👤 This guide applies to the Funds module and is relevant for users with the Administrator, Fund Manager, Fund Reviewer, Fund User, and Dealership role.

What is Supporting Documentation?

Additional Supporting Document Requests are a way for Reviewers to ask for extra documentation from Dealers after a claim has been submitted. Dealers can respond by uploading the requested documents using a dedicated action without reopening the claim or editing claim fields.

What Has Changed 🚀

Previous Process

Once a claim was submitted, it was only editable until approved or declined.
Editing a claim to add missing documents would reset the state to pending and reset the review history.

New Process

Claims are now locked from editing once the review process begins so the review history is retained.
Reviewers can now click Request More if there are supporting documents missing and required for the review.
Dealerships and Fund Users will see a new Submit New Documents button to upload files without resetting the review history or claim state.

This update allows additional documentation to be added mid-review without disrupting the claim flow, making it easier for both Reviewers and Dealers to resolve documentation issues.

Once a claim has been submitted, it enters a Pending state and is still available for editing.

When a Funds Reviewer starts the review process the claim enters the In Review state and becomes locked for editing.

This helps retain review history and ensures the integrity of the review process. However, there are cases where supporting documents are required to review a claim.

Instead of rejecting and requesting the Claim Submitter to edit the claim with the additional documents and resetting the review history, Reviewers can now request extra documents using the Request More button. The claim then enters the Revision Requested state.

When this request is made, the Dealer will see a Missing Document alert on the claim with an option to Submit New Documents. When they submit new documents the claim will enter the Revised state.

How to Request Additional Supporting Document(s)

👤 This section is relevant for users with the Administrator, Fund Manager, and Fund Reviewer role.

Go to the Claims section.
Select the relevant claim Under Review.
Click Request More next to the document type required.
Provide details in a comment requesting additional support documents
Click Request.

The Dealer or Fund User will be notified that additional supporting documentation is required.

How to Submit Additional Documentation

👤 This section is relevant for users with the Funds User or Dealership role.

Navigate to the Claims section.
Open the claim where the Reviewer has requested documents.
Click Submit.

Once submitted, the claim status will update and the Reviewer will be notified.

Claim States

These are the key claim statuses you may encounter during the submission and review process. Understanding them helps clarify what action is required and what stage the claim is currently in.

Claim State	Status
Pending	The claim has been submitted by the Dealer and is awaiting review. Editing is allowed.
Under Review	The claim is actively being reviewed by a Reviewer. The Edit button is no longer available, but additional supporting documents may be requested or submitted documents can be rejected.
Revision Requested	The Reviewer has requested changes or additional documents. This replaces the previous Document Declined status and applies to both rejections and missing documentation.
Revised	The Dealer has uploaded updated or missing documents in response to a Revision Requested status. This replaces the older Document Submitted status.
Approved	The claim has been reviewed and accepted. No further changes or submissions are allowed.
Declined	The Claim has been reviewed and declined. No further changes or submission are allowed.
Cancelled	The claim was withdrawn by the Dealer before approval. This can be done at any point before the claim reaches a finalised state; Approved or Declined.

FAQ

Can I still edit a claim once it’s under review?

No, you cannot edit a claim once it is under review. You can only edit a claim while it is pending. Editing is disabled after revision begins and the claim enters the In Review state. However, you can still upload additional supporting documents if requested.

How do I know if additional documents have been requested

You will know if additional documents have been requested when:

You receive a notification in the platform,
The claim shows the Submit New Document button,
And the status of the claim enters the Revision Requested state.

What if I need to cancel a claim after submission?

You can cancel a claim any time before it enters a finalised state; Approved or Declined.

Does uploading documents change the claim status?

Uploading requested documents will change the Claim Status to Revised but will not reset to Pending. The Claim Reviewer can then review your additional supporting documents.

What do the new claim statuses mean?

Revision Requested: A Reviewer has rejected or requested more documents.
Revised: The Dealer has submitted the updated or missing documentation.

Requesting Additional Documents