Work with profile Files

Updated 6 months ago by Ainsley

See the Files Overview
- PassFort documents vs files
Get more information about a file/document
- Navigating the preview
- Activity and Details
See a file/document
Share a file/document

Files is a central area where you can see all the files and documents you're using for onboarding and monitoring a profile in PassFort.

You can also easily copy a link to share it with people who have permission to view the profile.

For auditing purposes, it's not possible to delete files.

See the Files Overview

Go to any profile and click Profile data > Files.

You'll see every file and document for the profile. This includes files and documents:

Used to run checks.
Collected via forms (completed by a PassFort user or a customer).
Added to Conversations.
Added to task notes.

The following information is displayed for each one:

Name: The name of the file/document.
Type: This is the type of file/document. To learn more, see PassFort documents vs files.
Category: If the document has a category, it's displayed here.
Created: The date the file/document was added to PassFort.
Expires: If an expiry date was extracted during a check, it's displayed here. Expiry information is only extracted from PassFort documents.

Why are multiple copies of the same file/document displayed? Each time a file or document is added to PassFort, it's displayed as a new item in Files. The name is whatever the item had when it was added; it is not possible to change names. This means that if the same item was added twice or two items with the same name are added, they may appear to be duplicates. You can find out when and how an item was used by clicking the file name. To learn more, see Get more information about the file/document.

PassFort documents vs files

There are two types of items you can add to PassFort:

Files: Files can be one of these file types: PDF, JPEG, PNG, or GIF. They can be added to task notes, Conversations, or collected via forms. The "type" in Files is determined by the file extension (e.g. when the extension is PNG, the type is Image). If the file extension cannot be detected, Other is used as the type. Note that files cannot be used to run checks.
PassFort documents: PassFort documents can be used as input to run checks (e.g. in the case of the ID verification check) or returned as output from checks (e.g. when the Company data check is used to assess financials). They can be multiple related items bundled together (e.g. an ID and the liveness video used to support it), and can contain additional metadata (e.g. an expiry date or the type of company financial report). This metadata is typically set by the data provider when the check is run. When you view them in Files, the type is PassFort document.

Forms with the Document check type collect PassFort documents. All other form types collect files.

Get more information about a file/document

To learn more about a file or document, click it.

A panel is displayed with a small preview of the file or document as well as further information about the activity and file/document details.

Navigating the preview

If there are multiple pages, sides, or images, use the Previous and Next buttons to navigate between them in the small preview.

Activity and Details

Activity shows how the item was used to onboard and monitor the profile. For example, it may indicate that it was used to run a specific check or mentioned in Conversations. Click the activity type to jump to the relevant location(s) in the profile (e.g. the task(s) where the check results are displayed or the Conversations area).

Details provides more specific information about the type, creation date, and expiry date that are displayed on the Overview, plus it shows who added the file to PassFort.

If the item was used in an ID verification check with manual verification, there will be 2 instances of the ID verification check in the Activity. When you go to the task, you'll only see one instance where the check was run. This is because the first instance is hidden.

Learn how to copy the URL to share the file/document.

See a file/document

To see a full view of a file or document:

Click the item to open the details panel.
In the panel, click the item name. The full view is displayed.

If there are multiple images in a document, use the Previous and Next buttons to navigate between them.

To collapse the Activity and Details panel, click the Hide button to the bottom right.

Learn more about Activity and Details or how to copy the URL to share the file/document.

Share a file/document

Each file and document has a unique URL which you can share.

To get the URL, go to Files and click the file name to open the panel. Click Copy URL.

Now you can paste the URL into an email, chat, or anywhere else that you'd like to share it.

The URL recipient will only be able to view the file/document if they have permission to see the profile. In other words, the recipient will need to be a PassFort user with permission to view one or more of the profile's product applications.

You can also copy the URL from the full preview window.