Contractor documentation
«Contractor Documentation» holds all the documentation your contractors hand in (TC1/TC2, civil liability insurance, risk assessment, preventive planning and the other types), with its status and validity. This is where it is uploaded, approved and rejected.
1. Filters, figures and table
Below the title, the filters «All», «Pending», «Expiring soon», «Approved» and «Expired» (the number in brackets is how many there are). The figures «Total Documents», «Pending Validation», «Expiring soon» and «Approved» count the same.
The table has «Document» (name and type), «Contractor», «Status», «Validity» (from - to), «Uploaded by» and «Actions». The statuses are Pending, Under Review, Approved, Rejected and Expired; an approved document that expires soon also shows “Expires in N days”.
2. Uploading a document
Click «Upload document» and choose the contractor in “Select contractor” (you can search by name, tax ID or contact). In “Upload document” drag in the file, choose the “Document Type”, write the “Document Name” and, if it has one, the “Document Number”. Fill in “Valid From” and “Valid Until” and click “Upload”.
“Valid Until” is the date that drives the expiry alerts: if you leave it empty, the document will never show as expiring soon.
3. Reviewing, approving or rejecting
Under «Actions» each row has “View”, “Download”, “Approve”, “Reject” and “Delete”. Open the document with “View” or “Download” and check it.
“Approve” asks for confirmation. “Reject” opens “Reject Document” and requires the reason: the contractor sees it in their portal so they can correct it and upload it again. Only approved documents count towards the contractor's compliance.
4. Keeping on top of expiry
Click «Expiring soon» to see what expires soon and «Expired» for what has already expired; the CAE Dashboard brings you here with “Review expired documents”. Ask the contractor for the new version (or upload it yourself) and approve it. In «Notifications» you can send them the reminder straight away.
5. Who can do what
CAE Coordination is, by default, visible only to administrators; in “Company settings › Modules” it can be opened to editors or to everyone. A viewer with access can view and download, but upload, approve, reject and delete are disabled.