A Record consent only request is for documents you keep in your own records. Nothing is uploaded and we keep none of the documents. The person reads the notice and agrees or declines once.
- 1 Choose New request. At the top of the page, choose Record consent only instead of Collect documents.
- 2 Under Who it goes to, enter each person's Full name and an Email or a Phone.
- 3 Under What to call it, enter a Title and a Purpose. The purpose goes into the notice word for word.
- 4 Under What you hold, choose We already hold these if the documents are already with you. Choose We'll collect these ourselves if you will take them from the person directly and keep them in your own records.
- 5 If you chose We already hold these, you can enter Collected between two dates, and they go into the notice. Enter both dates or neither. The period can only cover the past, so it ends today at the latest.
- 6 Choose Add a document for each category you hold. Name the categories, not each file.
- 7 Under Terms, set the retention rule. The clock starts when the person consents.
- 8 Choose Create request.
Templates do not apply to this kind of request. Each person gets their own link, and you send it as you would any other. If you have us send it, the email tells the person that the documents stay in your own records.
The link answers once. If the person agrees, their consent is recorded and they receive a receipt. If they decline, the decline is recorded and the link closes. A decline creates nothing to delete. If the link expires unanswered, no decline is recorded and the person's row reads not answered.
On the request page the person's row reads awaiting an answer, consent recorded, declined or not answered. The person who created the request is told in the app when the person answers. The answer also appears in that person's daily summary. In the client's folder, the request's card carries a Held by firm label and lists your categories. Once the person has agreed, it says that nothing is stored here.
We hold none of these documents, so we delete none of them. 15 days before the date, a row opens in your Retention queue. It offers Renew and Keep as it does for any request. In place of Delete now it offers Confirm deleted, which you choose after you have deleted the documents from your own records. Your confirmation is recorded. For a request kept while they are a client, the row opens when you mark the relationship as ended, and it offers only Keep and Confirm deleted. If the person withdraws their consent, the row asks you to confirm the deletion.
For example
Amaltas Deshmukh & Co sends Priya Nair a Record consent only request on 1 July 2027 for documents it already holds, with a two-year retention period. She agrees the same day. The clock starts then, so the date is 30 June 2029. 15 days before that date, a row for her opens in the Retention queue. Amaltas Deshmukh & Co deletes the documents from its own records and chooses Confirm deleted. We delete nothing and the confirmation is recorded.