Track a promised document without marking it received

Record the promise as a commitment

Record the commitment and follow-up date so staff can plan around the gap without treating it as resolved.

Your request system handles the chase. When the reply contains supplier invoice PDFs that need to become an Excel schedule, try ParseMill for that next step: extract, review against the source and download a workbook. Reminder scheduling stays in your current tools.

The promise should identify the item. “I will send everything Friday” may need clarification when several unrelated requests are open. Record the scope of the statement you actually received rather than applying it to every outstanding requirement automatically.

Set a check after the commitment

Record the source message, promised date, request reference and internal follow-up owner. TaxDome: Request list distinguishes response progress states. Microsoft: Follow-up flags can create a staff reminder. Use a personal checkpoint to verify arrival before contacting the client again; do not mark the evidence task complete simply to suppress routine follow-up.

Review existing automated reminders so they do not contradict the agreement. Keep the original due date in history where useful, but make the current next action reflect the actual commitment and any decision about its effect on downstream work.

Follow a promise through to acceptance

Synthetic example: the client promises statement U140 for Friday. The following events are different milestones.

The promise-to-arrival interval and arrival-to-acceptance interval describe different work. Keeping them separate helps identify whether delays occur before delivery or during correction and review.

Handle missed or revised promises

If the date passes, check all agreed channels before following up. A file may be present under a different name or a colleague may have received it. If it is still absent, ask whether the obstacle or expected availability has changed. Avoid treating one missed promise as evidence of unwillingness without knowing the circumstances.

If the client revises the date, record the new commitment alongside the earlier one and ask the work owner whether the change is acceptable. Repeated date changes may require a decision about the blocked task rather than another automatic extension.

Verify completion against the original need

Close the requirement only when the supplied evidence passes its acceptance checks or an authorized scope decision changes what is needed. Retain the promise history as context, not as a substitute for the source. Check that staff reports do not count committed items as received documents.

Trial the method with a promise followed by a wrong-period file. The expected outcome is still an open requirement with a precise correction request. the related workflow guide explains the broader chasing states; use the workflow audit checklist to distinguish waiting, checking and rework when assessing the process.