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Required Documents & Document Storage in DataGrows

Maintaining client documentation is one of the most important, yet often most neglected, parts of running an accounting practice.

Written by Mariska

Many firms experience the same challenges:

  • Documents are stored in multiple places.

  • Team members are unsure what documents are required.

  • Expired documents go unnoticed.

  • Information is hidden in inboxes or shared drives.

  • New staff members do not know what should be requested from clients.

The Required Documents feature in DataGrows was designed to solve these challenges by helping firms standardise document requirements, track document collection, monitor expiry dates, and store supporting documentation in a central location.

The goal is simple: ensure your team always knows which documents are required, where they are stored, and when they need to be refreshed.

Why Use Required Documents?

Every client requires supporting documentation.

Examples include:

  • Identity Documents

  • Proof of Address

  • Tax Mandates

  • SARS Power of Attorney Documents

  • CIPC Documents

  • B-BBEE Certificates

  • Engagement Letters

  • Compliance Forms

  • Financial Records

Without a structured process, these documents are often requested repeatedly or forgotten entirely.

The Required Documents feature helps firms:

✅ Create document standards per entity type

✅ Automate document checklists

✅ Store supporting documentation

✅ Track document expiry dates

✅ Maintain compliance requirements

✅ Improve onboarding consistency

✅ Reduce delays when services need to be performed

How Required Documents Work

The Required Documents process consists of two main components:

1. T_Required Documents

The master setup table where your firm's document requirements are defined.

2. Required Documents

The client-specific document list generated automatically for each client.

The setup only needs to be performed once.

From then on, DataGrows automatically creates the required list for new clients.

Step 1: Configure Your Required Documents List

Navigate to:

Communications → T_Required Documents

This table allows you to define the documents that should be required for each entity type. This means, you only need to set up a list of required documents for each kind of client. Create your most complex list for your most complex clients per type and then mark as not applicable in the clients with less needs.

Examples include:

Company

  • Incorporation Documents

  • Tax Mandate

  • Public Officer Letter

Trust

  • Trust Deed

  • Trustee Resolutions

  • Beneficiary Information

Individual

  • ID Document

  • Proof of Address

  • Tax Number

DataGrows includes sample documents for many common entity types to help firms get started quickly.

Customising Your Document Requirements

You are not limited to the standard list.

You can:

✅ Delete document examples

✅ Add additional documents

✅ Create entirely new requirements

✅ Customise lists for your firm's processes

This allows each firm to create its own onboarding and compliance standards.

Attaching Templates

Each Required Document can include a template.

For example:

  • Tax Mandates

  • SARS Power of Attorney Forms

  • Internal Checklists

  • Client Questionnaires

To attach a template:

  1. Open the T_Required Documents record.

  2. Upload the relevant document.

  3. Save the record.

Whenever the document requirement is generated for a client, the template will be available for download.

This ensures your team always uses the latest approved version.

Step 2: How Documents Appear for Clients

Once your Required Documents list has been configured, DataGrows automatically generates the checklist for clients based on their entity type.

To access a client's documents:

  1. Open the Client Record.

  2. Navigate to:

Additional Details → Required Documents

The full list of required documents will be available.

If a newly added document does not immediately appear:

  • Save the client record to refresh the list.

  • Alternatively, the list will update automatically overnight.

Uploading Client Documents

Once a client provides a document:

  1. Open the document record.

  2. Click Upload File.

  3. Select the document.

  4. Save the record.

The document is now stored directly against the requirement.

Examples include:

  • Certified IDs

  • Proofs of Address

  • Signed Mandates

  • Compliance Certificates

  • Supporting SARS Documents

Using Expiry Dates

Many client documents require periodic renewal.

Examples include:

  • B-BBEE Certificates

  • Powers of Attorney

  • FICA Documents

  • Compliance Certificates

  • Professional Registrations

To track this:

  1. Open the document record.

  2. Enter the Expiry Date.

  3. Save the record.

The document now becomes part of your expiry date monitoring process.

