Q: What is the purpose of the Documents Module?
ANS: A centralized system for securely uploading, organizing, and distributing business documents with controlled access for internal users and channel partners.

Q: What are the key capabilities of the Documents Module?
ANS: Key capabilities include:

• View and download shared documents
• Track upload dates and access history
• Organize files by document groups
• Assign document visibility to specific clients or agents
• Secure file storage with controlled access
• Submission tracking and approval workflows

Q: How do I add a new document to the system?
ANS: To add a new document:

1. Navigate to Documents → Manage Documents
2. Click "Add New Document" button
3. Enter document title and select document group
4. Choose submission settings (Yes/No)
5. Assign to Client or Partner tabs
6. Upload your file and click "Submit"

Q: What file formats are supported for document uploads?
ANS: Supported file formats include:

• Images: PNG, JPG, JPEG
• Documents: DOC, DOCX, PDF
• Spreadsheets: CSV, XLSX, XLS

Q: Can I replace an existing document with a new version?
ANS: Yes, you can update documents by:

• Clicking the three dots (⋯) in the Actions column
• Selecting "Update Documents"
• Choosing "Choose File" to upload a new version
• Clicking "Submit" to replace the existing file

Q: What are Document Groups and why are they important?
ANS: Document Groups are categories that help organize documents by type or purpose. Examples include:

• Product and Services Guidelines
• Policy Documents
• Legal Documents
• Sales Documents
• Marketing Materials

Q: Can I change a document's group after it's been created?
ANS: Yes, you can change document groups by:

• Clicking the three dots (⋯) in the Actions column
• Selecting "Update Documents"
• Choosing a new group from the dropdown menu
• Clicking "Submit" to save changes

Q: What happens when I deactivate a Document Group?
ANS: Documents in inactive groups remain accessible but the group won't appear in new document creation dropdowns. 

Q: How do I assign documents to specific users?
ANS: To assign documents:

1. Click "Assigned Users" in the FOR column
2. Switch between Client and Partner tabs
3. Use "Select all Clients" checkbox for bulk assignment
4. Or use the dropdown to select specific users
5. Click "Submit" to save assignments

Q: What's the difference between Client and Partner assignments?
ANS:

Client assignments: End customers who need access to service documents, agreements, or compliance materials
Partner assignments: Channel partners and agents who need access to marketing materials, commission documents, or training resources

Q: Can I assign one document to both Clients and Partners?
ANS: Yes, you can assign documents to both user types by selecting users from both the Client and Partner tabs in the assignment interface.

Q: How do I remove a user's access to a document?
ANS: To remove access:

• Click "Assigned Users" in the FOR column
• Locate the user in the appropriate tab
• Uncheck their selection in the dropdown
• Click "Submit" to save changes

Q: How do I view who has submitted documents?
ANS: Click the "View Submissions" button in the Submissions column to see:

• Total submissions received
• Number approved, rejected, and pending
• Individual user submission status
• Download options for submitted files

Q: How do I approve or reject a submitted document?
ANS: In the View Submissions (Assigned Users) modal:

• Click the download button (↓) to review the submitted document
• Verify document completeness and accuracy
• Click "Approve" to accept or "Reject" to deny
• The system automatically updates status and notifies the user

Q: What happens when I reject a document submission?
ANS: When you reject a submission:

• The user is automatically notified
• The document status changes to "Rejected"
• The user can resubmit a corrected version
• The submission statistics are updated

Q: Can users see why their document was rejected?
ANS: Yes, when admins reject a submission, they fill in a reason box in the confirmation popup. Users receive this specific feedback in their notification, allowing them to understand exactly what needs to be corrected.

Q: How long do users have to submit required documents?
ANS: No system-enforced deadline exists. Set deadlines through direct communication with users.

Q: What should I consider before deleting documents?
ANS: Check for pending submissions, active agreements, audit requirements, and consider archiving instead.

Q: How do I change document visibility settings?
ANS: Use "Update Documents" to modify user assignments and submission settings.

Q: Why can't I see a document I just uploaded?
ANS: Check document group filters, refresh the page, verify permissions, and ensure successful submission.

Q: A user can't access their assigned document. What should I check?
ANS: Verify user assignment, check document group permissions, confirm user email verification, and ensure document status is active.

Q: Why aren't users submitting required documents?
ANS: Common causes: missing email notifications, disabled submissions, unclear requirements, or file format restrictions.

Q: How do I handle incorrect document submissions?
ANS: Reject the submission, contact the user with specific requirements, and monitor for resubmission.

Q: How many documents can I upload?
ANS: No specific limit is mentioned, but maintain reasonable numbers for optimal system performance. 

Q: Can I bulk upload documents?
ANS: No, the current interface requires individual document uploads.

Q: What's the best way to handle confidential documents?
ANS: Use specific document groups, carefully control assignments, regular permission audits, and additional security measures.

Q: Can users search for documents?
ANS: Users can filter by document groups. Advanced search capabilities may be available through the interface.

Q: How do users know which documents are required vs optional?
ANS: This is controlled through the "Allow document submission" setting and communicated via instructions.

Q: Can users see their submission history?
ANS: Yes, users can view their submission history through the 'View Submission' tab in the Documents module of their portal.

Q: What happens if a user tries to submit an unsupported file format?
ANS: The system will reject the upload and display an error message with supported formats.

Q: Can users download documents on mobile devices?
ANS: Yes, the OnBoardSoft portal is designed to work on various devices including mobile.

Need Additional Help?
Contact OnBoardSoft Support:

• Website: www.OnBoardSoft.com
• Email: info@onboardsoft.com
• Phone: +1 (201) 254-7832