How Do I Configure a Subcontractor Document?
Subcontractor documentation reflects the company’s compliance requirements. Subcontractor documents can be created within the system without limitations and are configured and monitored at various levels. The Subcontractor Document functionality provides options for configuring and managing subcontractor documentation.
Documents are assigned to subcontractors to ensure that compliance requirements are met. When setting up a new subcontractor, the selected options determine which documents are assigned, as the relevant document types are applied accordingly.
Subcontractor Documents Include:
- General Documents - standard documents required from all subcontractors.
- Job Documents - documents specific to a particular job.
- Project Documents - documents assigned to a specific project.
- Location Documents - documentation required for a specific worksite.
- Country Documents - documentation required for a specific country.
- Type Documents – documents linked to the subcontractor’s categorised type.
Subcontractor Document Types include the following options:
- File Upload - the subcontractor is required to upload a specific document or file.
- Digitised Form Filling - the subcontractor must complete a digital form that has been assigned to the document type.
- Read & Receipt Documents - a document is uploaded for the subcontractor to read and acknowledge by marking it as ‘Read & Receipt’.
This article includes step-by-step instructions on how to configure Subcontractor Documents.
- On the left side menu, go to Settings and click Subcontractor Documents.
- Click +New Subcontractor Document.
- Enter the Name, and Description.
- Choose the Entity and Document Type from the dropdown options.
- If you select Digitised Form Filling - a dropdown option will appear below where you must select a form relevant to the entity.
- If you select Read & Receipt Document - you can add an attachment below by clicking on the white box or drag and drop the attachment to the box.
- Tick the box(es) if you would like the document to be Required, Private, Expiry Required and Only .pdf allowed.
- If you select Required, the document must be uploaded and compliant for the subcontractor to be compliant.
- If you select Private, the document can only be view by an administrator.
- If you select Expiry required, the document will no longer be compliant once it expires.
- If you select Only .pdf allowed, pdf documents are the only document type that can be uploaded.
- Enter the Months and Days Default Expiry Date.
- Click Save & Submit.
- A field with a red asterisk beside it means it is required and you will not be able to complete your work without filling in these fields.
This is required before you can add a Subcontractor Document:
- Digitise your Form
- Set up Notifications
Other Options:
- Under the ‘Form’ dropdown options, you will see an option to add more forms, by clicking the ‘Here’ button highlighted. This will take you to the form builder section - be cautious that when you click this button, the details you have entered will be deleted.