Why Expiry Dates Matter

Without expiry tracking, firms often discover outdated documents only when they need them urgently.

By maintaining expiry dates:

✅ Expiring documents are visible

✅ Clients can be contacted in advance

✅ Compliance risks are reduced

✅ Document requests become proactive instead of reactive

Step 3: Accessing the Required Documents Report

DataGrows includes a dedicated:

Required Documents Report

To access it:

  1. Navigate to Reports

  2. Open the Required Documents Report

The report provides visibility into:

  • Attached documents

  • Missing documents

  • Expired documents - overdue/expired - will highlight pink

  • Upcoming expiries - within 7 days - will highlight Yellow

Each entity type appears on its own page for easier review.

The report can also be downloaded and shared when required.

Storing Documents Outside Required Documents

The Required Documents feature is not the only place where documents can be stored.

DataGrows supports document storage throughout the system.

Documents Attached to Tasks

Every task in DataGrows includes a:

Documents Tab

This allows you to attach documentation directly to the work being performed.

Examples:

  • SARS Submissions

  • Financial Statements

  • Payroll Reports

  • CIPC Supporting Documents

This keeps documentation linked to the work itself rather than being stored separately.

Uploading Documents to Tasks

To store a document against any task:

  1. Open the task.

  2. Navigate to the Documents Tab.

  3. Click the + icon.

  4. Upload the file.

  5. Save.

The document remains attached to the task for future reference.

Documents can be:

  • Downloaded

  • Reviewed

  • Deleted (if required)

Using External Storage Links

Some firms prefer to maintain documents in:

  • SharePoint

  • OneDrive

  • Google Drive

  • Dropbox

  • Internal File Servers

DataGrows supports this through:

External Storage Links

This allows staff to access the firm's existing storage structure directly from DataGrows. It also maintains the collaborative benefits of a shared drive, and staff don't need to download documents to their machines.

Client-Level External Storage

Navigate to:

Client Record → Billing & Services

Use the:

External Storage Link

field.

Paste the link to the client's dedicated folder.

Pro tip: use the client's main folder path on the client record. Or the folder containing the company registration documents.

Once a link is added, simply click on the blue paperclip at the end of the field to open the link in your browser.

Task-Level External Storage

Many task types also include an External Storage Link field.

This is useful when a task relates to a specific folder, project, audit file, or working paper location.

Choosing a Document Storage Strategy

There is no single correct approach.

Most firms use one of the following:

Option 1: Store Everything in DataGrows

Useful for firms wanting a fully centralised solution.

Option 2: Store Everything Externally

Useful for firms already invested in document management systems.

Option 3: Hybrid Model

The most common approach.

  • Key compliance documents in DataGrows

  • Large working files in SharePoint or OneDrive

  • External links connecting the two

Best Practices

Create Standard Document Lists

Every team member should know exactly what is required.

Use Templates

Attach frequently used forms and mandates.

Upload Documents Promptly

Avoid leaving documents in email inboxes.

Review Expiry Dates Regularly

Expired compliance documents create unnecessary risk.

Use the Required Documents Report

Review outstanding and expiring documents proactively.

Standardise Storage

Decide whether documents belong in DataGrows, external storage, or a combination of both.

Key Takeaways

✅ T_Required Documents allows firms to define document requirements by entity type.

✅ Required Documents are automatically generated for clients.

✅ Templates can be attached to document requirements.

✅ Supporting documents can be uploaded directly to the client record.

✅ Expiry dates help track documents that require renewal.

✅ The Required Documents Report highlights missing and expiring documents.

✅ Documents can also be stored directly against tasks.

✅ External Storage Links support SharePoint, OneDrive, Google Drive, and other document management systems.

✅ A structured document process improves onboarding, compliance, and client service delivery.

Remember: A document you cannot find is often as useful as a document you never received. By standardising document requirements, storing information consistently, and monitoring expiry dates, DataGrows helps ensure that the information your team needs is always available when it matters most. 📂✅📋

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