Store customer records and compliance documents in CertCapture. When you need a compliance document from one customer, use CertCapture to send a single document.
Before you begin
Document request subject lines and email templates can't be customized. Create custom cover letters to attach a customized PDF to your request.
In CertCapture, search for the customer whose documents you need to request.
Select the customer number.
The customer Details page opens.
Select Send Document Request.
The Send Single Request page opens.
- Customize your request, using this table as a guide.
- Select Generate Request.
- If you chose Download as the delivery method, look in your Download Center for a PDF of the request.
- If you chose Email or Fax, the request is sent to your customer.
After you successfully request documents from customers, run reports to monitor your records for missing or invalid certificates.
Guidelines for document request fields
|Company||Defaults to the company your customer is associated with.|
|Customer # / Name||
This is filled automatically when you find a customer and select Send Document Request.
Change it if you want to send a request to someone else.
|Cover Letter||A cover letter explains what you need from your customer. CertCapture provides generic cover letters for sending requests when documents are missing, expired, or invalid.
Create new cover letters and customize them with template tags.
|Cover Letter Only||
Select to generate only cover letters, without exemption certificate templates. Select this when you want to request documents but don't want to send a user a copy of the certificate to complete online.
Download - When you complete the request, CertCapture creates a PDF of the cover letter and blank document templates. To download the PDF, go to Profile > Download Center. Find the request, and select Download. Print the PDF and mail it to your customer yourself.
Email - When you complete the request, CertCapture emails your cover letter and blank document templates to the email address you specify. If you choose Email as the delivery method, an Email Address field appears. Cover Letters are attached to emailed requests as a downloadable PDF. The default email template can't be customized.
Fax - When you complete the request, CertCapture faxes your cover letter and blank document templates to a fax number you choose. A Fax Number field appears if you pick Fax as the delivery method.
|Location||The associated Retail location. Only visible or required if you're using CertCapture for Retail.|
When the document is due.
|Custom Message||This text is added to your cover letter wherever you place the Custom_Message template tag.|
|Exposure Zones||The jurisdictions where you need a document from your customer to cover audit exposure. What you choose here helps CertCapture know which blank documents to recommend for your customer.|
|Document Category||Pick an exemption reason or another document category. What you choose here helps CertCapture know which blank documents to recommend for your customer.|
|Document Templates||Based on the exposure zones and document categories you picked, CertCapture recommends blank document templates to send your customer. Select each document template you want to send.|