How to Approve/Reject Proof Documentation

This article walks you through how to review and approve/reject rabies vaccination documents and/or proof of sterilization documents that are submitted by Pet Owners.

🔍 Accessing the Proof Document Review Page

1. From the main dashboard, scroll to the “Proof Documents” section.

2. Click on “Proof Document Verification.”

📂 Understanding the Document Categories

On the verification page, there are three document status categories:

• Waiting Proofs – Documents pending your review

• Approved Proofs – Documents that have already been approved

• Rejected Proofs – Documents that have been rejected

Click “Waiting Proofs” to begin reviewing submitted documents.

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✅ Reviewing a Document

1. Click on “Verify” next to any pending document.

2. Review the uploaded proof document and choose "APPROVE" or "REJECT".

(There are guidelines at the bottom of the page for when to approve and when to reject proof documents.)

APPROVED: The pet’s license will update automatically if your organization uses temporary or extended licenses.

REJECTED: You will be prompted to choose a rejection reason and optionally leave a note in the “Additional Details” field. The pet owner will be automatically notified by email that the proof was rejected and why, with instructions on how to resubmit the proper proofs.

📝 Approval Criteria

Approve a proof document if it meets all of the following:

• ✅ Document type is accepted by your organization

• ✅ Vaccine expiry date meets municipal requirements

• ✅ Pet and owner info matches the account

• ✅ Document is issued by a licensed veterinarian

• ✅ Clinic/hospital details are included (e.g., address, phone number, vet’s name)

• ✅ Document is clear and legible

🚫 Rejection Criteria

Reject a proof document if:

• ❌ It is not an approved document type

• ❌ Pet or owner information does not match the account

• ❌ The document is illegible

• ❌ The pet owner resides in another municipality

• ❌ The vaccine type is not accepted by your organization