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Document Management

This feature is available to go along with our Pre-Bill features and will eventually replace the Unmatched Documents queue.

This guide walks you through:

  • 🚀 Benefits of Document Management

  • 🪜 How to use Document Management Step By Step

  • 💡 Best practices

  • 📑 Frequently Asked Questions

🚀 Benefits of Document Management

Before the Document Management queue, users could only view documents that didn’t create an invoice in the Unmatched Documents queue. That experience provided limited visibility and little to no actionability.

With Document Management, you can now:

✅ Collect and validate PODs, BOLs, lumper receipts, rate confirmations, and other supporting documents at any time
✅ Maintain clear visibility into unmatched documents
✅ Manually assign documents to existing Orders and/or Invoices
✅ Review all documents that arrived together in the same submission (for example, from a single email)
✅ Keep your queue clean by bulk deleting old, unmatched documents

🪜 How to use Document Management Step By Step

Here’s how to use Document Management in Navix:

  1. Navigate to Document Management

    Go to Documents under Pre-Audit in Navix.

  2. Use Filters to Focus on What Needs Action

    1. At the top of the page, you can filter the document list to quickly find items that need attention:

      1. Signature Status – Filter to documents that have or do not have signatures

      2. Match Status – Filter to documents that are matched or unmatched to Orders and/or Invoices

      3. Source – Filter documents by how they were received

        1. Type the source name (for example, TextLocate)

        2. Or type the email address of the sender

    2. These filters help reduce noise and keep your focus on documents that require action.

    3. Check the "Matches" Column

    1. The Matches column gives you a quick visual indicator of document status:

  • 🟢 Green icon – The document is matched to an Order and/or Invoice

  • 🔴 Red icon – The document is unmatched and requires review

 

      4. Open and Review a Document

  • Click the Submitted Name to open and review the document

  • Click any other column to open the Matching wizard

  • Confirm whether it belongs to a specific Order or Invoice



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     5. Manually Match Documents to Orders and/or Invoices

      You can now match documents to Orders, Invoices, or both.

      How manual matching works:

  1. Open the document

  2. Locate the Relations section

  3. Search for and select:

    • An Order, and/or

    • An Invoice

  4. Click the “+” icon to add the relationship

Once matched, Navix business rules will run automatically to determine whether requirements are met for approval.

Note:
If you match one document in a submission, all documents from that same submission (received in the same email) will also be matched. You don't need to match each doc one at a time!

      6. Review Submission Details

The Submission Details section shows all other documents that arrived as part of the same submission.

This allows you to:

  • See every document included in the original email

  • Quickly confirm whether all required documents are present

  • Identify extra or unnecessary documents

       7. Delete Junk or Irrelevant Documents

If a document:

  • Does not belong to any Order or Invoice, or

  • Is clearly junk or irrelevant

You can click "Delete" to delete it directly from Document Management.

       8. Bulk Delete Old, Unmatched Documents

To help keep your queue clean, you can bulk delete unmatched documents without needing to contact Navix Support.

How Bulk Delete works:

  1. Click Bulk Delete

  2. Select a date range

  3. Navix will delete only unmatched documents within that range

Important restrictions:

  • ❗ Only UNMATCHED documents can be deleted

  • ❗ Documents must be at least 14 days old to prevent accidental deletion of valid documents still in process

This replaces the need for customers to submit support tickets to clean up old documents.

💡 Best Practices

  • Use the filters & search. The volume of documents can be overwhelming at first.  We highly recommend using the filters at the top to look at only things that need action, documents that are unmatched. 

  • Organize your day. We do not suggest starting your day in the documents queue.  We always suggest you start with things that can be approved easily and then moving through other queues.

  • Keep your queue clean! Make it a part of your daily workflow to review any unmatched documents that flow into Navix and either match them to the appropriate Orders/Invoices or Delete them. Don't let this queue get backed up!

📑 Frequently Asked Questions

Why do I still see the Unmatched Documents Queue and Document Management?

While we are still transitioning tenants over to the Document Management queue we will keep both queues active.  We do plan to remove Unmatched Documents in the future to avoid confusion.

Do I have to do this for all the documents?

If you match 1 document to an Order, all the documents included in that submission will also be matched to the Order.

How long do the documents stay in this queue?

The documents only appear in the queue until the Order or Invoice is approved in Navix.

What is the recommended workflow for unmatched invoices?

  1. Open the document and review it

  2. If you can identify the correct Order and/or Invoice, manually match it

  3. If it’s junk or irrelevant, delete it

🚧 Coming Soon:
Navix is actively working on a feature that will allow users to flag documents as valid but waiting on the related Order or Invoice. This functionality is on the roadmap and will be available later in January 2026.

🙋 Need Help?

If you’d like help enabling Document Management: