Manage Customer Documents

Purpose

Store a customer's ID, medical card, and supporting documents on their retail profile. The Documents card summarizes the status of every document so staff can spot an expired or missing document at a glance. Document expiration is informational. It does not block a sale.

Prerequisites

• The user role has Update permission for Customer Profiles. Adding, editing, removing, and deleting documents all use this permission. See Creating a Customer Profile.
• A saved customer profile. Documents are added after the profile exists.
• Files in PNG, JPG, JPEG, or PDF format, 10 MB maximum each. [VERIFY: confirm file types and size limit still apply to the new upload flow]

Document Types and Required Fields

Flourish requires different fields depending on the document type. A required field is marked with an asterisk in the Add Document window.

State is not required for a passport or permanent resident card because they are federal documents. You can still enter State and Expiration on any document that does not require them.

Read the Documents Card

The Documents card on the customer profile starts with a summary line:

• No documents yet
• Document(s) expired
• Document(s) need attention
• All documents valid

Below the summary, each row shows the document type and the number of files. A status chip appears only when the document is not Valid or On file.

Each document has one of these statuses:

Add a Document

1. Open the customer profile.
2. On the Documents card, click Add Document.
3. Select the Document Type.
4. Enter the State and Expiration Date. Fields marked with an asterisk are required for that type.
5. Add the file. Click the + icon to choose a file from your device.
6. Click Save.

You can also click Manage on the card, then use Add document in the header or drop a file into the drop zone under the list. Both open the same window. Flourish asks for the type, state, and expiration first, then the file.

Review or Edit a Document

1. On the Documents card, click Manage.
2. Review the list. Each row shows the Document (type, file name, and page count), State, Expires, and Status.
3. Click a row to open the document.
4. Update the type, state, or expiration date, or add or remove files. PDF files preview inline.
5. Click Save.
6. Click All documents to return to the list.

Remove a File From a Document

Use this when a photo is wrong or unreadable but the document record should stay.

1. Open the document from Manage.
2. Select the file, then click Remove file.
3. Confirm the removal.

Delete a Document

Delete a document to remove it and all of its files from the customer's profile.

1. On the Documents card, click the trash icon on the document's row. Or open the document from Manage and click Delete document in the lower left.
2. Confirm the deletion.

Cancel an Upload

Click Cancel while adding a document. Flourish asks you to confirm. If you confirm, the document and everything you entered are discarded and nothing is added to the profile.

See Document Status in Retail POS

In Retail POS, Intake > Search Customers shows each customer's State ID number and expiration date, plus a document badge:

• DL covers Driver's License, Passport, and Permanent Resident documents.
• MED covers Medical Card documents.

An expired date shows in red. Veteran Documentation, SNAP Documentation, and Other do not show a badge, because they are not identity documents. Click a badge to open the customer's document. See Checking In a Customer.

Troubleshooting