Document compliance | WorkZerk Help

Document compliance answers one question for your whole account: does everyone have a current, approved copy of every document you need from them? It puts your people down the side and your document types across the top, so you can see who is cleared and exactly what is holding up everyone else.

Where it is

Open Requests and click Document compliance on the title row. It is also under Requests on the Reports page.

Who is on it

Everyone holding a live link on an open portal. People on a closed portal, and people whose link you revoked, are left out.

What the columns are

Each column is a document type: an Upload contact field, such as "Public liability insurance" or "White card". A request fills a document type when it saves its file to that field (Also save their file to a contact field on an Upload ask).

This is what makes the report work across portals. A certificate someone sends on one portal counts on every other portal that asks for the same document type, so nobody is asked to prove the same thing twice.

A request that does not save to a contact field still collects the file on its portal, but it has no column here. The starter packs on the Request packs page set the fields up for you.

What each cell means

Cell	Meaning
Current	An approved copy that has not expired.
Expiring	An approved copy that expires within the window you chose (30 days unless you change it). Still counts as compliant.
Needs review	They have sent a file and you have not approved or rejected it yet. Click it to open that file beside Approve and Reject.
Expired	Their approved copy has run out and nothing newer has been sent.
Rejected	You rejected what they sent and nothing newer has been sent.
Missing	Nothing sent yet.
—	This document is not asked of them on any of their portals.

A few rules decide which file a cell shows when someone has more than one:

An upload only counts once you approve it. Until then it shows as Needs review, and the person is not compliant yet.
An approved copy that is still valid wins over everything else. If they have two, the one that lasts longer is shown.
A renewal waiting for review shows ahead of an expired copy, because that is usually the new certificate arriving.
A file you attached to the contact yourself counts as approved.
An approved copy still counts after file retention has removed the file itself. Hover over the cell and it reads approved, file removed, and the portal badge and the contact's Documents line say the same.
Files you have ignored on the Requests page do not count.
A document that expires today is still valid today. Dates follow your account's time zone.

Required and not required

A document is required of someone when a required Upload request for it (Fewest files 1 or more) is visible to them on any of their portals. Requests hidden from them by a condition, or by a section for named people, do not count against them.

A cell for a document that is asked of them but optional, or that they happen to hold, shows its state in grey with not required underneath. It never makes them not compliant.

Who is compliant

Compliant: every required document is Current or Expiring. The status line says how many are expiring.
Not compliant: at least one required document is Missing, Needs review, Rejected or Expired. The status line says how many need sorting out.
Nothing required: none of their portals requires a document type from them.

People who are not compliant are listed first.

If you have never approved an upload, everybody with a document waiting shows as not compliant, and the report says so at the top. Approve files from Requests once you have checked them.

On the portal and the contact

You don't have to open the report to see where someone stands:

On a portal, each person in the people list carries a compliant or not compliant badge, with the number of documents to sort out. It is scored against that portal's own requests, and clicking it opens this report for that portal. Portals whose requests don't save files to a contact field show no badge.
On a contact, a Documents line under their details says whether they are compliant across every open portal they are on, and names each document that is missing, waiting for your approval, rejected, expired or about to expire.

Filters

Portal: one portal only. A document sent on another portal still counts.
Tag: people with that contact tag.
Expiring within: 7, 14, 30, 60 or 90 days. This only changes which approved documents show as Expiring.
Only people who aren't compliant: the list to work through.

Download CSV exports what is on screen, one row per person, with each document's state and expiry date.

Automations, for reminders before a document expires
Reviewing uploads
Tracking a document across portals
Request packs