Operations documents

Operations → Documents contains agreements, statements, and other operational documents linked to a bank and merchant. Each document has a card, status, file versions, and activity history.

Before you begin

The View Operations role can view and download documents. Uploading, changing a card, and deleting documents require the Administrator role.

Prepare a PDF, PNG, JPEG, DOCX, or XLSX file. For an older Word or Excel format, save a copy as DOCX/XLSX or PDF. ClodDoc checks that file contents match the extension.

Note

An Operations document and an ordinary Drive file are different working objects. Use Files for general company materials.

Find and download a document

1. Open Documents.
2. Filter by bank, merchant, legal entity, From date / To date, or status.
3. Choose sorting By date, By name, or By status. Change the order with Oldest first / Newest first if needed.
4. Select the document title to open Details.
5. Check its status and version, then select Download current version.

The Versions section lets you download a particular saved version. Each entry shows its version number, file name, and upload date.

Add a document

1. Select Add document.
2. In New document, enter a Name. If it is blank, the file name is used.
3. Choose a Bank and Merchant, and optionally a Legal entity.
4. Set Status to Prepared, Signed by us, or Signed by client.
5. Choose the file and select Upload document.
6. When the upload completes, find the document in the list and check its details and current version.

The maximum file size is 1 GiB. Service settings may impose a lower limit. If the file is rejected as too large, choose a smaller file.

Add a new version

1. Open the existing document card.
2. In Versions, select New version and choose the updated file.
3. Wait for the card to refresh.
4. Check the new version number and file name in the list.

Previous versions remain available. Uploading a new version does not automatically confirm a signature or change the document’s business status.

Edit the document card

Edit record contains Name, Status, and Legal entity ID. Use a known, valid identifier for the legal entity; do not guess an ID. Select Save changes and check the result.

Signed by us and Signed by client are recorded workflow statuses. Selecting them does not create an electronic signature or verify a signature in the file.

Delete a document

Select Delete document, read the consequences, then select Confirm deletion. The document disappears from the archive, while its audit trail remains. Do not rely on the Drive trash as a recovery mechanism for an Operations document.

If something goes wrong

• Details are still being checked: wait for the server response. A list summary may temporarily be available for reading only.
• Versions or history are unavailable: select Reload versions or Reload history. The document card can remain available.
• Unsupported format: save the document in an allowed format. Renaming an extension does not convert the contents.
• The document changed: refresh the archive before uploading again.
• The file is blocked by a check: wait for the check result.
• Insufficient storage: inform your administrator and retry later.

Roles and permissions · Troubleshooting.