Description: This module allows you to define a list of necessary documents that customers can upload directly from their reserved area. It facilitates the collection, management, and storage of important files related to each user.
What is it for? (Practical examples)
Using the Customer Documents tool is essential for onboarding and compliance management:
- Collection of legal documents: Automatically request identity documents, company registration certificates, or signed contracts from new customers during registration or later.
- Compliance management: Ensure that each customer has uploaded the necessary certifications or licenses before accessing certain services.
- Centralized storage: View and manage all documents of a customer in a single dedicated section within the administration panel.
Main features
1. Document definition
The administrator can create an unlimited list of required document types (e.g., "Identity Document," "Signed Contract," "Residence Certificate").
2. Flexible upload modes
For each defined document, it is possible to set the upload mode:
- Optional: The customer can choose whether to upload it or not.
- Required: The customer is obliged to upload the file.
- Uploadable only by administrators: The document is visible to the customer, but only internal staff can upload or modify it.
3. Request for additional data
Besides the file, the customer can be asked to enter related textual information (e.g., "Expiration Date," "Protocol Number"). These text fields are defined by the administrator and shown to the customer at the time of upload.
4. Customer-side management (Reserved Area)
Customers have a dedicated section where they can:
- View the list of required documents.
- Upload the requested files (images, PDFs, etc.).
- View already uploaded files, including upload date and a preview (if it is an image).
- Fill in the additional text fields required for that document.
5. Administrator-side management
In the management panel of each customer, the administrator can:
- View the upload status of all documents.
- Download or view files uploaded by the customer.
- Manually edit or replace uploaded documents.
- View and edit additional data entered by the customer.
How to configure
The module configuration is divided into two main sections:
1. General Settings (Document definition)
In this section, you define the specific documents you want to request.
| Field | Description | Available options |
|---|---|---|
| Document name | The name shown to the customer (e.g., "Driver's License"). | Free text. |
| Upload mode | Defines who must or can upload the document. | Optional, Required, Uploadable only by admins. |
| Request data entry | Activates additional text fields to associate with the file. | Yes/No (Checkbox). |
| Which data do you want to request? | If the previous option is active, enter the names of the required fields (e.g., Issue Date, Place of Issue). | Comma-separated list of labels. |
2. Customer Area Settings
| Option | Description |
|---|---|
| Show section in customer area | Enables or disables the "My Documents" menu item in the customer's reserved area. |
| Introductory text | A text field (supporting formatting) to provide instructions or a welcome message in the documents section. |
| Make document upload mandatory | If selected, makes uploading all documents marked as "Required" mandatory for full access to the customer area. |
Automatic integrations
The "Customer Documents" module automatically integrates with other system features to improve data management:
Display and Filters in Customer Management
- Column in the customer list: A column is added to the general customer table indicating quickly whether the customer has uploaded documents (Yes/No).
- Advanced search filters: You can filter the customer list based on the upload status of a specific document. For example, you can search for all customers who "have uploaded" or "have not uploaded" the "Identity Document."
- Summary in the customer profile: In each customer's summary tab, a box shows whether documents are "Uploaded" or "Not uploaded."
Data Management
- Automatic data cleanup: When a customer record is deleted from the system, all associated documents uploaded through this module are automatically removed from the archive to ensure privacy and free up space.
API Access
The module exposes API functionalities that allow external systems to:
- Add a document: Upload a document for a specific customer via an external call.
- List documents: Obtain the status and details of all documents of a customer.
(Note: API access requires technical skills and is usually used for custom integrations with third-party software.)
