Troubleshooting
Something appeared that I did not upload
Documents that appear from nowhere: where they really come from and what to do with them.
A document appears in a file and nobody on the team remembers uploading it. Before worrying, check where it came from, because there are four possible origins and three are entirely normal.
The four origins
| Origin | How to recognise it | Is it normal |
|---|---|---|
| The third party you asked supplied it | It shows as uploaded by the external participant | Yes, exactly what you wanted |
| A colleague uploaded it | Their name and time are recorded | Yes |
| The process itself generated it | A receipt, an acknowledgement, a signed document | Yes |
| None of the above | No expected author recorded | Here it is worth looking |
Important
The first is the answer in the vast majority of cases, and it surprises because whoever requested the document is not always who sees it appear. That is normal operation: the third party supplies and the file updates without anyone on the team touching anything.
How to check, in a minute
- 1
Look at who and when
The activity log shows who uploaded it, from where and at what time.
- 2
Check whether there was an open request
If there was, it is almost certainly the answer to it.
- 3
And if it does not add up, ask before deleting
Deleting a document supplied by a third party means asking them again.
Watch out
The mistake to avoid is deleting it as a precaution. If the supplier provided it and it is removed, the request stays open, the supplier believes they already sent it, and an argument starts that nobody needs.
When it genuinely does not add up
The third line is nearly always the answer: someone outside granted access months ago and never withdrawn. It is not a security incident; it is an overdue clean-up.
Worth knowing
A document appearing without you uploading it is one of the signs the system is working: it means the collecting work stopped being yours.
›Can we see which device it came from?
The log keeps the action's context; an administrator can consult it.
›What if the document does not belong to that file?
Move it to the right one and tell whoever uploaded it; it is usually human error.
›Can someone without permission upload?
Only someone with access or an open request in their name.
A real case
The situation
A manager sees a new certificate in a file and suspects a mistake.
What you do
- Checks the log: the supplier uploaded it answering the request
What you get
Closes the request instead of deleting the document and asking again.
The situation
A document appears that nobody on the team remembers uploading.
What you do
- Checks who uploaded it and when
What you get
The origin is clarified without speculation.
The situation
An external participant provides something without warning.
What you do
- Checks the participant record
What you get
You learn which supplier sent it.
The situation
A document arrives that does not belong to that file.
What you do
- Moves it to the right file and gives notice
What you get
The error is corrected before anyone uses it.
The situation
An automated process creates documents that come as a surprise.
What you do
- Checks which integration generates them
What you get
The behaviour is understood and adjusted.
The situation
There is a suspicion somebody accessed without permission.
What you do
- Checks the audit trail
What you get
The suspicion is confirmed or dismissed with data.
This article answers
- a document i did not upload appeared
- where did this file come from
- who uploaded this
- documents arriving in the file on their own