Review Documents

When To Use This#

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

Before You Start#

• Sign in to the business app and confirm you are in the correct business account.
• Confirm the staff member is allowed to approve or reject documents before making accepted or rejected decisions.
• Confirm the staff member is allowed to review documents before marking a document expired.
• Confirm the staff member is allowed to send messages before sending document reminders or document-related messages.
• Use only document records the staff member is authorized to review. Do not expose unrelated family, dog, medical, vaccine, waiver, or billing data.
• Follow approved business 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. Use those cards to choose what to review next, not to define document eligibility or care policy.

Review Queue#

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

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

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 approved business 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 the staff member is allowed to make that decision.

Add an expiration date or staff review notes when needed. Rejected decisions require review notes, but this article does not define what those notes should say.

Accepted, rejected, and expired decisions should return staff to the Documents page with page context preserved when possible.

Follow-Up Lists And Reminders#

Use Needs follow-up for blocked or warning dogs, and Expiring soon for upcoming document follow-up. Send a document reminder or message only when the family and message body are correct.

Reminder messages are staff-initiated follow-up helpers. They are not automatic compliance enforcement and do not promise approval, review timing, eligibility, cancellation, refund, or care availability.

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 reminder or message fails, confirm the family is selected, the message body is not empty, and the staff member is allowed to send messages.
• If file preview or download fails, retry from the visible document card and confirm the staff member is signed in.
• If a document type, vaccine requirement, waiver requirement, retention question, or eligibility decision is unclear, stop and escalate to the approved business policy owner instead of guessing.