Pending Action item Document Upload - expected upload notifications and approval process

Summary

Client wants to be notified when an employee uploads a document. They also want to be able to review documents, even after docs are approved.

Content

I set up the document uploads in the Benefits program for my client. it is working great. The employee enrolls in Medical insurance, they have a pending action to provide birth certificate. They go into their pending action items tile and click on the birth certificate link on the pending action and upload  the document. 

How is the benefits admin alerted of this document upload, aside from the employee showing up in the "Employees waiting for document approval" list? Why do employees only show up in this list after their benefit effective date? Even though the pending action is on their record as of when they enroll in benefits.