Reviewing and approving uploads

Nothing a vendor uploads counts until someone on your team approves it. GreenlightSubs doesn't check certificates with the insurer, and any date it reads from a PDF is only a suggestion. The review step is where you check the document.

Find uploads to review

• Review uploads in the menu shows a count when something is waiting.
• Everyone on your team gets an email when a vendor uploads, with a link to the review page.
• A vendor's page shows "Vendor uploaded a new version — review it" next to the document.

Review an upload

1. Go to Review uploads.
2. Click View file to open the document, or Download to save it.
3. Compare it with what the vendor typed in: expiry date, and any issue date, insurer, policy number and note. If the date they entered is in the past, or 30 days away or less, the page points that out.
4. Check it against your own requirements. Our guide to reading an ACORD 25 has a short checklist.
5. Approve it or reject it.

Approve

1. Check the date in Confirm expiry date. If the vendor typed it wrong, correct it here.
2. Click Approve.

The upload becomes the vendor's current document for that type. The older one moves to the vendor's document history, and any older uploads of the same document still waiting for review are cleared. Reminders then follow the new expiry date.

Reject

1. Optionally write a Message to the vendor, for example "We need to be listed as additional insured".
2. Click Reject.

What happens next:

• If the vendor has an email address, they get an email asking for a corrected document, with your message and their upload link. Their upload page also shows your message.
• The rejected file is deleted. The record and your reason stay in the vendor's document history.
• Reminders for that document keep going until a valid document is approved.

Other ways to fix things

• To replace a current document yourself, use Add / replace document on the vendor's page. Documents you add are current straight away.
• To remove a document, use Delete in the vendor's Document history. If you delete the current one, the one before it becomes current again.

Approving doesn't verify coverage

Approving records that someone on your team accepted the document. It doesn't confirm the policy is in force or that the limits meet your contract. When something looks off, call the insurance agent listed on the certificate.