Sometimes, when attempting to modify or update an existing document on the platform, it might appear that the system continues to display the previous document as valid (in green). This occurs because the newly uploaded document is pending validation and has not yet been updated in the system.
Steps to Verify the Status of an Uploaded Document:
Successful Upload but Not Visible:
If the system confirms that the document was uploaded successfully, but refreshing the page still shows the previous document, it is likely that the new document is pending validation.Access the Document History:
To confirm that the document was uploaded, click on the "View History" button. This icon allows you to see a complete record of all documents uploaded for that specific document type.
Locate Your Document in the List:
Within the document history, you will find all uploaded documents, both validated and pending. If the document you recently uploaded appears in the list, it means it has been successfully uploaded. You will just need to wait for it to be validated and replace the previous one.
Uses of the Document History
The document history is an essential tool for managing and verifying documents in various situations, such as:
Validated documents requiring updates:
For example, insurance policies or contracts with external services that need updating after a change in provider or significant organisational modifications.Expired documents:
Verify documents requested by the contractor, such as contribution receipts or certificates, to ensure that the most recent versions have been correctly uploaded.Immediate corrections:
If you have uploaded multiple documents in quick succession, perhaps to correct an identified error, the document history helps confirm that the correct version has been uploaded.Documents for multiple centres:
If you have uploaded documents affecting different centres, the history will display all records. This allows you to identify pending or rejected documents that might impact the overall status of your documentation and address them promptly.
Advantages of Using the Document History
Avoid duplicates or errors.
Simplify the identification of pending documents.
Save time by centralising all information in one place.
Remember, the document history is an indispensable tool for efficiently managing your documents and keeping all your documentation on the platform up-to-date.