Define required documents per customer, get 30-day expiry alerts, and export compliance data on demand.
6 min read
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. OneBob 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.
Before you begin
Admin access is required to create or edit file categories.
Existing uploads stay untouched; you can categorize them retroactively.
Expiry reminders go to any user configured to receive document notifications.
1
Define file categories
File categories are shared across customers and reusable everywhere.
1Go to Settings → File Categories.
2Click New category, name it (e.g. "Liability insurance"), pick a color.
3Set the default validity in days, e.g. 365 for annual certificates.
4Toggle "Mandatory for all customers" if the document is universal.
2
Add per-customer requirements
Some documents are customer-specific, so add them to the checklist manually.
1Open a customer record and click the Documents tab.
2Click Add required document and pick a file category.
3The customer now shows that requirement in the checklist until a matching file is uploaded.
3
Upload files with categories + expiry
Uploading fulfills the requirement.
1From the Documents tab, click Upload or drag-and-drop a file.
2Pick the file category. If a default validity is set, the expiry date is pre-filled.
3Adjust the expiry date if needed; save.
4The checklist updates: green for valid, amber for expiring, red for expired or missing.
4
Act on expiry alerts
OneBob proactively notifies owners when documents are close to expiring.
1Email notifications fire 30 days before expiry for every expiring document.
2The Customers list shows an expiry badge on customers with stale docs.
3Re-upload a fresh file: the old one is archived, the new expiry resets the clock.
4Export the expiry CSV from the customers list for audits.
Tips & best practices
Start with one or two mandatory categories. It's easier than backfilling ten.
Use the color-coded category badges to scan the Files tab visually.
Default validity is a hint, not a lock: always let users adjust per document.
Have the expiry digest email go to a shared inbox if compliance isn't one person's job.
Deleting a required document requirement doesn't delete uploaded files, only the "expected" marker.
Need help?
If expiry emails aren't arriving, check two things: the document has an expiry date set, and the recipient has "Document expiring" enabled under Settings → Notifications.
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