The Documents tab on an agency's detail page is where MGA and carrier teams keep every supporting document collected during onboarding and beyond, including E&O, Cyber, and Crime & Fidelity policies, the agency's W9, and any other file you need to retain alongside the relationship. Uploaded policies and W9s are scanned automatically so you can verify coverage, dates, and tax-form details without opening the PDF.

The Documents tab is your single per-agency document vault: upload a new policy or W9, let the platform pull the data off it, replace a renewed document in place, correct anything the automatic extraction got wrong, and keep a soft-deleted audit trail of everything you remove.

Who uses it. Licensing managers, onboarding specialists, and compliance teams at MGAs and carriers use this tab to verify that each downstream agency they distribute through has current insurance coverage and a complete, signed tax form on file before authorizing them to write business.

What you can do here:

Left sidebar → Agencies → click any agency row → Documents tab.

What is visible on the page:

There is no full-page detail view — everything is done from the inline row menu (the three-dot icon at the end of each row) and the slide-overs it opens.

When you'd do this. A new agency has just sent over their E&O policy or W9 during onboarding, or an existing agency has emailed you a renewal certificate, an addendum, or any other supporting file you need to keep on record.

Once the upload completes, E&O, Cyber, Crime & Fidelity, and W9 documents are queued for automatic data extraction. The result shows up as a Data Extraction Status badge on the View Details panel and updates as the extractor progresses through queued → processing → success (or error). Other Document uploads are not extracted.

Note: The four structured categories (E&O Policy, Cyber Policy, Crime & Fidelity, W9) each allow only one active document at a time. If an active document already exists in a category, that option is hidden from the Document Category dropdown — use Upload on the existing row to replace it instead.

Tip: For renewals, use Upload on the existing policy or W9 row rather than uploading a brand-new document. That keeps the row, name, and any manual corrections tied to the same record.

Open the row menu (three-dot icon at the end of any row) to access these actions. Some are disabled based on the document's state, whether extracted data is present, and whether the agency association itself has been soft-deleted — disabled items show a tooltip explaining why.

Warning: Upload replaces the file in place — the previous version is not retained as a separate row. If you need to keep the prior PDF on record, Download it first, or upload the new file as a new Other Document instead.

When you'd do this. Right after uploading a policy or W9, to confirm the extractor pulled the right values; or whenever a teammate asks you to verify what coverage or tax details you have on file for an agency.

For E&O, Cyber, and Crime & Fidelity policies — the policy card shows:

For W9 documents — the W9 card shows the full IRS Form W9, grouped by form section:

Any field the extractor could not read shows an em-dash (—).

If the document has no extracted data (typical for Other Document), the slide-over shows We could not find any metadata for this document — This document does not have any metadata associated with it. Use View Document to inspect the file itself instead.

When you'd do this. Automatic extraction returned error, left a field blank, or got something wrong (a misread policy number, the wrong carrier, a missing W9 signature flag). Update lets you patch the extracted fields manually without re-uploading the file. The slide-over header reads Update Policy: <name> for every category; the form inside depends on whether the row is a policy or a W9.

For E&O, Cyber, and Crime & Fidelity policies — the form is titled Update Policy Details:

Click Update Policy to save. A success notification confirms the change (e.g., E&O policy updated successfully); on failure you'll see an error notification.

For W9 documents — the form lets you edit every parsed W9 field, grouped the same way as the details view:

Click Update W9 to save.

Note: Update is enabled only for documents that already have extracted data. Other Document rows are stored without extracted data, so the action is disabled and the tooltip reads This document does not have any metadata associated with it.

When this happens. Right after you upload a W9 and its extraction finishes, the platform checks the parsed form against the IRS Form W9 requirements. If the W9 is missing something required, a modal pops up automatically titled W-9 does not comply with the following requirements, listing exactly what's wrong:

Click I understand to dismiss the modal. The W9 row's Data Extraction Status badge will read error. From there, either ask the agency for a corrected, complete W9 and replace the file with Upload, or open Update and fill in the missing fields manually.

Note: This modal fires only on a freshly uploaded W9 that transitions to error — it does not pop up again every time you reopen the tab on an existing failed W9.

When you'd do this. A renewal arrives for an existing E&O, Cyber, Crime & Fidelity, or W9 record, or the agency emails a corrected scan and you want to swap the file without losing the row and any manual corrections you've made.

The new file replaces the existing one in place. The row's Name and Category stay the same, and the extractor re-runs against the new file.

When you'd do this. The original name is unclear (scan_001.pdf), your team has a naming convention to enforce, or a typo crept into the name entered at upload time.

Renaming changes only the display name in the Name column — the underlying file and its extracted data are unaffected.

When you'd do this. A policy has lapsed and is no longer needed in the active view, or a wrong file was uploaded and you want to take it out of circulation while keeping the audit trail.

Deleted documents are hidden from the table by default. Switch the Filter to Deleted to bring them back into view; Download and View Document still work from the deleted row so you can pull the file from the archive at any time.

A single status filter sits above the table. There is no search box on this tab — the filter is the only knob.

By default only Active documents are shown. Selecting both badges shows everything together. The selection is persisted in the URL so a filtered view can be shared or bookmarked.

Why is the E&O Policy (or Cyber, Crime & Fidelity, W9) option missing from the Document Category dropdown? The agency already has an active document in that category. Use Upload on the existing row to replace it, or delete the existing one first. The category becomes available again once no active document exists for it.

What is the difference between Upload, Update, and Rename? Upload replaces the underlying file with a new version (keeps the row, re-runs extraction). Update edits the extracted data (policy fields or W9 fields) without touching the file. Rename changes only the display name shown in the Name column.

Why is View Details greyed out on my document? View Details is only available for documents that have extracted data. Other Document rows are stored without extracted data, so the action is disabled and the tooltip reads This document does not have any metadata associated with it.

My policy or W9 data was extracted incorrectly. What should I do? Open the row menu and select Update. Correct the fields, then click Update Policy (or Update W9 for a W9). The next time someone opens View Details they will see the corrected values.

A modal popped up saying my W-9 doesn't meet the requirements. What does that mean? The uploaded W9 was missing something the IRS form requires — a name/classification/address (Form fields 1, 3, 5, 6), a taxpayer ID (SSN or FEIN/EIN), or a signature (Part 2). Ask the agency for a complete, signed W9 and replace the file with Upload, or fill in the missing fields yourself with Update.

What happens when I delete a document? The document is soft-deleted: the row is hidden from the default view but remains in the system. Switch the Filter to Deleted to bring it back into view; View Document and Download still work so the file can be downloaded and audited.

What file types and sizes are allowed? JPEG, JPG, PNG, and PDF files are accepted, up to 25 MB per file. Other formats are rejected at the upload step with a validation error.

Why are all the row actions disabled on my document row? The agency association itself has been soft-deleted. Every write action (Rename, Upload, Update, Delete) is locked until the agency association is restored. Read actions (View Document, Download, View Details when data exists) continue to work.

If you have questions about the Documents tab or encounter any issues, contact our support team at support@turris.com.