[Jones Records] Related Docs

Table of Contents:

High-level summary:

Store related internal docs in Jones such as W-9s, lease agreements, waiver approvals, and other documents.

What is it/what does it do?

Users can upload documents to their related docs section

• The most recently uploaded document will be displayed on top of the list
• In the list of documents, users can see the file name, date of upload, user who uploaded the document, and file size. The documents can also be viewed and deleted (note: if ICS uploads a document, the user who uploaded the document will show "Alice Inman").
• It's important to note that these related docs are NOT audited by Jones and do not affect compliance or workflows at all.
• Related Docs are not viewable in the Vendor/Tenant History tabs. They are also not able to be exported in any Jones reports, and they are not stored on Quicksites. They can be viewed on mixpanel here.

What user roles can use this?

• All Jones user roles can view Related Docs (including ICS) besides Tenants using the Tenant-Vendors solution. Tenants using the Tenants-Vendors solution cannot view Related Docs.
• Only Admins, Compliance Managers, Inviters, and ICS user roles can upload and delete related documents. Read-only users cannot upload or delete related documents.

Why was it developed?

To centralize legal & compliance related documents within Jones so customers don’t need to switch back and forth between different databases to view important material.

Recommended applications:

• The 'featured related docs' (see section below) is a good example of the different ways our customers use this functionality. Additionally, vendor contracts are often stored here.
• The onboarding team should be storing lease agreements here during onboarding.
• This can be used to store policy information, and then customers can ask their insurance broker/ risk managers to review the policies within the "related docs" tab. This is what one of our customers (SavCon) does.

How does this behave/ functionalities:

• The featured related docs are:
• Lease Agreement (only shown for tenant records)
• W-9
• Signed Letter/ Agreement
• Waiver Approval
• Policies
• Other
• The maximum file size is: 25MB
• There is no cap in storage to the total amount of files a customer can store in their related docs section
• The different types of files that can be uploaded are:
• doc + docx
• xls + xlsx
• ppt + pptx
• png
• jpeg + jpg
• gif
• pdf
• txt
• csv
• msg
• Behind the scenes, we scan all uploaded documents for viruses.
• The uploader of the file will be able to see the uploaded document immediately after uploading
• Other team members will only be able to view the uploaded document after the anti-virus scan is completed
• If the anti-virus scan fails, the file will visible as a "failed" file. The uploader of the file will also receive a "failed" email notification.

Known limitations/ future enhancements?

• Files cannot be uploaded with the same name
• Users cannot upload new documents for archived records. However, users can still view and delete related documents on archived records.

[360 Card] Jones Records

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