Documents

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Overview

DebtRecoup's Documents feature allows you to attach, manage, and organize files associated with individual accounts. Store important documentation such as signed agreements, payment evidence, correspondence scans, and other supporting files directly within the account record for easy access and reference.

Upload a fictional PDF, preview the original, request an e-signature, and verify its CREATED status.

Key Benefits

• Centralized Storage: Keep all account-related documents in one accessible location
• Quick Access: View PDF documents directly in the browser without downloading
• Template Integration: Generate documents from pre-configured templates
• E-Signature Requests: Request signatures and track signature status from the document row
• Audit Trail: Track when documents were added with automatic timestamps
• File Organization: Add descriptions to documents for easy identification

Understanding Your Data

The documents list displays the following information for each attached file:

Field	Description
Added	The date the document was uploaded or generated
Filename	The original name of the uploaded file
Description	Optional notes describing the document's contents or purpose
Size	The file size displayed in a human-readable format (KB, MB)
E-Signature	Signature request status and timestamp, or a Request action when no request exists

Using This Feature

Adding Documents

To attach a document to an account:

1. Open the account
2. Navigate to the Documents tab
3. Click the Document button in the header
4. Choose one of two options:
   • From Template: Select a document template and choose PDF or DOCX
   • From File: Click Choose File to upload a document from your computer
5. Add an optional Description to help identify the document later
6. Click Add to save

TIP

The maximum file upload size is 50 MB. For larger files, consider compressing or splitting them before upload.

Viewing Documents

For PDF documents, you can view the original file directly in the browser:

1. Locate the document in the list
2. Click the View button (eye icon) - this option appears only for PDF files
3. The document opens in a viewer dialog

For signed documents, the View split button can open the signed, audit, or original document when that version is available.

For non-PDF files, use the download option to view them in their native application.

Downloading Documents

To download any document:

1. Find the document in the list
2. Click the Download button (download icon)
3. The file downloads to your default download location

For signed documents, the Download split button provides signed, audit, and original download options.

Requesting E-Signatures

To request a signature for a document:

1. Locate the document in the list
2. Click Request in the E-Signature column
3. Complete the E-Signature dialog

Documents with an existing signature request show the current status and timestamp. Click the status tag to reopen the signature dialog.

Deleting Documents

To remove a document from an account:

1. Locate the document in the list
2. Click the Delete button (trash icon)
3. Confirm the deletion in the dialog that appears

WARNING

Signed documents cannot be deleted. Documents with an active e-signature request must have the request cancelled before deletion; documents with expired, declined, or cancelled requests can be deleted.

Best Practices

Document Naming

• Use clear, descriptive filenames before uploading
• Include dates in filenames when relevant (e.g., "Payment_Agreement_2024-01-15.pdf")
• Avoid special characters that may cause issues

Using Descriptions

• Always add descriptions to help identify documents later
• Include relevant details such as document type, date range, or related parties
• Use consistent description formats across your team

Document Organization

• Upload documents promptly after receiving them
• Remove outdated or duplicate documents to maintain a clean record
• Use templates for frequently generated documents to ensure consistency

Compliance Considerations

• Store only documents directly related to the account
• Follow your organization's document retention policies
• Ensure sensitive information is appropriately secured

Related Topics

• Notes and Alerts - Adding notes to accounts
• Email Communication - Sending emails with attachments
• E-Signatures - Managing signature requests and providers
• Account Tabs - Navigating account information