Managing Contractor Documents (Licenses, Insurances, etc.)
Focuses on the 'Contractor Document' form, used for tracking documents provided by contractors, particularly those with expiry dates.
Purpose
The "Contractor Document" form is crucial for managing compliance by tracking individual documents like insurance policies, licenses, or certifications that contractors provide. Its key features are managing expiry dates and an independent review workflow.
Creating and Updating
Typically, a "Contractor Document" record is created from the main "Contractor" record when specific documentation is required (e.g., during initial submission or when an update is needed). Key information to capture includes:
- Document Type: To categorize the document.
- Expiry Date: Essential for compliance tracking and automated notifications.
- The Document File: The actual attachment.
Workflow and Notifications
"Contractor Documents" have their own lifecycle (e.g., "Awaiting Review," "Current," "Expired," "Withdrawn").
- Workflow actions (e.g., "Submit For Review," "Approve Document") move the document through its states.
- The system automatically sends notifications for upcoming and actual document expiries to relevant parties, helping to ensure ongoing compliance.
- Notifications may also be configured for other status changes, like when a document is updated or approved.
Version: 1
Contractor Registration, Information Submission, and Approval
The process for contractors to register, submit required information and documents, and for internal review and approval of their profile.
Using Contractor Accessible Documents
Managing and sharing company documents (e.g., policies, safety procedures) with contractors for their review.