Portal Documents
Portal users upload files — a supplier's certificate, a customer's purchase order, an employee's qualification. The Documents tab is where those uploads wait for somebody to look at them. Each is verified or rejected, and a rejection has to say why, so the person who uploaded it knows what to do differently.
The list
| Column | Meaning |
|---|---|
| Document | What it is. |
| From | Which portal user uploaded it. |
| File | Download it to look at it. |
| Expires | When it stops being valid, if it has an expiry. |
| Decision | Verified, rejected, or still to review. |
Filter by Customers, Suppliers or Employees, and by whether the document has Expired.
Reviewing
| Decision | Effect |
|---|---|
| Document verified | Accepted. The portal shows it as verified. |
| Document rejected | Refused. A note is required — say what is wrong so it can be fixed. |
The requirement to give a reason on rejection is not a formality. A document rejected silently comes back identical, and the second review costs the same as the first.
Expiry
An expiry date is optional. Set one on anything with a natural life — insurance certificates, licences, registrations — and the document shows as Expired when its date passes, rather than sitting verified forever. Documents with no expiry never expire; that is the right answer for a signed contract and the wrong one for a certificate of insurance.
What to use it for
| Audience | Typical uploads |
|---|---|
| Suppliers | Registration and tax certificates, insurance, quality approvals. |
| Customers | Purchase orders, exemption certificates, signed agreements. |
| Employees | Qualifications, identity documents, visas and permits. |
Uploads are files, not documents in the accounting sense. Verifying a customer's purchase order here does not create an order in the ERP — it records that you have seen and accepted the file. The order is still entered the normal way.