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Documents in DocFox

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Documents in DocFox

Upload Documents in DocFox #

Depending on the way that your company environment is configured, there will be a set of Required and Optional documents to upload. These document types will vary depending on which Entity Type you have selected to create. You may upload documents in one of two ways:

  1. Upload directly from your device.
  2. Use Docfox to send an email to your client to upload their documents.

1. Upload directly from your device #

If you already have the document stored on your device then please follow the below steps: 

  1. To upload a document on behalf of your client click on ‘Upload’ next to the document placeholder.
  2. Select the type of document you would like to upload.
  3. Click ‘Browse’ and select the document from your device. 
  4. Click ‘Upload’ to upload the document for processing.
  5. Once the upload status bar reaches 100%, the document has been successfully uploaded.
  6. The system will prompt you to ask if the document is in the full name of the client. If yes, the below steps apply. If not, then you will be prompted to add a linking document. Please see the Linking Document section for more information.
  7. The document will then go through the Validations Process where qualitative checks are completed, data is extracted from the document and then a set of comparisons are done.
  8. When all the required documents have gone through the Validations Process the Managing User of the application will receive an email notification informing you of the results.

2. Use DocFox to send an email to your client to upload their documents #

Here you will have the option to select all documents or specific documents to be requested from your client to upload.

Each document type has a set of guidelines that will inform your client which document formats are accepted and provide options of the document types to upload based on your configuration.

The document will then go through the Validations Process where qualitative checks are completed, data is extracted from the document and then a set of comparisons are done.

In order to request for your client to upload their own documents, please follow the steps below:

  1. Click the ‘More’ button found on the top right-hand side of the application.
  2. Navigate to ‘Manage Document Requests’.
  3. Select the document options that you would like your client to upload.
  4. Ensure the clients email address is correct before sending.
  5. You will have the option to toggle on the ‘enable OTP’ which adds an extra layer of security for your client. This is optional for you to toggle between.
  6. Click ‘Request’.
  7. Your client will receive an email asking them to upload their documentation.

The email that is sent to your client is branded with your logo and comes from the email domain that you have provided DocFox within your initial Onboarding Process. 

If you would like to change the copy of the email sent to your client then please contact support@docfox.co.za or use the Live Chat button in the software to get in touch with our Customer Support Team.

The types of Documents in DocFox #

Individual Entity Documents #

Depending on the type of Individual Entity you have created, there will be a set of unique document requirements for you to upload. These documents were decided upon during the Onboarding Process whereby the configuration was applied. If you have Document Validations as part of your DocFox contract then only once all required documents have gone through the Validation Process, the Managing User of the application will receive an email notifying the user to review the documents.

If you would like to make any changes to the document requirements then please contact support@docfox.co.za or use the Live Chat button in the software to get in touch with our Customer Support Team.

Juristic/ Legal Entity Documents #

Depending on the type of Juristic/ Legal Entity you have created, there will be a set of unique document requirements for you to upload. These documents were decided upon during the onboarding process whereby the configuration was applied. If you have Document Validations as part of your DocFox contract then only once all required documents have gone through the Validation Process, the Managing User of the application will receive an email notifying the user to review the documents.

If you would like to make any changes to the document requirements then please contact support@docfox.co.za or use the Live Chat button in the software to get in touch with our Customer Support Team.

Additional Documents #

An Additional Document is any document you would like to upload on an application. These documents do not go through the Validation Process by DocFox and therefore no qualitative checks, data capture or comparisons are performed on these documents. An example of an additional document could be a screenshot or saved document of an email conversation with your client.

To upload an Additional Document:

  1. Click ‘Additional’ underneath the Documents section found on the navigation panel.
  2. Click ‘Add Additional Document’.
  3. A placeholder to load a new Additional Document will be created.
  4. Rename the document to ensure ease of reference.

Linking Documents #

A Linking Document links a person to another person, or a business to a person.

For Identity Documents

Example: A couple gets married, and the wife has not yet legally changed their surname on their identity card.

This will result in the 3rd Party Data returning their married name, whilst their proof of identity has the maiden name.

In this case, as the Officer/Inviter/ Super Inviter you would upload a Marriage Certificate which shows the link between the two last names.

