How to use the diligence tracker feature

Learn how to use the diligence tracker in Dropbox DocSend to request, collect, and track documents from visitors during due diligence or other structured workflows. You can assign tasks, set due dates, and monitor progress without relying on spreadsheets or email threads.
 

How to create tasks in your Space (data room)

Use the diligence tracker to request specific files, forms, or information from visitors and organize the uploads directly within your data room. Each task includes an assignee, optional due date, and a destination folder where uploaded documents will appear. You can also view an audit log of all task updates or changes that occur within your space.

To create a task manually:

1. Log in to docsend.com. 
2. Click Spaces (data rooms) in the left-side bar.
3. Navigate to the Space (data room) you’d like to create a task for.
4. Click Diligence tracker in the left-side bar.
5. Click Create task.
6. Type a task name in the title box. 
7. Type the email(s) for the individual you want to assign tasks.
8. Set a due date.
9. Type a task description.
10. Choose the folder location within your Space where files should be uploaded. 
11. Add any necessary attachments for the assignee from within your Space. 
12. Click Save.

To notify assignees who haven’t yet been invited to your Space of their assigned tasks:

1. Click Grant access from the Diligence tracker home.
2. Click Invite now.
3. Click Done.

Assigned tasks are emailed to recipients, and the assigner receives notifications as each task is completed.

To create multiple tasks using a CSV file:

1. Log in to docsend.com. 
2. Click Spaces (data rooms) in the left-side bar.
3. Navigate to the Space (data room) you’d like to create a task for.
4. Click Diligence tracker in the left-side bar.
5. Click Import tasks. 
6. Click Download the CSV template.
   • Note: The CSV template must be used to ensure the task fields upload correctly.
7. Fill out the CSV template.
8. Click Import tasks.
9. Click Choose file. 
10. Upload the completed CSV template. 
11. Click Save.
     

How to manage tasks (admin)

The diligence tracker provides admins with a centralized view of all tasks, including assignees, due dates, and completion status, with built-in tools for managing them.

From the diligence tracker page, admins and account owners can:

• Review pending, completed, declined, or overdue tasks.
• Open a task to view uploaded files or comments.
• Update the task’s assignee, due date, or status.
• Update the Space file location where assignees upload documents.
• Reopen a task if the submission is incorrect, and add a note explaining what needs to be fixed.
• Apply bulk actions to update multiple tasks at once.
• Filter tasks by Assignee, Status, or Due date. 

To manage a task:

1. Select the desired task.
2. Click  (more options).
3. Select Edit, Delete, Mark Complete.

To manage individual tasks:

1. Click  (more options) next to the task you want to edit.
2. Manually change the Task name, Assignee, Due date, Description, Space file location, or Attachments. 
3. Click Save.

To manually change the status of a task:

1. Check the box next to the task you want to update. 
2. Click (edit). 
3. Update the status.
4. Click Save.

To manage multiple tasks at once:

1. Check the box next to Task name to manage all available tasks, or check the individual boxes next to the tasks you want to manage in bulk.
2. Click (edit). 
3. Update desired fields. 
4. Click Save.

All tasks will be updated in bulk and reflect your changes. 

To reopen a task that’s been declined:

1. Select the desired task.
2. Click  (more options).
3. Click Request changes.
4. Provide feedback for requested changes. 
5. Click Send request. 

An email will be sent notifying the recipient of the requested changes and will reopen the task.
 

How to complete tasks as a visitor

When admins assign you tasks, you’ll receive an email notification with a link to sign in to the diligence tracker. Once signed in, you’ll see a focused list of tasks assigned to you, where you can upload documents, provide information, or complete other requested actions.

To access your assigned tasks:

1. Click the invite email in your inbox.
2. Click View content.
3. Type your email address.
4. Click Confirm.
5. Go back to your inbox. 
6. Click the email verifying your identity.
7. Click Verify email address.

You’ll be taken to the diligence tracker home page. 

To complete a task:

1. Select the individual task to view assigned details.
2. Upload the requested file(s) within the task.
3. Click Submit for review.

Decline a task

If a visitor believes a task doesn’t apply to them:

1. Select the individual task to view assigned details.
2. Select Decline task.
3. Provide feedback for declining.
4. Click Decline to confirm.

If a submission is rejected

If an admin reopens a task, the visitor will see a note explaining why. They can upload a new file and resubmit.

Task email reminders

You will receive reminder emails both when tasks are due, and in weekly summary emails when tasks are overdue.

Manage email reminders

You can manage email reminders for your tasks:

1. Log in to docsend.com. 
2. Click (Settings).
3. Check or uncheck desired notifications.

Notification settings

Admins can change the email notification settings for the diligence tracker. Learn more about how to change Email notification settings.