Upload and validate identity documents like driver licenses, passports, and Social Security cards to maintain accurate client records and meet compliance requirements.

### Overview

Identity verification is a critical step in government agency workflows. The eCourtDate platform lets you upload, validate, and track identity documents for each client, keeping everything centralized and secure. Whether you need to verify a driver license before a court hearing, confirm a passport for case processing, or track Social Security card submissions, the identity documents feature gives your agency a single place to manage it all.

- Store and organize identity documents for every client in your caseload
- Validate documents against known formats for driver licenses, passports, and Social Security numbers
- Track expiration dates and receive renewal reminders so documents stay current
- Allow clients to upload their own documents through a self-service portal, reducing staff workload

Agency staff, supervisors, and administrators who handle client intake, case preparation, or compliance audits will find this feature essential for day-to-day operations.

### Prerequisites

Before you begin managing identity documents, make sure you have:

- An active eCourtDate account with Admin or Officer role permissions
- Access to the **Clients** module in the top navigation bar
- Client records already created in the system ([learn how to manage clients](/how-to-manage-clients))
- If enabling self-service uploads, a web portal configured for your agency ([learn how to create web portals](/how-to-create-web-portals))
- Digital copies of identity documents in supported formats (PDF, PNG, JPG, or JPEG)

### How-To Steps

#### Upload an Identity Document

1. Click **Clients** in the top navigation bar.
2. Search for the client using the **Search Clients** form or the quick search icon.
3. Click the **Edit** button next to the client to open their profile.
4. Scroll to the **Identity Documents** section on the client profile.
5. Click the **Add Document** button.
6. Select the **Document Type** from the dropdown (Driver License, Passport, Social Security Card, State ID, or Other).
7. Enter the **Document Number** (for example, the license number or passport number).
8. Enter the **Issue Date** and **Expiration Date** if applicable.
9. Click **Choose File** to upload a scanned copy or photo of the document.
10. Click **Save** to store the document.

> **Tip:** Upload both the front and back of a driver license or state ID to ensure all information is captured.

#### Validate a Document

1. Navigate to the client's profile and scroll to the **Identity Documents** section.
2. Click the **View** button next to the document you want to validate.
3. Review the document details, including the document number, dates, and uploaded image.
4. Click **Validate** to run an automatic format check against the document type.
5. Review the validation status. A green **Valid** badge confirms the format matches. A red **Invalid** badge indicates a formatting issue.
6. If the document fails validation, click **Edit** to correct the document number or re-upload the file.

#### Track Expiration Dates

1. Navigate to **Clients** in the top navigation bar.
2. Click the **Documents** tab to view all identity documents across your caseload.
3. Use the **Expiring Soon** filter to see documents expiring within the next 30, 60, or 90 days.
4. Click on any document to view the client profile and take action.
5. To send a renewal reminder, click **Send Reminder** next to the expiring document. The system sends a notification to the client's primary contact method.

#### Enable Client Self-Service Uploads

1. Go to **Admin** > **Portals** in the top navigation.
2. Click **Edit** next to the portal you want to configure.
3. Scroll to the **Portal Features** section.
4. Enable the **Identity Document Upload** toggle.
5. Select which document types clients can upload (Driver License, Passport, Social Security Card, State ID).
6. Click **Save** to apply the changes.

Once enabled, clients can sign in to your portal, navigate to their profile, and upload identity documents directly. Uploaded documents appear in the client's profile with a **Pending Review** status until your staff validates them.

### What to Expect

After uploading and validating identity documents, you should see each document listed under the client's profile with its current status (Pending Review, Valid, Invalid, or Expired). Expiration tracking runs automatically, and reminders go out based on the schedule you configure. Documents uploaded by clients through the portal appear immediately with a **Pending Review** badge for your team to validate.

### Best Practices

- **Validate documents promptly.** Review and validate client-uploaded documents within 24 to 48 hours to keep case processing on track.
- **Set expiration reminders early.** Configure 90-day expiration alerts so clients and staff have ample time to obtain renewed documents.
- **Use consistent naming.** When staff upload documents manually, follow a standard naming convention (for example, "LastName_DriverLicense_Front") to make searching easier.
- **Limit access to sensitive data.** Restrict identity document permissions to staff who need it. Go to **Admin** > **Settings** > **Roles** to configure document access by role.
- **Enable portal uploads when possible.** Letting clients upload their own documents reduces staff workload and speeds up the intake process.

### Frequently Asked Questions

**Q: What file types are supported for identity document uploads?**
A: eCourtDate supports PDF, PNG, JPG, and JPEG files. Each file can be up to 10 MB in size.

**Q: Can I upload multiple documents for the same client?**
A: Yes. You can upload as many identity documents as needed for each client. Each document is tracked separately with its own type, number, and expiration date.

**Q: Who can view identity documents in the system?**
A: Only staff members with the appropriate role permissions can view identity documents. Go to **Admin** > **Settings** > **Roles** to manage which roles have access to the Identity Documents section.

**Q: What happens when a document expires?**
A: Expired documents receive an **Expired** badge on the client profile. If you have renewal reminders enabled, the system notifies the client and assigned staff before the expiration date.

**Q: Can clients delete documents they uploaded through the portal?**
A: No. Once a document is submitted through the portal, only agency staff with the appropriate permissions can remove or archive it. This ensures document integrity for compliance purposes.

### Troubleshooting

**Issue:** Document upload fails with a file size error.
**Symptoms:** You see a "File too large" error message when attempting to upload a document.
**Solution:**

1. Verify the file is under 10 MB.
2. If the file is too large, compress the image or re-scan at a lower resolution.
3. Convert the file to PDF if multiple pages are involved, as PDFs compress more efficiently.

**Issue:** Validation shows "Invalid" on a correctly formatted document.
**Symptoms:** A document number that appears correct receives an **Invalid** badge after validation.
**Solution:**

1. Double-check the document number for typos or extra spaces.
2. Verify you selected the correct **Document Type** from the dropdown.
3. If the issue persists, click **Edit** and re-enter the document number.
4. Contact support by clicking the ticket button in the bottom right corner if the problem continues.

> **Important:** If you continue to experience issues after following these troubleshooting steps, sign in to eCourtDate and create a ticket by clicking the ticket button in the bottom right corner of the screen.

### Related Articles

- [How to Manage Clients](/how-to-manage-clients)
- [How to Add Contact Information for a Client](/how-to-add-contact-information-for-a-client)
- [How to Create Web Portals](/how-to-create-web-portals)