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Required Documents Lists

Required Documents Lists define which documents should be collected for a transaction. They power the Documents Needed panel on a transaction, help the team see what is still missing, and appear in SitRep reporting.

Use them when your team repeatedly needs the same document checklist for a buyer, seller, listing, lease, referral, or state-specific workflow.

Creating a list​

  1. Go to Templates > Required Documents Lists
  2. Click New Document Set
  3. Name the list for the workflow it supports
  4. Add an optional description
  5. Choose the transaction type and transaction side if the list is specific
  6. Add each required document name
  7. Add optional applicability filters
  8. Set the list as default if it should be used automatically
  9. Click Create List or Save Changes

Document names are simple placeholders, such as:

  • Executed Purchase Agreement
  • Seller Disclosure
  • Lead-Based Paint Disclosure
  • Inspection Report
  • Appraisal
  • Closing Disclosure

Keep names close to what your team already calls the files. That makes the transaction checklist easier to scan and makes linked uploads easier to recognize.

Applicability filters​

Use applicability filters when a list should only apply to specific transaction situations.

Available filters include:

  • Transaction type
  • Transaction side
  • Financing type
  • Property type
  • State
  • Special circumstances

Examples:

  • A Florida buyer purchase list
  • A VA-financed buyer list
  • A listing-side residential sale list
  • A cash transaction list that does not require lender documents
  • A new-construction list with builder-specific requirements

If a list applies broadly, leave filters blank.

Default, active, and inactive lists​

Only active lists are available when applying a template on a transaction.

Use the list menu to:

  • Edit a list
  • Duplicate a list
  • Set a list as default
  • Deactivate or reactivate a list
  • Delete a list

Set a default list for the workflow your team uses most often. Duplicating a list is the fastest way to create state, side, or financing variations without rebuilding every document name.

Where lists appear​

Required document lists are used from the transaction document workflow. In a transaction's documents area, the Documents Needed panel shows:

  • Required documents
  • Received and missing counts
  • Overdue or blocking items
  • Linked uploaded files
  • Unlinked uploads that can be matched to a requirement

From the panel, users can:

  • Apply an active Required Documents List
  • Add a one-off required document
  • Add a due date to a one-off requirement
  • Mark a requirement as received
  • Link an uploaded file to a requirement
  • Upload a file directly to a requirement
  • Switch between alphabetical and custom order
  • Drag documents into a custom order
  • Remove a requirement from that transaction

Applying a list to a transaction adds missing requirements and skips documents that already exist.

Relationship to uploaded documents​

A required document is the placeholder for what the team expects.

An uploaded document is the actual file.

For example:

  • Required document: Seller Disclosure
  • Uploaded file: 123-main-st-seller-disclosure-signed.pdf

Link the uploaded file to the required document so DocJacket can count it as received and show the transaction's document status accurately.

Relationship to SitRep reports​

The required-document checklist appears in SitRep reporting, so the list you apply to a transaction affects what the team can report as missing, received, overdue, or blocking.

Tips​

  • Create separate lists for buyer, seller, listing, land, and new-build workflows when the requirements differ.
  • Keep document names close to what your team and brokerage already use.
  • Use a default list for the most common workflow, then duplicate it for variations.
  • Use inactive lists for retired workflows instead of deleting them immediately.
  • Apply a list early in the transaction so missing documents are visible before closing gets busy.