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How to Manage Case Documents in Smartr365

Complete guide to the Document Store including uploading, downloading, previewing, editing, copying, and restoring documents.

How to Manage Case Documents in Smartr365

Overview

The Document Store is where all documents related to a case are stored and managed. You can upload, download, preview, edit, copy, import, delete and restore documents for each case, and control whether the client can see or must acknowledge each document. Documents are grouped into categories (folders) such as Financial Documents, Identity Documents, Proof Of Address, and more.

Getting Started

Where to find it: Open a case from the Cases list, then click Document Store in the case menu.

Who can access it: The Document Store appears in the case menu when your role has permission to view documents. Clients can also add documents themselves; these show Client in the Source column.

Uploading Documents

  1. Open the Document Store for your case.

  2. Click Upload from my computer under Document Functions. The Upload Documents window opens.

  3. Your file browser opens so you can choose files (you can also click Add a File). You can select several files at once, and click Add Another File to add more.

  4. Alternatively, drag and drop files directly onto a document category folder. This pre-fills the Purpose for you.

  5. For each file, fill in the details:

    • Name - Edit the file name if needed. The original file extension is kept automatically.

    • Owner(s) (required) - Select which client(s) the document belongs to. For joint applications, you can assign it to one or both clients.

    • Purpose (required) - Choose the document category (for example Financial Documents, Identity Documents or Proof Of Address).

    • Type (required) - Choose the specific document type within that category (for example Passport, Payslips or Bank statement). The types available depend on the Purpose you selected.

    • Expiry Date - Optionally set an expiry date for the document.

  6. When uploading several files, use the Apply all link next to Owner(s), Purpose and Type to set the same value for every document.

  7. Click Save to upload the documents. The relevant category folder expands to show your new documents.

Downloading Documents

  1. Find the document in the relevant folder.

  2. Click the actions menu (three dots) next to the document and choose Download.

  3. To download several documents, tick their checkboxes, then click Download [N] documents. The Download Documents window opens with your selection ticked. Click Download (N); more than one file downloads as a ZIP file.

  4. To download everything, click Download All. Every document is ticked in the Download Documents window; untick any you do not need, then click Download (N).

Previewing Documents

  1. Click the preview (eye) icon next to the document.

  2. A preview window opens showing the content of PDFs, images and text files. Other file types show a message that a preview is not available.

  3. From the preview, you can also click Download to save the file.

Editing Document Details

  1. Click the actions menu (three dots) next to a document and choose Edit.

  2. You can change the file name, owners, purpose (category), type and expiry date.

  3. Click Save to apply the changes.

Copying Documents to Another Case

  1. Select the documents you want to copy using the checkboxes. To select a whole category, tick the folder checkbox.

  2. Click Copy to another case. This button appears once you have selected documents, if the client has another case.

  3. Choose the destination case in the To Application dropdown. Only cases for the same client are listed.

  4. Click Copy. Any document that already exists in the destination case is not copied again.

Importing Documents from Another Case

  1. Click Import from another case in the Document Store. This button appears when the client has more than one case.

  2. Select the source case in the From Application dropdown.

  3. Tick the documents you want to import.

  4. Click Import. The selected documents are copied into the current case. Documents that already exist in this case cannot be imported again.

Deleting Documents

  1. Click the actions menu (three dots) next to a document and choose Delete. To delete several documents at once, tick their checkboxes and click Delete [N] documents.

  2. Confirm the deletion.

  3. Deleted documents appear in the Document Log, where they can be restored if needed.

Restoring Deleted Documents

  1. Open the Document Log panel at the bottom of the Document Store by clicking its heading.

  2. Find the deleted document entry.

  3. Click the restore (circular arrow) icon next to the deletion entry to bring the document back.

Document Visibility and Acknowledgements

  • Visibility: Use the Visible toggle to control whether the client can see the document.

  • Acknowledgement: Use the Acknowledgement? toggle to ask the client to acknowledge (confirm they have read) a document. Once the client has acknowledged it, the acknowledgement date is shown in place of the toggle. Acknowledgement is available for PDFs, images, Word and Excel documents.

  • These toggles are not shown for documents in the Application Services folder.

Document Categories

Documents are organised into the following categories:

  • Application Services - Documents added by the system rather than uploaded by users. You cannot upload or drag files into this folder.

  • Financial Documents - Payslips, P60s, bank statements, tax documents, evidence of deposit

  • Identity Documents - Passports, driving licences, national IDs, visa documentation

  • Proof Of Address - Utility bills, council tax, bank statements

  • Mortgage Documents - Illustrations, offer letters, AIP, ESIS

  • Insurance Documents - KFDs, quotes, comparison reports

  • Compliance Documents - Evidence of research, suitability reports, GDPR, CIDD

  • Other Documents - Lease agreements, tenancy agreements, fact finds

Document Log

The Document Log at the bottom of the Document Store shows a history of actions performed on documents in this case, including uploads, edits, deletions, copies and visibility changes. You can filter the log by document category.

Tips and Best Practices

  • Use the correct document category and type when uploading to keep documents well organised.

  • Only certain file types are accepted. If you add a file type that is not accepted, you will see a File type not allowed message.

  • If you add a file that is already in the upload list, you will see a notification and the duplicate is skipped.

  • Sort the documents in each category by date or name using the column headers.

  • Tick a category folder's checkbox to select every document in it for bulk actions.

  • Use the Document Log to track actions taken on documents and to restore deleted files. Filter it by category to find specific actions quickly.

  • When working with joint applications, make sure documents are assigned to the correct applicant(s).

Frequently Asked Questions

Q: Can I upload multiple documents at once?

A: Yes. Select several files at once from the file picker, click Add Another File to add more, or drag and drop several files onto a folder.

Q: What file types can I upload?

A: Only certain file types are accepted. If you try to upload a file type that is not accepted, you will see a File type not allowed message.

Q: Can I rename a document after uploading?

A: Yes. Open the actions menu next to the document and choose Edit to change its name, purpose, type or owners.

Q: Can I copy documents between clients?

A: You can copy documents between different cases for the same client. Copying documents to a different client is not available.

Q: Can a deleted document be recovered?

A: Yes. Deleted documents appear in the Document Log with a restore icon. Click it 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.

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