Quick start

Set up one document type, attach it to one vendor, and send the first request — end to end.

The happiest path

1. Install Certified Documents from the SuiteApp Control Centre. Portal, Code Library and File Storage install as dependencies if they're not already in place.
2. Verify Portal is configured with a storage region — Certified Documents uses Portal's signed upload pages. See the Portal section for region setup.
3. Create a Certifiable Document type. Navigate to FullClarity → Certified Documents → Certifiable Documents → New. As a worked example, create Public Liability Insurance:
   • Name: Public Liability Insurance
   • Description: Current certificate of currency for $20m public liability
   • Tick Include End Date so the system tracks expiry
   • Tick Required From Vendor
   • Document Type: Vendor
   • Operating Workflow: FC CD Docs Submitted (Auto Send) — emails fire as soon as the requirement exists
   • Leave the email templates at their defaults; the bundled templates cover the request, reminder, renewal and rejection cases
4. Attach the requirement to a vendor. Open any vendor record, find the Required Docs sublist (on the FullClarity entity subtab), and add a new row pointing at Public Liability Insurance. Set the default contact email.
5. Watch the email fire. Within a couple of minutes the system creates a Docs Submitted record in Requested status, generates a signed upload link, and emails it to the contact. The Docs Submitted record now drives the rest of the lifecycle.
6. Recipient uploads the document. The contact clicks the link in the email, lands on a branded upload page, picks the file, enters the end date, and submits. The submission status moves to Received.
7. Approve internally. The approval chain defined on the certifiable document type kicks in. Each approver gets an in-NetSuite prompt to approve or reject; when the last approver approves, the status moves to Approved.
8. Sit back. The system will request renewal automatically N days before the end date (30 by default), and will mark the document Expired once the date passes without a new submission.

Walkthrough

What success looks like

• A Docs Submitted record exists in Approved status on the vendor.
• The uploaded file is stored in your File Storage S3 region and visible from the Docs Submitted record.
• The Docs Submitted record's end date is set and the renewal countdown is running.

Common stumbling blocks

• Request email doesn't fire. Most often the operating workflow is set to Manual when you expected Auto Send. Check the certifiable document type's Operating Workflow field.
• Upload link returns an error. Means Portal isn't fully configured — check that the storage region is set on Portal's Configuration record and that the bucket is accessible.
• No approval prompt for the configured approvers. Approval chain copies happen on Docs Submitted creation. If the chain was edited after the requirement was created, edit the Docs Submitted record to refresh the per-submission approver sublist.

Next steps

• Install & configure — full configuration walkthrough
• Set up a document type
• Request a document from a vendor