Inbound Documents

Inbound Documents is a compliance documents feature that allows you to file documents for residents or staff after you email them to directly ALIS. This is a faster process than uploading compliance items on specific resident or staff profiles, especially if you have many documents to manage at once.

To enable this feature, contact your onboarding manager, account manager, or ALIS Support to turn it on. You can discern whether your community will use this for filing Resident Compliance, Staff Compliance, or both on the Company Settings page.

Inbound Documents can be accessed from the ALIS home page by clicking the icon in the right column, or you can find it in the Communities menu at the top of any page.

Emailing Documents to ALIS

Each community has its own Inbound Documents page where you will file the incoming items, and thus each community has its own email address to which the documents can be sent.

If your sending email address is included in the community's email whitelist (explained in the below section), you can send an email directly to the address listed at the top of the Inbound Documents page for your community. Your email must include all documents as attachments in the PDF format. Presently there is no other accepted format.

1. Copy and paste the ALIS Email Address for your community into your email recipient field. Find the ALIS Email Address for your community on the Inbound Documents page. Click the papers symbol to the right of the address to copy it.
2. In your email, there is no need for any text in the body. Attach your PDF files to the email and Send. In a few minutes, you will find your files on the Inbound Documents page in ALIS!

Filing Documents

Once your document is available on the Inbound Documents page in the New tab, click the File button below the document to allocate it to a resident or staff member's profile.

In the pop-up, select Resident or Staff in the Person Type field, the name of the resident or staff member in the Owner field, and then the name of the Compliance Item. Optionally, you can set the item to expire at a specific time. Click Submit to complete the document filing.

Continue this process for all documents that need to be filed. The Filed tab will display all filed documents within the date range in the Filed On filter.

If you filed an item for the wrong person, find it in the Filed tab, and click the Refile button below it to file it somewhere else. If you need to remove a document that was filed for the wrong person or compliance item, you will need to go to the person's profile and manually delete it from there.

If you need to delete a document that was wrongfully sent to ALIS, click the X at the top right of the document and confirm in the pop-up. This item will be available in the Trash tab for the next 30 days in case you later decide to file it. To delete multiple, either click the Select All button above the documents, or click the checkboxes at the top left of specific documents, then click the Delete button above the documents.

The Audit tab will display all actions taken on the Inbound Documents page.

Whitelist

This Whitelist tab allows us to control the email addresses that can send items to the Inbound Documents page. Click Enable Whitelist to get started. Once this is enabled, only the listed email addresses or domains will be able to send the documents to ALIS. Documents sent in emails from other email addresses will not appear.

Click the +Add New button to add domains and email addresses. If you have a company email domain, add that domain to allow all people from your company to send documents to ALIS. 

Related Articles:

Completing Compliance Items

How do I upload a scanned compliance item?