The normal pattern is too much email: request documents, remind again, search attachments, update a checklist, and hope the right person saw the latest version.
The workflow to build
List required documents by service, client type, meeting type, or workflow stage.
Where automation helps
Reminders should stop when the item arrives and escalate when the meeting is approaching.
What to measure
Documents should update a CRM, client record, folder checklist, or internal dashboard.
What not to automate
Someone should confirm the document is correct and usable before the meeting depends on it.