Ensuring that the documents uploaded to a compliance rule in QUOODA® meet the requirements of that rule is crucial. You can enable a verification process for these documents on a rule-by-rule basis.
Please note: Compliance verification and rejection are not enabled in QUOODA® as standard. If you require these functions and cannot see the setting discussed below in your system, please contact the support team and ask them to enable this for you. They can be enabled independently of each other; you can enable verification without the rejection part of the process.
There are 3 elements to this process, which we will break down and explain separately below:
- Who can verify compliance documents
- Which rules require verification?
- Verify and reject documents uploaded to these rules
Who can verify compliance documents?
You must set this step up first. If you start to mark rules for verification before this step, you will have a queue of documents waiting for verification and nobody to action them.
Permission to verify compliance documents can be provided individually or on a role basis via role security.
Individual Permissions are provided via ‘Settings > Users’. From here, you can find the user you wish to grant this access to and put a tick in the ‘Enable Document Verify’ column.
Role security permissions are accessed via ‘Settings > Security’. Select the role type you would like to provide access to from the drop-down list above the table. You can then tick the ‘Compliance Verifier’ permission for the ‘Document Compliance’ feature. In the example below, we have provided the ‘Head of Health and Safety' role with this permission, and from that point, any user in your system with that role will be able to verify documents.
IMPORTANT: You also need to make sure that the users with these roles also have access to all the properties that have verifiable rules applied to them. Each user does not need to have access to all properties, but between the users with verified permissions, all properties should be covered. For more details on giving access to properties, see our data permissions help page.
Which rules require verification?
You can add verification to all of your compliance rules, or just a few, via compliance templates. We are just going to cover the specific steps needed to make a rule verifiable on this page. If you would like to add more rules to a template or map them to more properties, please see the templates and mapping help page.
Step 1. Click on Settings > Compliance > Compliance Templates
Step 2. Select Document Compliance Template
You may have multiple templates available. You will need to complete these steps for any template which contains a rule that you would like to be verified.
Pick a template from the list and click on it to open it.
Step 3. Go to the ‘Compliance’ tab
Step 4. Select the rules you would like to verify
You can select the ‘Is Verifiable’ box next to any compliance rule that you would like to enable verification for. Equally, you can deselect this box to remove verification from the rule.
Step 5. Save and close
Click the ‘Save & Close’ button to apply the changes
Please note - The verification process will be instantly applied to any mapping of the selected rules. This will mean that any currently live compliance documentation against that rule will be marked for verification.
If there are rules you would like to add verification to in other templates, repeat steps 2-5.
Verify and reject documents uploaded to these rules
Any user account that has a role that allows them to verify documents will be able to see and action outstanding documents from 2 places:
Option 1. Cockpit Dashboard
The ‘Compliance Verification Summary’ widget on the cockpit dashboard will only show for users with access to verify documents. From here, you can see the number of documents that are still to be verified (both in date and out of date). If you click on the option you wish to view, it will load.
You can click on the double square icon next to the ‘Sub Category’ for that line, and the details of the compliance document will load. You can preview the document and check the details.
To verify the document, select the ‘Verify’ box and click ‘Save’. The document will be removed from the verification list when it refreshes (every 15 minutes) and the square on the RAG grid will change to a solid colour.
To reject the document, select the ‘Reject’ box. We also recommend that you add a comment on the compliance document explaining why you have rejected the document. You can use the ‘Alert’ tab that appears to notify relevant people that the document has been rejected. When you click ‘Save’, your rejection will move the compliance document to the document history area, and the previous document will be returned to the Live area. The colour updated depending on the validity date of that document (Green if still valid, Amber if out of date). If there was no previous document, then no documents will show as Live, and the square will turn Red.
Please note: If the reject button is not available and you would like to enable this feature, please ask your Super User to contact QUOODA® Support.
Option 2. RAG Status
From the RAG Status screen, you can see any compliance documents that require verification as the square linked to that document will be hatched rather than a solid colour.
You can click on the box, and the details of the compliance document will load. You can preview the document and check the details.
To verify the document, select the ‘Verify’ box and click ‘Save’. The square on the RAG grid will change to a solid colour.
To reject the document, select the ‘Reject’ box. We also recommend that you add a comment on the compliance document explaining why you have rejected the document. You can use the ‘Alert’ tab that appears to notify relevant people that the document has been rejected. When you click ‘Save’, your rejection will move the compliance document to the document history area, and the previous document will be returned to the Live area. The colour updated depending on the validity date of that document (Green if still valid, Amber if out of date). If there was no previous document, then no documents will show as Live, and the square will turn Red.
Please note: If the reject button is not available and you would like to enable this feature, please ask your Super User to contact QUOODA® Support.