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System Settings

Tenant-wide configuration options including branding, data retention policies, duplicate document handling, global rejection notifications and more

System Settings is the tenant-wide configuration module that gives administrators control over foundational platform behaviours - including branding, data retention policies, duplicate document handling, and global rejection notifications. Changes made in System Settings apply across the entire tenant and affect all users, documents, and organizations within the workspace. Some settings, such as data retention period changes, are irreversible, making careful governance essential.

How It Works

Branding and Customization

System Settings allows administrators to align Docupath with the organization's visual identity. Branding and customization settings apply across the entire tenant and are visible to all users. Administrators can customize:

  • The tenant logo, displayed throughout the platform interface

  • The primary color used across the interface

  • The background image

  • The system font

For white-label partner deployments where Docupath is embedded under a partner's brand, these settings enable seamless visual integration.

Data Retention

Data retention defines how long documents are stored in Docupath before permanent deletion. This is a critical compliance setting for industries with strict audit requirements.

  • Configure by entering the Maximum Retention Period (in days) and clicking Save

  • Align the retention period with legal and regulatory requirements in your region

  • Use longer retention periods for production environments and shorter ones for sandbox/testing

  • Deletion is irreversible - very short retention periods may hinder financial audits, compliance reviews, or quarter-end reconciliations

Global Rejection Notification Emails

When documents are rejected (manually, by rejection rules, or by duplicate detection), Docupath can send email notifications to designated recipients.

  • Configure one or more email addresses (comma-separated) under System Settings

  • Rejection emails include document metadata (Document Number, Tenant Information, Rejection Reasons, Rejection Source)

  • If the document is too large to attach, a presigned download link valid for 7 days is included

  • Use a shared mailbox (e.g., compliance@yourcompany.com) for resilience

Exception scenarios where notifications are not sent:

  • The rejection email feature is disabled

  • No recipients are configured

  • The document file is missing or inaccessible in storage (email is sent but notes file unavailability)

Duplicate Document Handling

Docupath provides configurable duplicate detection.

Mode

Behaviour

Reject and Flag

Automatically rejects the document when it is detected as a duplicate, and flags it for visibility

Mark as Pending Review

Places the document in the review queue for manual confirmation before proceeding

Use Pending Review mode in industries where suppliers often reuse document numbers or where multiple business units may legitimately issue the same sequence.

Supported Configurations and Options

Setting

Detail

Custom logo

SVG or PNG (recommended 300×120 px); displayed across tenant interface

Data retention period

Configurable in days; aligns with regulatory requirements

Rejection notification emails

Comma-separated email addresses; includes metadata and presigned links

Duplicate handling mode

Reject and Flag, or Mark as Pending Review

Access control

Admin users only

Other Technical Specifications

Parameter

Detail

Logo dimensions

300×120 px recommended for PNG

Rejection email content

Document Number, Tenant Information, Rejection Reasons, Rejection Source

Audit logging

All System Settings changes are logged in Activity Logs

Integration Points

  • All tenant modules: System Settings affect every user, document, and organization in the tenant

  • Rejection Rules: Global rejection notifications complement rejection rule execution by alerting stakeholders

  • Activity Logs: All System Settings changes are tracked with before/after values for audit compliance

  • White-label partners: Branding settings support partner deployments where Docupath operates under a custom brand

  • Compliance systems: Data retention settings align with external regulatory and audit requirements

Notes

  • Data retention period changes are irreversible - once shortened, documents that exceed the new limit will be permanently deleted

  • Rejection notification emails require both the feature to be enabled and recipients to be configured; if either is missing, no emails are sent

  • Logo updates may not appear immediately due to browser caching - users should hard-refresh

  • Content-level deduplication is not supported

  • System Settings changes are tenant-wide and cannot be scoped to specific organizations or user groups

  • Only Admin users can modify System Settings

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