive notifications (via email, SMS, or portal notification) when a file is assigned to them. The file status updates in real time as clients view, acknowledge, or sign the document. Automated reminders are sent according to your configured schedule. Completed e-signatures are stored as part of the file record for audit purposes.

### Best Practices

- Set realistic due dates that give clients enough time to review and complete the required actions.
- Use the **Notes** field to provide clear instructions about what the client needs to do with the file.
- Enable automatic reminders for files with due dates to reduce manual follow-up.
- For legal documents, always use the e-signature requirement to maintain a verifiable compliance record.
- Provide multilingual versions of important documents to ensure all clients can understand the content.

### Frequently Asked Questions

**Q: Can I send the same file to multiple clients at once?**
A: Yes. During the file assignment process, you can select multiple clients or use a group/filter to send the file in bulk. Each client receives their own copy with independent tracking.

**Q: What happens if a client does not complete the file by the due date?**
A: The file status changes to overdue and appears flagged in the **Sent Files** list. If automatic reminders are configured, the client receives additional notifications. You can also manually send a reminder.

**Q: Can clients sign documents on their phone?**
A: Yes. E-signature collection works on any device with a web browser. Clients can sign using their finger on a touchscreen or a mouse on a desktop.

**Q: What file formats are supported for sent files?**
A: You can send PDFs, DOCX files, images (JPG, PNG), audio files, and video files. The system supports most common file formats used in court and agency workflows.

**Q: How is the e-signature stored?**
A: The e-signature is embedded in the completed document and stored securely in the system. The signed file includes a timestamp, the signer's information, and an audit trail for verification.

### Troubleshooting

**Issue:** Client reports they did not receive the file notification.
**Symptoms:** The file status shows as pending, and the client says they have not been notified.
**Solution:** Verify the client's contact information (email and phone number) is correct in their record. Check the notification delivery log for any failed deliveries. Resend the file or manually share the portal link with the client.

**Issue:** E-signature option is not available.
**Symptoms:** The **Require Signature** toggle does not appear during file assignment.
**Solution:** Ensure your agency has e-signature enabled in the account settings. Check that the file format supports signatures (PDF is recommended). Contact support if the feature is not available for your agency plan.

### Related Articles

- [How to Manage Documents](/how-to-manage-documents)
- [How to Manage Clients](/how-to-manage-clients)
- [How to Manage Portals](/how-to-manage-portals)