When you send a request to an external collaborator to complete a form (see instructions in Send a Request to Fill in a Form), Case IQ tracks the request's status and details in a request record. If you have permissions to view requests, you can check when a request was sent, resent, viewed, completed, cancelled, or declined. Access a request from the case's page by clicking the Activity tab, then the Requests sub-tab.

Request's Page Features

See the annotated screenshot and accompanying explanations of all features on a request's page below. We are using a sample "Witness Statement" form for the examples in this article.

1. Case number: the number of the case associated with the request.
2. Request number: a number is generated to identify the request for the case. For example, if you added another request for this case, it would be 2025-001/4.
3. Status flag: the state of the request, e.g. sent, complete, expired, etc. See a full list in the Request Statuses section of this article.
4. Edit button: click the Edit button to update the request's email reminder. See more details in the Edit a Request's Email Reminder section of this article.
5. Link button: click the Link button to see all linked records to the request. See more in the Link a Request section of this article.
6. Options button: access additional request actions, including the "Cancel", "Resend", and "Delete" options (see details in the Cancel a Request, Resend a Request, and Delete a Request sections of this article respectively).
7. Request details: the request's message, subject, due date, and recipient, which are entered when sending a request (see Send a Request to Fill In a Form), as well as information captured by the system, including "Last Sent Date", "Created Date", "Times Sent", and "Verified".
   1. The "Verified" field indicates whether the recipient has used their verification code to access the request form. 
8. History: an audit trail of all actions for the request. See details in the Request History section of this article. 

When the recipient completes a request, a link to their response will be added at the top of the request's page.

Request Statuses

You can see the request's status on its page. A recipient will not be able to access the request form when the request is in expired, cancelled, or declined status.

Resend a Request

If the request expires or the recipient misplaces their verification code, you can resend the request using the following steps:

1. Click the Options () button on a request's page.
2. Select the "Resend" option.
3. You can edit the request's subject, due date, email reminder, and message as needed. This means you can extend the request's due date if the recipient needs more time to complete the form.
4. Click the Send button when you are done updating the request. Then, click Confirm on the "Resend" pop-up.
5. The request will be sent to the recipient, which is tracked in the request's History grid. 

Edit a Request's Email Reminder

You can edit a request's reminder on its page without resending it to the recipient. If you have permission to edit request records, use the following steps to make updates:

1. Click the Edit button on a request's page. 
2. The request's page will now be in edit mode. Update the "Send Email Reminder" field as needed. 
3. When you have completed your changes, click the Save button.

Request History

The History section on a request's page logs all actions performed on the request, such as sending, viewing, and cancelling it. If you do not need to see all times a request was viewed, you can use the "Action" filter to exclude views from the grid. The grid contains the following columns:

• User: identifies the user who performed the action.
• Action: describes the type of action that occurred.
• Details: shows the field values that were changed in the action, detailing the original value (the “from” in the row) and the value following the change (“to”).
• Date: the date and time the action occurred. 

Link a Request

You can link a request with another record, such as a party, note, or file, for the same case to show a connection. For example, you could link a request to one of the case's emails to show that the task resulted from the email conversation. You can link a request to another record from its page using the following steps:

1. Click the Link () button on the request's page.
2. In the "View all linked records" pop-up, click the Link Records button. 
3. Select a "Record link type" for the link. The link type indicates how the records are related to each other.
   1. Administrators can configure the available record link types in Settings, see Add, Edit, and Delete Record Link Types for details.
4. In the grid, you will see all the case's records to which you have access. Select one or more records to link to the request. You can link up to 50 records with the request at once.
5. When you have finished choosing the record link type and records, click the Link Records button. 
6. The system will create the links in the background. When they have been created, the links you added will be displayed on the request's page, the other record's page, and the case's page under the Links tab.

Refer to Link a Case's Records for details on editing and deleting record links.

Cancel a Request

If you do not need the recipient to complete the request, you can cancel it. When you cancel a request, the recipient will no longer be able to access or submit the request form. However, the system will retain the cancelled request's record and audit trail.

To cancel a request from its page, click the Options () button, then select "Cancel".

You can also cancel requests from the Requests grid on a case's page.

Delete a Request

If you need to permanently remove a request, you can delete it from the request's page. Deleting a request will cancel it at the same time, meaning that the recipient will not be able to access or submit the request form. 

To delete a request from its page, click the Options () button, then select "Delete".

You can also delete requests from the Requests grid on a case's page.