What's New in MyDocSafe: Less Chasing, More Assurance

Deadlines, automatic reminders and greater signature control are here. This release is built to make more of the follow-up happen automatically, show you what is late before a client tells you, and give you finer control over how each signature is captured.

5 min read · For UK accountancy firms

Accountancy practices shouldn't have to rely on someone remembering to chase every outstanding document, signature or onboarding task. Yet that is often how it works. A partner asks whether the engagement letter has come back. An administrator sends a third polite follow-up. An onboarding sits still because one client never returned one form.

This release is aimed at that problem. As we've written before, the hidden cost of chasing clients for documents is real — and it is designed to make more of the follow-up happen automatically, to show you what is late before a client tells you, and to give you finer control over how each signature is captured.

Put a deadline on every workflow

You can now set a deadline on a workflow, either as a fixed calendar date or as a number of days after you send it. The relative option is the one most practices will reach for: send an onboarding pack with a rule of seven days after sending and the clock starts by itself, whether the pack goes out today or next Tuesday.

Overdue, due-today and due-tomorrow items are highlighted in your workflow lists, so a date is less likely to slip past unnoticed. Proposals show their deadline in the table, and you can edit it inline without opening the record.

The benefit: working out which engagements are late stops being a manual audit and becomes something you can see at a glance.

Let MyDocSafe do the chasing

Setting a deadline is only half the job, because someone still has to nudge the client. Now the workflow can do it. When a workflow has a deadline, MyDocSafe can email the client automatically before it arrives.

You choose the timing in Company Settings: a week before, three days before, the day before, on the day, or any combination of those. You can attach a custom message if you would rather the reminder read in your firm's own voice.

The workflow should do the reminding, not your team. Clients are prompted consistently rather than whenever somebody remembers, and your people write fewer awkward follow-up emails.

The benefit: less manual follow-up, and a more consistent experience for the client on the other end of it.

The right signature assurance for every signer

Professional services firms rarely need one signature type across the board. A routine client agreement might call for a standard electronic signature, while a higher-value or regulated matter calls for an Advanced Electronic Signature (AES) or a Qualified Electronic Signature (QES), where identity assurance is stronger.

Signature type and any additional authentication can now be set per signer rather than applied to the whole document. Two signers on the same document can be held to different requirements, exactly as the matter calls for. Prices for AES and QES are shown as you make each choice, so the cost is clear at the point of decision.

The benefit: you decide the level of assurance signer by signer, without building a separate process for the higher-risk cases.

Collect documents inside the workflow

Onboarding usually means collecting things: proof of ID, prior-year accounts, a signed mandate. There is now an upload document widget you can add to any workflow as a step, with rich-text instructions so you can say precisely what you need and in what format.

Whatever the client uploads lands in their portal's Documents folder, where you would expect to find it. The request sits inside the same workflow as everything else, rather than in a separate email thread.

The benefit: fewer side conversations, and documents that arrive where your team already looks for them.

Fewer clicks for everyday work

A new quick-action launcher in the header puts the most common actions a click away: send for signing, or create a contact, portal, prospect or task.

It is a small change that adds up. When a team starts the same handful of tasks dozens of times a day, taking a few clicks out of each one returns attention to client work.

The benefit: the tasks your team performs most often are the quickest ones to start.

More flexibility for connected practices

If your practice runs on a stack of connected systems, you can now request access to the MyDocSafe API from your company settings, with documentation available in-app.

That opens the door to connecting MyDocSafe with practice management software, a CRM or bespoke internal tools, so client and document data can flow between systems rather than being re-keyed by hand.

The benefit: MyDocSafe can fit the way your practice already works, rather than sitting to one side of it.

Smaller improvements that make the experience smoother

• Portal forms, one step at a time. Long intake and fact-find forms can now be split across pages, with answers preserved as clients move between them. Less daunting than a single wall of fields, and more likely to be finished.
• Clearer signing. The signer filter shows contact names instead of raw email addresses, the button at the end of the signing flow says where it leads, and your profile name is filled in from your verified identity. If identity verification finishes after you have closed the tab, MyDocSafe emails you a link to resume.
• Sign-in control. You can require sign-in on any document for any signer, and signers are recognised as logged in immediately after signing up.
• Open a client straight in TaxNav. Accountancy teams can move directly from a client screen into TaxNavHQ, and the handoff, which had been misbehaving, is working again.
• Dark mode fixes. Light-on-light text and inconsistent backgrounds have been cleared up across many pages.

Under the hood, the release also resolves a number of issues, particularly around Advanced signatures and payment-enabled workflows, including Advanced-signature documents dropping out of Sign Now and quote widget settings not saving.

What this release means for your practice

Less chasing. More assurance. Deadlines and automatic reminders take follow-up off your team's plate. Per-signer signature control lets you match assurance to the matter without extra steps. Quick actions, in-workflow uploads and API access smooth the everyday work in between.

The value here isn't simply more functionality. It is the reduction of the small manual tasks that accumulate across a working week: the mental note to check whether a form came back, the follow-up email nobody wanted to write, the request handled outside the system. Individually, none look like much. Together, they are a meaningful part of how a practice spends its time.

That is the direction of this release, and of the ones that follow it.