Document toolboxDocument toolbox

Contractor Documents

Owned by Former user (Deleted)
Last updated: Jan 23, 2023
3 min read

DOCUMENTS

The Document page lists all required, returned, pending and approved documents associated with all contractor's in the system.

From the Document page, administrators can:

  • Add, edit and delete documents

  • Review documents submitted by contractors and approve or return them

  • Generate reports on all contractor documents in the system

Add New Document

Video: Add New Document

To add a new document, from the Document page:

  1. Click 'Add New'

     

  2. Complete the fields (see table 'Definitions of Fields below)

  3. Click 'Save' to save the document

The details captured for each document may vary slightly between each system configuration. Fields marked with*are mandatory.

Definition of Fields

There are a range of fields that can be used to categorise documents. These can assist when filtering or sorting documents and can be edited via the Settings tab. 

Name

Definition

Name

Definition

Company Name

Select the name of the company

Document Type

Select the document type

Issuer Name

Enter the issuer name

Issue Date

Use the date selector tool or enter the issue date

Expiry Date

Use the date selector tool or enter the expiry date

All expiry dates for documents will display as grey until approved. Once a document is approved, expiry dates will:

(a)  Turn Red when the expiry date has passed

(b)  Turn Orange 30 days prior to the expiry date or

(c)  Remain Green at all other times

Document Number

Enter the document number

Notes

Add any relevant notes for the document

Lapsed

Tick if the document is to be lapsed

This will change the date of the document to grey, indicating it is a lapsed document.

Note existing documents will automatically be lapsed if a new document of the same type is uploaded and:

  • the new document is approved, and expiry date is in the past

  • the new document is rejected or required

Upload a File

Upload a copy of the document

  1. Click 'Add Document'

  2. Locate the document

  3. Click 'Open'

  4. Enter the file name and description as applicable

  5. Click 'Upload'

Refer to the Uploading Files in Lucidity Modules user guide page for more details.

Comments

Add any relevant comments for the document

Document Status

Select document status as Approved, Pending, Returned or Required

Refer to the Contractor Self-Service page in this user guide for more details.

Edit Documents

Video: Edit and Delete Documents

To edit an existing document, from the Document page:

  1. Locate the specific document using relevant filters

  2. Click 'Edit' to the far right of the document

  3. Adjust fields as required

  4. Click 'Save'

Delete Documents

To delete an existing document, from the Document page:

  1. Locate the specific document using relevant filters

  2. Click 'Actions' to the far right of the document

  3. Click 'Delete'

  4. Confirm the deletion

Deleting Documents

Deleting a document cannot be undone - always use the delete function with caution. Deleting a document will also delete all attachments associated with it. It is recommended documents are lapsed rather than deleted.

If a document is deleted in error, a new entry will need to be created.

Reporting from the Document Page

An Excel list report is available from the Documents page. Reports will reflect filtered search options as displayed on the lower half of the Document page. 

To generate a report, from the Document page:

  1. Click 'Show Filters'

  2. Select the relevant filters

  3. Click 'Filter'

  4. All results will be displayed at the bottom of the screen

  5. Click 'Excel Export' to generate this report into Excel

 



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