Reusing a document

The same passport supports a work permit application, a spouse’s sponsorship, and a permanent residence application. Providing it three times is work with no purpose, so Lexpoint keeps a file once and lets it be attached wherever it is needed.

Where reuse happens

Reuse is offered when a document is being added to a requirement. The Add window has three tabs: Local files, Lexpoint registry, and Google Drive. Reuse is the Lexpoint registry tab.

It lists documents already held for the person on that requirement. Each row shows a coloured dot for the file’s review state, when it was added, and its size.

1. Preview opens the file so you can check it is the right one.
2. Add puts it on the list of files to attach. + Add more returns to the list for another.
3. Upload 1 file or Upload N files attaches them to the requirement.

Screenshot coming soonThe Lexpoint registry tab of the Add window, listing files already held for this applicant.

When some held files match the requirement’s document type, the list splits in two: Best match, which is that type only, and All saved files, which is everything held for the person. The tab opens on All saved files, where a search box filters the list.

What the row hints mean

Hint	Where	Meaning
Saved as	All saved files	The document type the file was stored under.
Best fit	Best match	The one file that clearly ranks highest, with nothing counting against it.
Expired	Best match	The expiry date recorded on the file has passed.
Check expiry	Best match	The file expires soon, or has no expiry date recorded on a type where expiry matters.
Needs review	Best match	The file is still waiting on review.
Review suggested	Best match	Something else counts against it, such as a past rejection or an old upload.

The dot is green for accepted, amber for still in review, and red for a file that was sent back.

Check dates yourself

Expiry hints rely on an expiry date recorded on the stored file, and they appear only on the Best match list. On All saved files an expired document looks like any other. For any document where expiry matters, check the dates before you reuse it.

What a file is matched against

Saved files follow the person the document is about, not the case it was first uploaded to. A passport uploaded for one application is offered on the next one because it belongs to the same person — even if the two applications are on different cases.

That match needs a stable identity to work from: the applicant has to be connected to a Lexpoint account or to a family member record. Where that connection does not exist yet, the tab reports no saved files. Nothing is broken — uploading a new file works as usual.

Attaching a file to a different kind of requirement

All saved files is not filtered by type, so you can attach a file to a requirement it was not originally stored for. Doing that asks you to confirm first, and tells you what happens:

The file keeps its original type on record.

Lexpoint does not relabel the document because you attached it somewhere new. Whether the file is right for that requirement is a judgement, and it stays a human one.

Reuse does not skip review

Attaching a saved file resets it to pending and starts a fresh review on the requirement you attached it to. A file that was accepted on one application is not automatically accepted on another, because the question being asked is not the same question.

Nothing is attached on your behalf, and there is no setting that turns reuse on or off. Every reuse is chosen by a person.

Related

• Uploading documents — the Add window, tab by tab
• Your document vault — everything held for you, in one place
• Review and verification — what a fresh review on a reused file involves
• Supported files and limits — constraints that apply on every upload