Contractor Classification & Self-Service

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CONTRACTOR CLASSIFICATION & SELF SERVICE

The Contractor Classification and Self-Service configuration option enables a company to specify what documents are required for each contractor. The contractor can then log in and upload the required documents into Lucidity Contractor. This is then followed by a validation process performed by an internal manager or administrator. Having contractors add their own documentation helps to lighten the administrative burden on the organisation's administrators.

There are several steps required in the process to ensure it works effectively. These are outlined in the flow chart below and explained in detail throughout the rest of this section.

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Step 1: Set up Access Roles

System administrators will need to create additional access roles and assign privileges for Lucidity Contractor in order for the Contractor Classification & Self-Service feature to work. These are created in Lucidity Access. For further details on how to create roles and assign privileges, refer to the Lucidity Roles page in the Lucidity Access user guide. 

Step 2: Create Company Classifications

Company classifications are created to specify the documents required from a contractor. For example, a contractor classified as low risk may only be required to submit a single document, whereas a high risk contractor may need three or more documents.

The number of classifications that can be created is unlimited, however only one classification can be allocated to a contractor.

Organisations can determine the exact classifications required and, once a contractor is allocated a classification, placeholders for the required documents are automatically generated and a notification to the contractor is sent. In addition, placeholders and notifications are automatically generated when:

• a document status changes to expiring

• A new document type is added to a classification that is already assigned to contractor

• The assigned classification for a contractor changes and, as a result, there are new document requirements

To create a company classification, from the Settings tab:

1. Select the Company Classification page from the menu on the left-hand side

2. Click 'Add New'

    

3. In the screen that appears, enter the name and description for the company classification

4. Select all the relevant Document Types

   1. These are the documents a contractor will need to add if they are allocated the classification. The documents required need to already exist within the document type managed list (see the Settings page within this user guide for more details)

5. Click 'Save' to save the classification

Step 3: Set Contractor Classification

Each contractor can now be allocated a company classification and the required documents will automatically be listed as required.

To set the classification, from the Contractor page:

1. Use filters to locate the contractor (or create new as relevant)

2. Click 'Edit' to the far right-hand side of the contractor

3. Select the relevant classification from the drop-down for the 'Company Classification' filter.

4. Click 'Save'.

The required documents will now be listed under the contractor's 'Document' page with a document approval status of 'Required.'

Additional document approval status's may be displayed if documents already existed for the contractor. These include:

By using the column configuration tool, adding several columns on the Contractor page may assist managers and admins in determine the status of contractors. These are described in the table below.

Refer to the Column Configuration user guide for more information.

Step 4: Upload Documents

Once steps 1-3 have been completed, the contractor is now able to enter their own documents into Lucidity Contractor by:

1. Log into Lucidity Contractor using the details provided by the system admin

2. Click the 'Documents' menu on the left hand side

3. Identify the documents that need uploading by referring to the document approval status

   1. Use filters if required

   2. Those with a required or returned status need uploading

   3. click 'Edit' to the right-hand side of the document to be uploaded OR

   4. Click 'Add New' to enter a document not already listed

       

4. Populate all fields as relevant, referring to the Definitions of Fields listed below

5. Click 'Save' to save the document

   1. the document will be listed as 'Pending' as it requires validation from an admin before being approved

Definition of Fields

Step 5. Validate Documents

Managers or administrators need to validate the document before the document approval status is set to approved. This is to ensure the details the contractor has entered are correct and meets all requirements. After validating the document, the manager or administrator can either approve or return it.

1. To locate documents that are pending, from the Documents page:

   1. Click the 'Document Approval Status' filter

   2. Select 'Pending'

   3. Click 'Filter' to display all pending tickets

      1. This Filter also allows for approved and returned tickets to be viewed

      2. Additional filters can be applied if the search returns too many results

2. To review a pending document:

   1. Click 'Edit' on the far right-hand side of the document

   2. Open the document attachment and check all details have been entered correctly

      1. There is the option for the manager or local administrator to update the ticket details at this stage if required

   3. Change the approval status to either approved or returned

      1. If return is selected, a comment box will appear

      2. Enter details so the contractor knows what they need to correct

   4. Click 'Save'

Step 6: Edit Returned Documents

Documents returned to the contractor need to be edited and corrected. The contractor can do this by:

1. Identify the relevant document with the returned status

2. Click 'Edit'

3. Review the comments from the approver and correct the document details as required

4. Click 'Save'

Step 7: Approved

Once all documents are approved, the all document status on the Contractor Page changes to current and there is no further action required by the contractor at this point.

The all document status will not change until:

• A new document is added to the contractor classification and a placeholder with a required status has been generated

• The contractor classification assigned to the contractor is changed. Placeholders with a required status will be generated for all new documents needed

• A document is coming up to expiry (within 30 days of expiration date) and a new placeholder with a required status has been generated

When one of these scenarios occurs the Document Approval process is triggered and the contractor will receive an email notification. In turn, administrators will either receive an email notification or an email report, to let them know when documents need approving.