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url: 'https://fullclarity.help/certified-documents.md'
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# Certified Documents

Certified Documents is the FullClarity SuiteApp that manages the full lifecycle of compliance documents — insurance certificates, licences, safety tickets, accreditations, identity evidence — for the vendors, customers and employees you work with.

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## What it does

Compliance documents have a lifecycle: request, submission, approval, expiry, renewal — and sometimes rejection or decline along the way. Doing this manually means juggling spreadsheets, chasing renewals at the wrong time, and either over- or under-trusting the document on file.

Certified Documents automates that lifecycle:

* **Catalogue every certifiable document type** your business cares about — Public Liability, Workers Compensation, White Card, Working with Children Check, contractor inductions, ABN/business numbers, anything else
* **Attach requirements to specific entities** — "Acme Co (vendor) requires Public Liability Insurance and a current Workers Compensation certificate"
* **Send automated request emails** with a signed upload link that the recipient uses to submit documents without needing a NetSuite login
* **Track approval chains** with multi-level approvers per document type
* **Drive renewals automatically** — the system creates a fresh request a configurable number of days before expiry
* **Cancel requests automatically** when the underlying vendor / customer / employee record is made inactive
* **Capture decline reasons** when the external party can't (or won't) submit, with a structured taxonomy filtered by entity type

## The external upload portal

Compliance often involves people who don't have a NetSuite login — subcontractors, customer site managers, casual contractors. Certified Documents solves this with an external-facing upload portal:

* Each request email contains a **signed link** unique to that submission
* The recipient opens the link in a browser, sees the document description (and optional start/end date prompts), and uploads the file
* The portal stores the uploaded file via the File Storage SuiteApp and returns the submission to the internal reviewer for approval

No login, no NetSuite account, no manual file-cabinet wrangling.

## Manual vs Auto Send

Each certifiable document type can use one of two operating modes:

* **Auto Send** — the system fires the request email automatically as soon as a Required Document is created for an entity. Use this for the common case where you always want to request a document the moment a vendor or customer record is added.
* **Manual** — the system stages the request but waits for an internal user to action it before the email goes out. Use this when you want a human gate (for example, double-check the contact email before sending) before the chase starts.

The mode is set per certifiable document type, so you can mix the two in the same account.

## Where this fits in the ecosystem

* **Portal** — provides the external-facing upload page that recipients land on. Required.
* **File Storage** — stores the uploaded files in your S3-backed storage region. Required.
* **Code Library** — provides the entity subtab where Required Docs and Docs Submitted appear on vendor, customer and employee records. Required.

## Next steps

* [Quick start](/certified-documents/quick-start) — set up your first document type and send your first request
* [Install & configure](/certified-documents/install-configure) — dependencies, required NetSuite features and post-deploy verification
* [Set up a document type](/certified-documents/how-to/set-up-a-document-type) — define a new Certifiable Document, its approval chain and email templates
* [Request a document from a vendor](/certified-documents/how-to/request-a-document-from-a-vendor) — attach a requirement to an entity and send the request
* [Approve or reject a submission](/certified-documents/how-to/approve-or-reject-a-submission) — handle a returned document