Request information from an external party
Use the button to send an email request to an external party and ask them to complete one or more forms.
Forms can be used to:
Collect information about the entity.
Collect a document to run a check.
Prerequisites
Your task must be configured to include an external request form. Contact our Client Service team at clientservices@moodys.com to learn more about your configuration. Only certain tasks can be configured to include forms.
To request information from an external party:
Go to a task that has a button. The presence of the button means at least one form associated with that task can be added to the request.
To add the form to the request, select .
A button is displayed with the entity name.
If you would like to send forms associated with more tasks, go to those tasks and select .
Select the button in the task.
The Configure and send request dialog is displayed, showing your document requests. Although you don’t need to take any action, if you are sending more than one of the same form, a warning appears that tells you which form is duplicated.
Only one request email can be sent to the external party at a time, so it's a good idea to ensure the request you're sending now includes all the forms you plan to ask for.
To remove a form from the request, select . To add more forms, select , then go to the relevant tasks and select again.
If the entity has an email address in their Entity data, it's displayed in Recipient email address. If there's no recipient email address, add one.
Optionally, edit the email text shown in the Edit default email body field.
The email subject line, title, and sender address are also determined by your configuration. Contact our Client Service team at clientservices@moodys.com to learn more.
Select the button. The following happens:
The external party receives an email with a link to take them to the webpage where they can complete the forms.
The entity's Audit log is updated with a new Forms item to show the request has been sent.
The entity's assessment status becomes External response required.
After the external party adds their information, it's imported directly to the task. If the information is a document for a check, the check is run automatically.
After creating the request for information, you can set up email reminders at a specified frequency so that the external party is notified of their outstanding request for information.
Note
External information requests can only be sent from an incomplete task. Once a task has passed or failed, the Request external information button is disabled.
Send a new external information request
If the link in the request email has expired or if the form request has been canceled, you can send a new external information request by selecting the button again.
It isn't possible to send new external information requests when there are any form requests outstanding. If you would like to send a new external information request, locate the tasks with outstanding requests and cancel all the other requests.
You can also check the entity's Audit report to see which external information requests have been sent. Requests are logged as Forms items.