Document verification and audit readiness

Verification ensures that every land record in Proquiro is reviewed and trustworthy before your team acts on it. Each document moves through a simple review workflow so nothing slips through the cracks.

Verification statuses

Status	Meaning
Pending Verification	Uploaded, awaiting review
Verified	Reviewed and accepted
Rejected	Reviewed and declined — a reason is required
Re-upload Requested	Reviewer has asked the uploader to replace the file

Why this matters: a clear status on every document means your team always knows which paperwork is ready for due diligence and which still needs attention.

Who can verify documents

Only users with the Manager or Admin role can verify, reject, or request re-upload of documents. Field agents and read-only users can upload documents but cannot change verification status. This separation keeps your review process controlled and accountable.

Verify a document

1. Open the lead site and go to the Documents section.
2. Find a document with Pending Verification status.
3. Click the document to open the preview.
4. Review the file — check that it’s legible, complete, and matches the document type.
5. Click Verify to mark it as verified.

The status updates immediately and the action is logged with your name and a timestamp.

Tip: Verify documents shortly after upload while the context is fresh. A backlog of pending documents slows down the whole deal pipeline.

Reject a document

1. Open the document preview.
2. Click Reject.
3. Enter a reason in the text field (required). Be specific — the uploader will see this reason and needs to understand what went wrong.
4. Click Confirm Rejection.

The document is marked Rejected and the uploader is notified.

Tip: A vague rejection like “incorrect” creates back-and-forth. Something like “EC date range only covers 2020–2023, need 2010–2025” saves everyone time.

Request re-upload

Use this when the document is the right type but the file itself is unusable — blurry scan, incomplete pages, wrong date range, or similar issues.

1. Open the document preview.
2. Click Request Re-upload.
3. Enter clear instructions for the uploader (e.g., “Please upload a clearer scan — pages 3–4 are unreadable”).
4. Click Send Request.

The status changes to Re-upload Requested. The uploader can then attach a new file against the same document slot, preserving the history.

Audit trail

Every action on a document — upload, verification, rejection, re-upload request — is recorded in the document’s Activity Log. To view it:

1. Open the document.
2. Click View Activity.

The log shows the action, the user who performed it, and a timestamp. This log cannot be edited or deleted, which is exactly the point — it gives you a tamper-proof record for internal reviews, legal due diligence, or compliance audits.