Review Documents

When To Use This#

Use this page to review uploaded files, document status, family and dog context, reminders, and file preview or download actions on the Documents page.

Before You Start#

• Sign in to the business app and confirm you are in the correct business account.
• You need permission to approve or reject documents before you can make accepted or rejected decisions.
• You need permission to review documents before you can mark a document expired.
• You need permission to send messages before you can send document reminders or document-related messages.
• You can only work with document records you are authorized to review, and you will not see unrelated family, dog, medical, vaccine, waiver, or billing data.
• Follow your business's policy before deciding whether a vaccine, waiver, agreement, or other document clears a blocker.

Documents Page Overview#

The Documents page is the current workspace for uploaded files, document review, compliance follow-up, and document reminders. The visible page heading may say Vaccines and Documents.

Start with the summary cards for pending review, dogs blocked, warnings, and expiring soon. Those cards help you choose what to review next; they do not define document eligibility or care policy.

Review Queue#

Start with the review queue when submitted files are waiting for review. Pending documents are grouped with family and dog context so you can compare the uploaded file with the visible requirement.

When the queue has more households, the next group loads automatically as you reach the bottom of the list. A centered count shows how many documents are visible out of the loaded queue total. If automatic loading is unavailable or fails, a fallback control appears so the remaining households stay reachable. Opening a direct document link loads through the group containing that household; the pending badge can include additional work beyond the loaded preview.

Open the family or dog context when the document alone is not enough. Keep your review limited to the records needed for the current decision.

Vaccination records require individual date confirmation. They are not included in Accept selected documents. Open the family and dog in the review queue, confirm the exact source and extracted dates, then choose Approve all for that one vaccination source.

Accept selected documents applies only to the pending non-vaccination documents selected in the current view. Confirm the listed documents before submitting. If any selected document changed status, the batch stops before accepting any of them and asks you to refresh the queue.

If the queue is backed up and staff vaccination review is enabled for your business, Accept vaccination records provisionally (next to Accept all documents) accepts every pending vaccination file in the queue at once, including older files for the same dog, without confirming any dates. The dogs stop showing as missing vaccination records, but the extracted dates stay marked "Needs review" on each dog, and every file in the batch is logged so the team can come back and confirm each vaccine individually. Use it to unblock families quickly, not as a replacement for checking the record. To finish one later, open the dog, go to Vaccination records and documents, and pick the file marked Provisional under Awaiting review; confirm the vaccines and dates there and the unverified rows are replaced.

File Preview And Extracted Details#

Open the file preview or download action when the decision depends on the submitted file. Review any visible extraction status, confidence, expiration date, or extracted summary before relying on it.

Extracted details are helpers. Follow your business's policy before deciding whether a vaccine, waiver, agreement, or other document satisfies a requirement.

Review Decisions#

Choose accept, reject, or mark expired only when the action is visible, the document context is clear, and you are allowed to make that decision.

Add an expiration date or review notes when needed. Rejected decisions require review notes; what those notes should say depends on your business's policy.

Accepted, rejected, and expired decisions return you to the Documents page with both queue pages and the open household preserved.

For a vaccination record, an owner, manager, or platform support user reviews the source and extracted rows in Documents. Compare each vaccine and date with the file, then approve the exact displayed rows together. Use the dog's detailed vaccination record when dates need correction or the source must be rejected with a clear reason. Employees may upload vaccination records but cannot complete these decisions.

Automatic date reading never approves a vaccination source. If it fails or the result is unclear, enter the dates shown in the source before accepting. Pending and rejected vaccination records do not clear vaccination requirements.

Follow-Up Lists And Reminders#

Use Needs follow-up for blocked or warning dogs, and Expiring soon for upcoming document follow-up. Additional Needs follow-up households load automatically near the bottom, with the same centered count and fallback behavior as the review queue. Send a document reminder or message only when the family and message body are correct.

Reminder messages are follow-up helpers you send yourself. They are not automatic compliance enforcement, and approval, review timing, eligibility, cancellation, refund, and care availability depend on your business's policy rather than being guaranteed here.

Search And Related Context#

Use Find a record to search by dog, family, file name, or document type. Narrow by family or dog when needed.

Open dog or family drawers from document cards when you need profile, readiness, guardian, or household context before deciding what to do next.

When Document Actions Are Missing#

• If review controls are missing, first confirm the selected document is in a status where that action applies.
• If the action should be available but is still missing, ask an owner or admin to review document-review access on the Access page. See Manage Access and Invites.
• If a reject action fails, confirm review notes are present.
• If a decision fails, confirm the document still exists and the visible status still supports the action.
• If a vaccination record has no general Accept document action, open its family and dog in the review queue. Confirm the source and dates, then choose Approve all.
• If several vaccination sources are pending, choose the file that matches the name and upload time you intend to review. Saving one source does not decide the others.
• If automatic date reading fails, keep the source pending and enter the visible vaccine dates manually. Do not accept an empty or uncertain result.
• If a reminder or message fails, confirm the family is selected, the message body is not empty, and you are allowed to send messages.
• If file preview or download fails, retry from the visible document card and confirm you are signed in.
• If a document type, vaccine requirement, waiver requirement, retention question, or eligibility decision is unclear, stop and check with your business's policy owner instead of guessing.