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.

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

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