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Using Contractor documents
Who is this article for?Administrators who want to learn to use Contractor documents.
Administrator permissions are required.
Effective management of contractor documents is crucial for maintaining compliance and streamlining your contractor onboarding process. This guide will walk you through the essential tasks of adding new documents, editing existing ones, and deleting outdated files in the Lucidity Contractor module, ensuring your document management system remains organised and up-to-date.
1. 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:
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Add, edit and delete documents.
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Review documents submitted by contractors and approve or return them.
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Generate reports on all contractor documents in the system.
2. Add new document
Video: Add New Document
To add a new document, from the Document page:
- Click Add New.
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Complete the fields (see table Definitions of fields below).
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Click Save to save the document.
The details captured for each document may vary slightly between each system configuration. Fields marked with*are mandatory.
2.1. 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 |
|---|---|
|
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:
|
|
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. Existing documents will automatically be lapsed if a new document of the same type is uploaded and:
|
|
Upload a File |
Upload a copy of the document:
|
|
Comments |
Add any relevant comments for the document. |
|
Document Status |
Select document status as Approved, Pending, Returned or Required. |
3. Edit documents
Video: Edit and Delete Documents
To edit an existing document, from the Document page:
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Locate the specific document using relevant filters.
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Click Edit to the far right of the document.
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Adjust fields as required.
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Click Save.
4. Delete documents
To delete an existing document, from the Document page:
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Locate the specific document using relevant filters.
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Click Actions to the far right of the document.
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Click Delete.
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Confirm the deletion.
Note: 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.
5. 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:
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Click Show Filters.
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Select the relevant filters.
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Click Filter.
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All results will be displayed at the bottom of the screen.
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Click Excel Export to generate this report into Excel.