Expiring Documents

Notifications

  • You will receive notifications relating to the documents which were submitted when responding to a questionnaire (adhoc / other documents) or uploaded as a "Document Slot". This can be seen in the top right-hand corner under the bell icon. If you have several, click View more… which will open a new window containing all your notifications.
  • You will receive notifications if:
    • It is within 28 days of your document's expiration date. You will be able to submit a replacement for them. You will receive a notification warning once a week until a replacement has been submitted or until they expire.
    • Your resubmitted document has been validated or rejected.


In order to view all your documents, their status and be able to replace expiring documents simply go to Participate > Documents. 

The documents screen has 3 tabs:


Document Slots: 

This tab contains all of the Organisation Document Slots

It contains the name of the slot, the name of the file that is within the slot, the expiry date and other relevant information that was input when the document was uploaded.

It contains a colour coded system to indicate the status of each document contained within it;

  • Yellow: File due to expire within the next 28 days
  • Red: File has already expired
  • No colour: Over 28 days until the file will expire (no action required)


To replace a file:

  • Click on an expiring/expired document slot. (You cannot replace a document with no colour status as no action is needed) All of the requirements and questions the slot has been included in will be listed. 
  • Select replace and select the relevant file to replace the document with.
  • Enter the appropriate expiry date for the document and any relevant information you need to include. 
  • Once a replacement document has been submitted, the status of the document slot will read Replacement document now pending. 
    • This means the document has been submitted and a key user will approve and validate the document. 


Other documents tab:

This tab will display any adhoc files that have been submitted as a one off response within a questionnaire that are due to expire (28 days before expiry date).

  • It will display the name of the questionnaire the adhoc file was submitted within, the expiry date and if relevant the amount of days left to provide a replacement. 

To replace a file:

  • Select Upload a File, enter an expiry date and press submit the replacement. 
  • As with the document slots, the file will go to a key user for approval.   
  • If the time frame to replace the document has passed the key user must implement an extension for this in order for a replacement file to be uploaded. 


History tab:

  • This tab stores all of the changes that have occurred to the document slots and other documents. This also includes when a document was validated or rejected by a Key User.
  • Containing the date the event took place, the name of the document, then if it is referencing a document slot it will name the document slot, if it is referencing an adhoc document it will list the questionnaire it appeared in.