Confirming a client document is on file in ShareFile without opening it separately

A client on a call asks whether their advisory agreement is on file, or whether a form they signed last year ever made it into their folder. The honest answer usually requires a second window: open ShareFile, find the client's folder in Client Vault, and scroll until the right file turns up, if it's there at all.

What makes a mid-call document check slow

• The right folder isn't always obvious.
  A long-standing client's vault folder can hold years of documents, not just the one in question.
• A quick check competes with the call itself.
  Switching over to ShareFile means the conversation waits while the search happens.
• A document that isn't there is only confirmed by looking.
  Assuming it exists, or assuming it doesn't, is a guess either way.
• The same question comes up more than once.
  A client asking about a form today may ask about a different one next quarter.

How Quin checks without the detour

Quin searches Client Vault and Prospect Vault directly, matching on a client's name or the type of document being asked about, and answers from inside the conversation instead of a separate ShareFile window.

Picture a call where a client wants to confirm their beneficiary form is current. Asking Quin pulls up what's in their vault folder while the call is still going, so the answer, yes it's on file, or no it needs to be requested again, comes before the call ends instead of in a follow-up email later.

The value isn't just speed. A question answered while the client is still on the phone means the client doesn't wait on a follow-up email or a callback later, and it keeps the vault as the reference both advisor and client can trust, not a second system nobody's sure is current.

Best practices for getting the most out of it

• Use a client's last name or the document type, since either is often enough for Quin to find the right file.
• Specify Client Vault or Prospect Vault when the client's status is clear, to narrow the search from the start.
• Ask again if a search comes up empty.
  A shorter or differently worded search sometimes finds what the first one missed.
• Treat a confirmed absence as useful too.
  Knowing a document isn't on file is often as important as finding it.

Setting it up

Connect ShareFile under Settings, then Integrations, sign in, and review the permissions Quin requests. From there, asking about a client's document mid-call pulls the answer straight from ShareFile.