Once you have set up the Document Feature and your users or admins have uploaded documents these documents can be viewed either from the Document Feature or from inside the User’s profile. Viewing Documents from the user’s profile gives you the flexibility to quickly keep track of which documents your user has or has not submitted, upload a document on their behalf, or remind them to upload it.
In this article we will go over:
How to Find Documents in a User's Profile
First, navigate to the Users tab on the left sidebar, and then enter the relevant user profile and navigate to the Documents tab. Here you can see all the documents packs and documents that are assigned to the user
Take a look at how this looks in the example below. Documents that have been uploaded and approved are marked by green checkmarks. Documents pending approval are in yellow and pending approval is written. Documents that have yet to be uploaded are indicated by a blue + symbol.
Pro tip: Document Packs are simple groups of documents, which have been created in the Documents feature and assigned to select users or smart groups.
As an Admin What Actions Can be Completed Inside the Documents Tab?
Just like from inside the Documents feature, in the Documents Tab inside a Users profile, you can take all the same actions. Let’s go over these below.
Viewing, Downloading, or Replacing Documents
Once inside a document tab, you can click on any of the documents and you will instantly be given some options. You'll have the option to either View the previous upload, Download or Replace the existing document, change the status of the document, and set an expiry date. Let's see how this looks below!
Inside the document, you’ll also have the option to view the document's history by clicking on the history tab. Here, you can view or download older versions of the document. This can be great if you have documents that need to be updated on a yearly or regular basis
Changing the Approval Status of a Document.
While reviewing documents you may notice that it is in fact the incorrect document, or that it needed to be replaced. By clicking on the 3 dots in the Approved by section you will be given the option to Delete entry - this will remove any documents uploaded, Switch to Pending, or Switch to Rejected. Take a look at how this looks below
Downloading all the Approved Documents
In the Documents tab in the User’s profile, you are given the option to quickly download all the users approved documents by simply clicking on the Download all approved button. This will save you time and keeps things organized.
Pro Tip: You need to do this for each document pack in the user's profile, if there is more than one packet you will need to scroll down and select the download all approved button for each pack
Approving or Rejecting a Document
By clicking on a document that is pending approval you'll be given the option to either approve or reject the document.
Uploading a Document on Behalf of a User or Reminding a User to Upload the Document
You may have a document that still needs to be added or a user who forgot to upload their documents. From the user's profile, you are given options to upload the document on their behalf or to remind the user to upload it.
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