Document Validation
Document validation is Optible's check on the files applicants upload. It reads each document and confirms that what is in it matches what the application claims.
What Document Validation Does
When an applicant uploads a document, Optible checks:
- Does this document exist and is it readable?
- Does the document match the claim? — e.g. does the invoice show the correct amount?
- Are key dates and names consistent?
- Is there anything unusual? — mismatched dates, figures, or missing signatures
Optible extracts the actual data it finds and points to the specific part of the document where it found it (a citation).
Supported Document Types
- Financial documents — Tax returns, invoices, receipts, bank statements, P&L statements
- Energy bills — For grants with energy efficiency criteria
- Proof of payment — Invoices marked paid, bank transfer receipts
- Governing documents — Constitutions, trust deeds, incorporation certificates
- Certificates and qualifications — Professional credentials, accreditation certificates
- Letters of support — From partners, referees, or recommenders
How Citations Work
When Optible extracts a fact, it shows you what it found, where it found it (page number or highlighted text), and the confidence level. You can verify Optible's reading against the original document at any time.
Understanding Validation Flags
- Mismatch — Document says something different from the application claim
- Missing information — A required field isn't present in the document
- Unclear document — File is blurry or damaged and can't be read
- Inconsistency — Multiple documents tell different stories
Not every flag means rejection. It often means an assessor should follow up for clarification.
Reviewing Validation Results
Validation results appear on the Documents tab of each application, grouped into three outcomes:
- Passed — the document met the requirement
- Needs review — Optible could not reach a clear answer, so a person should look
- Failed — the document did not meet the requirement
Each result shows the data extracted, any flags raised, and a link to the original file.
Configuring Document Validation
Grant administrators can configure which documents trigger validation and what checks apply. Talk to your administrator to adjust validation settings for your grant.