Review a tenant-uploaded document
Open the submitted file, confirm it responds to the original request, correct its document details and decide whether to accept it or request another version.
A tenant upload should remain under review until you have opened the file, checked its relevance and confirmed that its title, category, tenant connection and visibility are appropriate.
How the document review works
Accepting a file in Estavo does not independently verify its legal validity, authenticity, accuracy or suitability for a regulated purpose.
Before reviewing the uploaded document
- Open the original document request.
- Review the requested document type.
- Check the request instructions.
- Confirm the selected tenant and tenancy.
- Review the request due date.
- Check whether several files were uploaded.
- Keep the uploaded file private during review.
- Confirm sufficient storage remains available.
- Check whether another version already exists.
Open the tenant-uploaded file
Open Documents
Select Documents from the main Estavo navigation.
Open Document Requests
Filter the request list by uploaded or awaiting review.
Select the request
Confirm the tenant, property and requested document type.
Open the submitted file
Review the uploaded document in the available viewer or download it securely where required.
Tenant upload: Updated identification
24 Oak Avenue · Submitted 4 August 2026
Compare the upload with the original request
- Confirm the uploaded file is the requested document type.
- Check that all requested pages are included.
- Review whether the file meets the stated quality requirement.
- Confirm the requested person or property is shown.
- Check whether the file is current where an updated version was requested.
- Review whether another file was requested separately.
- Do not complete the request based only on the file name.
Review the complete document
Readable
Confirm text, images and important details can be read clearly.
Complete
Check that all required pages, sides or images are included.
Relevant
Confirm the document responds to the requested property or tenancy purpose.
Current
Check dates and version information where an updated record was requested.
Correct person
Confirm the file relates to the tenant who submitted it.
Appropriate content
Check whether it contains unrelated personal or third-party information.
Open and review the entire file. Additional pages may be missing or may contain unrelated information.
Check the tenant and tenancy connection
Correct the document details
Select Edit Document
Open the uploaded document’s details.
Add a clear title
Replace vague upload names such as “photo” or “document”.
Select the correct category
Choose Tenant, Tenancy, Maintenance, Compliance or another appropriate category.
Add the document date
Use the date shown on the document where applicable.
Save and review
Confirm the file now appears under the correct title, category and connected record.
Review the document visibility
- Keep sensitive tenant documents private.
- Do not make identification documents broadly visible.
- Review whether joint tenants should see the file.
- Check for third-party information.
- Confirm the correct tenant and tenancy connection.
- Make the file tenant-visible only where appropriate.
- Review visibility again after replacing the file.
Accept the tenant-uploaded document
Confirm the file meets the request
Review the contents, completeness and relevance.
Review the document details
Check the title, category, date and connected records.
Confirm the visibility
Keep the file private or make it visible only where appropriate.
Select Accept
Record the document as reviewed and accepted.
Complete the request
Close the original request after confirming no further file is required.
Request a clearer or complete replacement
Image is blurred
Ask for a clear scan or photograph where important information cannot be read.
Pages are missing
Identify the missing pages or reverse side in the follow-up instructions.
Document is outdated
Explain the required issue date or current version.
Wrong format
Request a supported and readable file format.
Keep the request open
Do not mark it complete while a replacement is still required.
Select Request Replacement
Use the existing request where available rather than creating an unnecessary duplicate.
Explain what is wrong
State clearly whether the problem is quality, completeness, date or document type.
Set a revised due date
Add a reasonable response date where required.
Send and monitor
Confirm the follow-up appears in the request history.
Handle the wrong uploaded file
- Keep the request open.
- Record that the file does not meet the request.
- Do not categorise it as the requested document.
- Review whether it should be retained separately.
- Remove it where it was uploaded by mistake and retention is unnecessary.
- Ask the tenant to upload the correct file.
- Keep the follow-up instructions specific.
- Review the next upload before completing the request.
The document title and category should describe the file actually uploaded, not the document that was originally requested.
Complete the document request
- Confirm the accepted file meets the original request.
- Check the tenant and tenancy connection.
- Review the title and category.
- Confirm the document date.
- Review the visibility.
- Check whether another file remains outstanding.
- Select Complete Request.
- Confirm it no longer appears as awaiting review or overdue.
Review the request and document history
Common tenant-upload review problems
The uploaded document cannot be opened
Ask the tenant to upload a new supported and readable version.
The document is linked to the wrong tenant
Correct the tenant and tenancy connection before accepting it.
The request remains awaiting review
Confirm the review decision and request status saved successfully.
The tenant uploaded several files
Review each file separately and confirm which one satisfies the request.
The document has a vague title
Edit the title and category before completing the request.
The file became tenant-visible automatically
Review the visibility setting and return sensitive documents to private status.
The replacement created a duplicate request
Retain one active request containing the complete history and cancel the duplicate.
The wrong file was accepted
Reopen or correct the request, restrict the file and request the intended document.
The tenant-uploaded document has been reviewed
The next guide explains how to replace or update an existing document while retaining useful information about the earlier version.
Continue to replace or update a document