The configuration is the section where all settings, categories and options are set-up. To modify any of those, you need to have the right security access.
1. Navigate to the Configuration module by selecting ‘Configuration’ from the menu bar across the top of your screen.
2. Scroll down to the Documents section. You can add a new item by clicking on the plus button above or click the pen to edit an existing item.
3. You can chose to add a new document category or edit an existing one on the following page. You can select from a list of global documents (approved by Comply Flow) or to set up a document to be approved internally. If you have questions around the global document setup and approval criteria please contact your Comply Flow contact.
a) Name- Fill in/edit the name of the Document (1)
b) Description- Use the description to clarify the requirements around the document. It will show next to the document request on the user’s dashboard. (2)
c) Staff Category Approver- If your organisation uses organisation level approvals you can set the ‘Staff Category Approver’. (3)
d) Project Role Approver- If your organisation uses multiple approval workflows depending on the site or project set the ‘Project Role Approver’ . If a document with this category is provided by a contractor, the approver will receive the document on their dashboard for approval. (4)
Note: All documents should have at least one checkbox selected.
e) Expiry Date of Month- This is not used for most clients. Please skip this section (5)
f) Project- Works with any document that is requested from a company (eg. public liability). This document will be requested for every project this company is assigned to if this checkbox is ticked . This document should always be used in conjunction with the ‘Company’ checkbox. If your organisation doesn’t use Projects/sites you don’t need to check this box. (6)
Note: Changing the project checkbox after documents have been provided in this category will cause the document to be requested again.
g) Contractor Restricted- Will set the document to be unavailable on contractor’s dashboard. Only a staff members can upload and see this document. (7)
h) People- Is for any document that is related to a person’s training or qualifications. (8)
i) Company- Is for marking documents assigned to companies only. By selecting this checkbox, the documents will be removed from all other lists and only display when company documents are being uploaded. (9)
j) Plant and Equipment- Is for the documents assigned to plant or equipment only and by selecting this checkbox, the documents will be removed from all other lists and only display when plant or equipment documents are being uploaded. (10)
k) HR- Used for staff/employee documents containing sensitive information, it is only visible to staff members with HR rights. If this checkbox is ticked for a document and a staff/employee users upload it directly from their account. (11)
l) Permit- Used for any documents relating to the permits module. (12)
m) Internal- These documents will not be available in the additional documents list for employees and have to be manually assigned by internal staff (13)
n) People: not required for self registration of induction- A document set up with this option doesn’t necessarily have to be uploaded for an employee before being able to book the employee for inductions. (14)
o) Hide from QR- A document set up with this checkbox ticked, will not be visible in the person’s profile, while scanning the QR code.
p) Save- Click on the ‘Save’ button to finalise and return to the previous page. (15)