For Address Documents

Example: The client being FICA’d does not have an address document in their name. It could be that the document is in the spouse’s name, a landlord’s name or a company. In this case the address document uploaded will not be in the client’s name.
This will result in a mismatch between 3rd party data and the address document. 

In this case, as the Officer/ Inviter/ Super Inviter you would upload a Cohabitation Declaration, Marriage Certificate or Company/ Trust Affidavit which shows the link between the person being FICA’d and the name on the address document.

For Juristic/ Legal Entity Documents

Example: The Juristic Entity being FICA’d has gone through a name change, or is trading under a different name.

This will result in a possible mismatch between the profile registered name and/or to CIPC and the client name on the document uploaded.

In this case, as the Officer/Inviter/ Super Inviter you would upload a Name Change or Trading Name document which shows the link between the two legal entity names.

How to upload a Linking Document: #

1. Click the 3 dots next to the document placeholder that has been uploaded.
2. Click ‘Add Linking’ from the dropdown list.
3. Follow the document upload flow.

If you would like to make any changes to the document requirements then please contact support@docfox.co.za or use the Live Chat button in the software to get in touch with our Customer Support Team.

Corroborating Documents #

A corroborating document is a second proof of evidence.

Example: The client has given you their primary identity document (such as a Green Bar Coded ID or a Smart Card ID), but has also given you their Driver’s Licence or Passport. The Driver’s Licence or Passport will be the Corroborating Document.

Example: The client has given you two valid proofs of address from different sources, and you’d like to upload both documents.

Or in the case where 3rd Party Address data brings back different addresses than the one on the primary proof of address document, you may want to get a second proof of address from the client.

How to upload a Corroborating Document: #

  1. Click on ‘Add Further Documents’ in either the Identity or Address section (where relevant).
  2. Follow the document upload flow.

If you would like to make any changes to the document requirements then please contact support@docfox.co.za or use the Live Chat button in the software to get in touch with our Customer Support Team.

Document Verification & Analysis #

Qualitative Checks #

Each document goes through a unique set of critical and non-critical qualitative checks.

Critical checks include:
A common example is ‘Is the document in full view’ and ‘Is the document clear and readable’. Further critical checks include:

Smart card ID: ‘Does the document include a view of the back, displaying the barcode?’

If a critical check fails, the document is automatically rejected. 

Non-critical checks include:

Green bar coded ID: ‘Is there a watermark present over the individual’s photograph’. 

If a non-critical check fails, there will be a clear warning banner on the document placeholder which will give you the opportunity to view which checks failed.

Data Extraction #

Depending on what type of document is uploaded, DocFox will extract the necessary information from the document that is uploaded. 

For example, if an Individual’s proof of address document has been uploaded then the data that is usually extracted includes: 

  • Initials.
  • Last Name.
  • Physical Address.
  • Date Issued.

If any information is missing then it may impact the next step in the process of Data Comparison.

Data Comparison #

The data that is extracted from the document is compared against 3rd party data, profile information & other documents (when applicable). You will be notified of any mismatches. Mismatches are shown on the application with an orange banner that appears at the top of the page of the document section. The warning banner will clearly state what information was mismatched according to the sources provided.

Review Documents in DocFox #

Once the Validation Process has been completed on all documents uploaded, the Managing User of the application will receive an email informing them that the document is ‘Ready for Review’. This means that you will need to log into DocFox and confirm if you are comfortable with the checks performed on the documents. 

How to review a document
  1. Navigate to the document and click ‘View’.
  2. You will have the option to ‘Approve’, ‘Reject’, ‘Rename’ or ‘Download’ the document.

Accept a document #

If you decide that you are comfortable with the document, you will have the option to ‘Accept’ it.

Reject a document #

If you decide that you are not comfortable with the document, you will have the option to ‘Reject’ it. When a document is rejected, you will be able to add a rejection reason and whomever uploaded the document will be notified via email. You will then be required to upload another document which will go through the Validation Process again.

Override a rejected document #

In the event that the document has been rejected but you are comfortable to accept it then you may request for an override to be put in place. Once the override is in place then only can you upload the document. In order to request for an override, please get an Officer to contact support@docfox.co.za or use the Live Chat button in the software to get in touch with our Customer Support Team. 

Information to include in the override request:

  1. Name of the application.
  2. The document type that you would like to override.
  3. The reason for the override. 

Note: We can only action the request on the back of an Officer user approval.

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