Document checklist & expiry reminders

What the checklist does

File categories define the type of document (e.g. insurance, contract, ID). Required documents attach a category to a specific customer, making that document mandatory. When a file is uploaded, it can be tagged with a category and an expiry date — SalesBob handles the rest.

• Tenant-wide mandatory categories apply to every customer automatically
• Per-customer requirements add extra docs to specific customers
• Each category can specify a default validity in days for auto-expiry
• Expiry reminders fire 30 days out; expired docs are flagged in red

Estimated setup time: 10 minutes for first categories.

File categories are shared across customers and reusable everywhere.

1. 1 Go to Settings → File Categories.
2. 2 Click New category, name it (e.g. "Liability insurance"), pick a color.
3. 3 Set the default validity in days — e.g. 365 for annual certificates.
4. 4 Toggle "Mandatory for all customers" if the document is universal.

Some documents are customer-specific — add them to the checklist manually.

1. 1 Open a customer record and click the Documents tab.
2. 2 Click Add required document and pick a file category.
3. 3 The customer now shows that requirement in the checklist until a matching file is uploaded.

Uploading fulfills the requirement.

1. 1 From the Documents tab, click Upload or drag-and-drop a file.
2. 2 Pick the file category — if a default validity is set, the expiry date is pre-filled.
3. 3 Adjust the expiry date if needed; save.
4. 4 The checklist updates: green for valid, amber for expiring, red for expired or missing.

SalesBob proactively notifies owners when documents are close to expiring.

1. 1 Email notifications fire 30 days before expiry for every expiring document.
2. 2 The Customers list shows an expiry badge on customers with stale docs.
3. 3 Re-upload a fresh file: the old one is archived, the new expiry resets the clock.
4. 4 Export the expiry CSV from the customers list for audits.