Review & manage Supporting Documents

1. Overview

The Documents tab in the FrankieOne Portal allows you to manage non-IDENTITY documents as part of your customer due diligence process. This feature is designed to handle evidence that falls outside of standard automated eKYC checks, such as utility bills, bank statements, or other supporting evidence.

Using this tab, you can:

• Upload new documents to an entity’s profile.
• Review supporting documents and manually Approve or Reject them.
• View and Download all document classes, including Identity, Reports, and Supporting documents.
• Delete documents (with the correct permissions).
• Track all review actions and comments in a dedicated audit trail.

2. Accessing and Viewing Documents

You can find the document management feature within the new “Documents” tab on the entity profile view.

Document List

When you open the tab, you will see a table of all documents associated with the entity.

• Default View: The list defaults to showing documents with the class SUPPORTING.
• Document Class Switcher: You can use the filter controls to switch between document classes:
  • Supporting: Documents uploaded for manual review (e.g., UTILITY_BILL, BANK_STATEMENT).
  • Identity: Documents used for eKYC/IDV checks (e.g., PASSPORT, DRIVERS_LICENCE).
  • Reports: System-generated reports.

The document table provides the following information:

• Document Type: The specific type, such as UTILITY_BILL.
• Status:
  • For SUPPORTING documents, this shows the manual review status: Approved, Rejected, or Needs Attention.
  • For IDENTITY and REPORT documents, this will show “N/A” as they are not manually reviewed via this process.
• Added On: The timestamp when the document was created.
• Added By: The user or source that added the document.
• Actions: An ellipsis (…) menu with actions you can take, based on your permissions (View, Download, Delete, Review).

3. How to Review a Supporting Document

The primary function of this feature is to allow operators to manually review and verify SUPPORTING class documents.

1. Navigate to the Documents tab and ensure you are viewing SUPPORTING documents.
2. Find the document with the status “Needs Attention” that you wish to review.
3. Click the Actions (…) menu for that document and select “Review”.
4. A “Review Document” modal will appear.
5. In the modal, select either “Approve” or “Reject” using the radio buttons.
6. You can (and should) add an optional comment to provide context for your decision. This comment is saved to the audit log.
7. Click Submit to save the review. The document’s status will update in the list.

This manual review status (APPROVED or REJECTED) is then used by the “Support Documents Step” in your KYC workflows to automatically determine if an entity passes this requirement.

4. How to Upload a Document

You can also upload new supporting documents directly through the portal.

1. From the main Documents tab, click the “Upload Document” button.
2. An “Upload Document” modal will appear.
3. Use the file selector to choose the document from your computer.
4. Select the correct document.type (e.g., UTILITY_BILL) from the dropdown menu.
5. You can add an optional comment to be saved with the upload’s audit event.
6. Click Upload.

Once uploaded, the new SUPPORTING document will appear in the list with the default status “NEEDS_ATTENTION”, ready for review.

5. Other Document Actions

View Details and Comment History

From the Actions menu, selecting “View” opens the Document Detail View. This interface has two panels:

• Left Panel: A list of all attachments for the selected document.
• Right Panel: A preview of the selected attachment, with controls for zooming, rotating, and downloading.

This view also contains a “Comment History” section, which displays all comments associated with the document from its audit trail in chronological order.

Download a Document

You can download a document attachment in two ways:

1. From the Actions (…) menu in the document list.
2. From the previewer controls in the Document Detail View.

Downloading a document triggers a PORTAL_ACTION audit event.

Delete a Document

1. From the Actions (…) menu, select “Delete”.
2. A confirmation modal will appear to prevent accidental deletion.
3. Confirming the deletion will remove the document.

6. Permissions

Access to document functions is controlled by your user role.

• Read Access (All Users): All authenticated Portal users can view and download all documents for an entity. This is a baseline permission and is not configurable.
• Write Access (Managed Roles): The “Manage Documents” permission toggle in the Portal’s Role Management settings controls all write actions. A user with this permission can:
  • Upload new documents.
  • Review (Approve/Reject) SUPPORTING documents.
  • Delete documents.

If you do not see the options to Upload, Review, or Delete, you do not have the “Manage Documents” permission. Please contact your system administrator.