Request Lists

The request list is the heart of Vetting Vault. It is the single place where every document request, status update, and uploaded file lives — eliminating the chaos of spreadsheets, email threads, and disconnected data rooms.

Overview

In a traditional deal workflow, someone maintains a spreadsheet of required documents while a separate data room stores the actual files. The two are never truly connected. Team members waste hours cross-referencing rows in Excel with folders in a shared drive, wondering which version is current, and emailing around to ask "has this been uploaded yet?"

Vetting Vault removes that friction entirely. Your request list is your data room. Every request item can hold documents, comments, status updates, and assignments — all in one place with live progress tracking. When someone uploads a file, the request updates automatically. When a status changes, everyone sees it in real time.

The Request List = Data Room Concept

To understand why this matters, consider the two approaches side by side.

Traditional approach:

• A spreadsheet tracks what documents are needed (often emailed around, with multiple versions floating in inboxes).
• A separate data room (or shared drive) stores the files, organized by folders.
• Someone manually updates the spreadsheet when a file is uploaded.
• Nobody is sure which spreadsheet version is current, which files map to which requests, or whether the latest version was uploaded.

Vetting Vault approach:

• The request list and the data room are the same thing.
• Each request item holds its own documents, comments, status, and assignments.
• When a file is uploaded to a request, the status and progress update automatically.
• Everyone — buyer side, seller side, and advisors — sees the same real-time view.

The result: no more "which spreadsheet is current?" and no more hunting through folders to find the right file. Everything is connected, up to date, and visible to the people who need it.

Creating and Organizing Requests

A well-organized request list makes the entire deal run more smoothly. Vetting Vault gives you flexible tools to structure your requests however your deal requires.

• Add categories — Group related requests under categories such as Financial, Legal, Tax, HR, Operations, or any custom grouping that fits your deal. Categories act as collapsible sections that keep the list easy to navigate.
• Add request items — Within each category, add individual request items. Each item represents a specific document or piece of information you need (for example, "Last 3 years of audited financial statements" or "List of all pending litigation").
• Drag and drop to reorder — Rearrange items and categories by dragging them. Put the most urgent or important requests at the top.
• Bulk actions — Select multiple requests to change their status, assign them, move them to a different category, or delete them in one action.

Request Statuses

Every request item has a status that tells the team exactly where it stands. Statuses update the deal’s progress bar automatically, so you always have an accurate picture of how the deal is progressing.

Open Item

The default status for newly created requests. No files have been uploaded and no work has begun. This status makes it easy to see what still needs attention.

In Progress

The assigned team member has begun gathering or preparing the requested document. Use this status to signal that work is underway so others know not to duplicate the effort.

Submitted

The requested document has been uploaded and is ready for the requesting party to review. When a file is uploaded, the status can automatically change to Submitted (this behavior is configurable in deal settings).

Completed

The submitted document has been reviewed and accepted. Completed items count toward the deal’s completion percentage. Once marked as completed, the request is considered done.

N/A

The request does not apply to this particular deal. Mark items as N/A when they are part of a template but are not relevant to the current transaction. N/A items are excluded from the deal’s progress calculations.

Discuss

The document or request needs further conversation before it can move forward. This might mean the submitted file does not match what was expected, additional clarification is needed, or there is a question the team needs to resolve. Items marked “Discuss” are highlighted so they are easy to spot in the list.

Assigning Requests

Clear ownership is one of the fastest ways to keep a deal moving. When every request has a named owner, there is no ambiguity about who is responsible for what.

• Assign to team members — Click on any request and select an assignee from the list of deal participants. You can assign requests to anyone who has been invited to the deal, regardless of which side of the transaction they are on.
• Set due dates — Give each request a deadline. Due dates appear on the request item and in the assignee’s notification feed. Overdue items are visually flagged in the request list.
• Automatic notifications — When you assign a request, the assignee receives a notification (email and in-app) with the request details and due date. Follow-up reminders are sent as the deadline approaches.
• Filter by assignee — Use the filter controls to view only the requests assigned to a specific person. This is especially helpful for team leads who need to check on individual progress.

Uploading Documents to Requests

Uploading files to a request ties the document directly to the item it fulfills. No separate folder to navigate, no file naming conventions to remember.

• Drag and drop — Drag files from your desktop directly onto a request item. The upload begins immediately.
• Click to browse — Click the upload area on any request to open a file browser and select one or more files.
• Multiple files per request — Some requests require more than one document. Upload as many files as needed to a single request item.
• Version history — If you upload a newer version of a file, the previous version is preserved. You can view, download, or compare any past version at any time.
• Inline preview — After uploading, click on a file to preview it directly in the browser. PDFs, images, Word documents, and spreadsheets can all be previewed without downloading.

Comments on Requests

Every request item has its own comment thread. This keeps discussions in context instead of burying them in email chains or Slack messages.

• Add clarifying comments — If a request is unclear, ask a question directly on that item. The context is right there for everyone to see.
• @mention team members — Tag someone in a comment to send them a notification and draw their attention to the discussion.
• Threaded discussions — Reply to specific comments to keep conversations organized. Each request can have multiple discussion threads without becoming cluttered.
• Attached to the request — Comments stay with the request permanently, creating a clear record of decisions and clarifications that anyone can review later.

Importing Request Lists

You do not have to start from scratch. Vetting Vault can import your existing request lists so you can be up and running in minutes.

• AI-powered import from Excel or CSV — Upload a spreadsheet and Vetting Vault’s AI will read the structure, identify categories and items, and create the request list automatically. It handles a wide variety of spreadsheet formats without requiring a specific template.
• Paste from a spreadsheet — Copy rows from Excel or Google Sheets and paste them directly into Vetting Vault. The system parses the data and creates request items from each row.
• Standard templates — Choose from built-in templates for common transaction types. Templates include typical request items organized into standard categories, giving you a solid starting point that you can customize.
• Learn from past deals — Over time, Vetting Vault helps you improve your templates based on what actually gets requested and approved in your deals. Your process gets smarter with every transaction.