How to manage documents in Advocate

The Document Manager in the Advocate App is your central hub for uploading, organizing, managing, and reviewing all documents related to Loans, Assets, and Insurance. It ensures that all relevant documentation is easily accessible, well-organized, and up-to-date, supporting seamless review and approval processes.

With Document Manager, you can:

• Upload documents into the app

• Download single or multiple documents

• Rename files

• Categorize documents by Document Type

• Associate documents with specific Policies or Assets

• View document details (who uploaded it, when, and more)

• Merge updated versions of documents

• Review document version history

• Perform bulk actions on multiple documents at once

You can upload documents at any time using the Upload button (cloud icon).

1. Click Upload.

2. A file selection window will appear, allowing you to navigate to your files and select up to 10 documents at a time.

3. (Optional) Assign a Document Type during upload for immediate organization.

Tip: You can still categorize documents later if you choose not to do so at upload.

You can download documents individually or in bulk:

• Single document: Click the document → open the 3-dot menu → select Download.

• Multiple documents: Select the desired files → use the toolbar at the bottom of the screen → click Download.
  The bulk download will save your files as a ZIP folder on your computer.

Beyond assigning a category, you can rename any document within Advocate to provide more context or make it easier to find later.
This does not affect the original file on your computer—it updates only the name displayed in Advocate.

Organizing your files correctly is key to finding them later.
When categorizing:

• Document Type: Use the dropdown to select from suggested types, or search for the correct type.

• Associated Assets or Policies:

  • Asset-related documents (e.g., Flood Cert, Appraisal) → associate with the Asset.

  • Insurance-related documents (e.g., binders, ACORD forms) → associate with the Policy.

If you have an updated or revised version of a document, you can merge it with the existing one to keep only the most current version in view.

1. Locate the document in Document Manager.

2. Click Merge and upload the new version.

Important:

• Merging is permanent and cannot be undone.

Every time you merge a document, Version History records it. You can:

• View all past versions of a document

• See upload dates and sequence of changes

This ensures you always have a complete record of document revisions.