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Contractor Document Management

EHS Owners can create document requirements for contractors to come on site, such as drivers' licenses, insurance cards, contract, workmen's compensation, etc.

Below are the guidelines for document requirements

  • To create document requirements, a user must have the CSM admin permission at the company or division level.
  • The EHS owner can choose who is responsible for uploading the documents.
  • Like training items in CSM, the Document requirements must be assigned via a skillset.
  • EHS check-in users will see if a contractor had the necessary documents uploaded prior to coming on site.

A status will display if the document is Approved, Pending for Approved, Rejected or Expired.

  • EHS administrators can create custom email reminders based on the documents expiration date to go out to the contractor or contractor admin. 

How to manage a document requirement

Create a document requirement

  1. As an EHS administrator, navigate to CSM > Curriculum > Document Requirements
  2. Click New
  3. Select the Document Type from the drop down
  4. Enter in the remaining required fields. 
  5. Select the Relates To option from the drop down. 
    1. Selecting Contractor Company will require the Contractor Company to upload the document. 
      1. If you choose this option, the contractor will still see the requirement on their desktop or mobile device but will not be able to upload the document. 
    2. Selecting Contractor will require the contractor upload the document.
      1. If you choose this option, the contractor company will still see the requirement on their desktop or mobile device and will be able to upload the document. 
  6. Select Save

Assign a document requirement to a skillset

  1. After completing the above steps, navigate to CSM > Curriculum > Document Requirements > select document requirement > Skillsets
  2. Select New
  3. Enter in the skillset title or code if necessary, then click Search
  4. Select the checkbox(s) next to the skillset(s) as needed. 
  5. Click Save
To assign the document requirement to a contractor or contractor administrator, the contractor administrator must assign the skillset via the contractor portal. To learn more about assigning content from the contractor portal, see the CSM Assign Training article.

Review a document requirement

  • After completing the above steps, once a document is uploaded, EHS owners will have clear visibility to all documents in the "Review Documents" section. Below outlines each of the tabs within that section:
    • Requested: will display all documents being requested by either the contractor, contractor company and/or EHS owner. 
    • Pending: once a document has been uploaded, it will need to be approved by an EHS administrator here.  From the pending screen you can change the expiration date and then approve or disapprove
    • Approved: will display all approved documents. If a document is approved, an EHS admin can reject it from here. 
    • Rejected: will display all rejected documents. If a document is rejected, an EHS admin can approve from here. 
An EHS admin can upload a document and/or an expiration date to any document requirement, both are not required.