How to Manage Documents in Smartr365
Overview
Once documents are uploaded to a case, you can download, preview, edit, copy, import, delete, and control visibility and acknowledgement settings for each document.
Getting Started
Where to find it: Open a case, then click the Documents tab.
Who can access it: Advisers, Admin Assistants, Managers, and System Administrators.
Document Categories
Documents are organised into the following categories:
Application Services - Documents generated by the system (e.g. from sourcing or submissions).
Financial Documents - Payslips, P60s, bank statements, evidence of deposit, etc.
Identity Documents - Passport, driving licence, national ID, visa documentation.
Proof of Address - Utility bills, council tax, bank statements.
Mortgage Documents - Illustrations, offer letters, AIP, ESIS.
Insurance Documents - KFD, quotes, comparison reports.
Compliance Documents - Evidence of research, suitability reports, GDPR, CIDD.
Other Documents - Lease agreements, tenancy agreements, fact finds.
Key Actions
Preview - Click the preview icon to view PDFs, images, and text files directly in the browser without downloading.
Download - Click the download icon to save a single document. Use the Download All button to download all documents as a ZIP file. You can also select multiple documents and click Download [N] documents.
Edit - Click the edit icon to change a document's name, category (purpose), type, owners, or expiry date.
Delete - Click the delete icon. You will be asked to confirm before the document is removed.
Copy to another case - Select documents using the checkboxes, then click Copy to another case to copy them to a different case for the same client.
Import from another case - Click Import from another case to bring in documents from a different case.
Visibility - Toggle document visibility to control whether the client can see the document in their Client Portal.
Acknowledgement - Toggle to require the client to acknowledge the document the next time they log in.
Document Activity Log
The activity log at the bottom of the Documents tab shows a history of all actions performed on documents in this case, including uploads, downloads, edits, deletions, copies, and visibility changes. You can filter the log by document category.
Tips & Best Practices
You can sort documents within each category by name or date using the column headers.
Select an entire category folder by ticking the folder checkbox to perform bulk operations.
Documents can be restored after deletion from the activity log by clicking the restore option.
Frequently Asked Questions
Q: Can I copy documents between clients?
A: You can copy documents between different cases for the same client. Cross-client document copying is not available.
Q: Can a deleted document be recovered?
A: Yes. Deleted documents appear in the activity log with a restore option. Click restore to recover the document.
Need More Help?
If you need further assistance, contact our support team through the chat widget or email support@smartr365.com.