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, and organise documents for each case. 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 navigate to the Document Store tab within the application form.
Who can access it: All users with access to the case can view the Document Store. Upload and editing permissions depend on your role.
Uploading Documents
Open the Document Store for your case.
Click the Upload button, or drag and drop files directly onto a document folder.
Select the document purpose (category), document type, and which client(s) the document belongs to.
Choose the file from your computer and click Upload.
A success message will confirm the upload.
Downloading Documents
Find the document in the relevant folder.
Click the Download icon next to the document.
To download multiple documents, select them using the checkboxes, then click Download Selected or use Download All to get everything as a ZIP file.
Previewing Documents
Click on a document name or the preview icon.
A preview window will open showing the document content for PDFs, images, and text files.
From the preview, you can also download the file.
Editing Document Details
Click the Edit icon next to a document.
You can change the document name, purpose (category), type, expiry date, and which clients it belongs to.
Click Save to apply changes.
Copying Documents Between Cases
Select the documents you want to copy using the checkboxes.
Click the Copy button.
Choose the destination case from the dropdown.
Confirm to copy the documents.
Importing Documents from Another Case
Click the Import button in the Document Store.
Select the source case.
Choose which documents to import.
The selected documents will be copied into the current case.
Deleting Documents
Click the Delete icon next to a document.
Confirm the deletion.
Deleted documents appear in the Activity Log where they can be restored if needed.
Restoring Deleted Documents
Open the Activity Log panel at the bottom of the Document Store.
Find the deleted document entry.
Click the Restore icon to bring the document back.
Document Visibility and Acknowledgements
Visibility: Toggle whether a document is visible to the client in their portal.
Acknowledgement: Toggle whether the client must acknowledge (confirm they have read) a document. When enabled, the client will be prompted to acknowledge the document on their next login.
Document Categories
Documents are organised into the following categories:
Application Services - Unprocessed and general application documents
Financial Documents - Payslips, P60s, bank statements, tax documents
Identity Documents - Passports, driving licences, national IDs
Proof of Address - Utility bills, council tax, bank statements
Mortgage Documents - Illustrations, offer letters, AIP
Insurance Documents - KFDs, quotes, comparison reports
Compliance Documents - Evidence of research, suitability reports, GDPR
Other Documents - Lease agreements, tenancy agreements
Tips and Best Practices
Use the correct document category and type when uploading to keep documents well-organised.
Use the Activity Log to track all actions taken on documents and to restore accidentally deleted files.
Filter the Activity Log by category to find specific actions quickly.
When working with joint applications, ensure documents are assigned to the correct applicant(s).
Need More Help?
If you need further assistance, contact our support team through the chat widget or email support@smartr365.com.