Compliance types

A compliance type describes an expected document or check: fields to enter, validity, delays, review and reminders. Requirements are created from these types.

List

Each type has a status (active, inactive, draft), an origin (library or custom) and its number of current requirements. “Update available” means a new version of the library template exists; the comparison shows the differences, and your delays, review and reminders are kept.

Fields and buttons

Status: Active: usable by hand and by rules. Inactive: no new requirement. Draft: never put into service.
Origin: Library: created from a Vigilo template, which can receive updates. Custom: created by your organization.
Update: “Update available”: the types whose library template has changed.
Calls and review: With the assisted service: who calls unresponsive third parties and checks the documents of this type's requirements, the Vigilo team or yours.
Category: Insurance, certificates, periodic inspections, certifications…: to find a type.
Applies to: What the requirements are about: third party, site, unit, equipment or organization.
Active requirements: Current requirements of this type (neither closed nor archived).

Library

“Browse the library” offers ready-made templates per country (insurance, certificates, periodic checks, certifications). Activating a template creates a type in your organization, which you can customize before publishing it. You can also create a type from scratch.

Fields and buttons

Browse the library: Ready-made templates by country: expected evidence, frequency, fields, recommended reminders and legal basis.
Create a custom type: A type from scratch, when the library has no template: you set it up, then put it into service.
Obligation: Mandatory: required by law or regulation. Recommended: good practice.
To verify: Template from a less certain source: check it before use.
Activate: Creates the type in your organization, ready to use.
Activate a copy: The template already has a type: creates a second one, to set differently (other delay, other review).
Edit before putting it into service: The type is created as a draft, opened in the editor: it applies only once put into service.
Your activity: Choose your activity and answer the questions: the useful templates are ticked and activated at once; those already activated are not copied again. Offered according to the organization's country.

Calls and review: Vigilo or your team

With the assisted service, the “Calls and document review” block at the top of the type's page says who calls unresponsive third parties and checks their documents: “Vigilo” (our team) or “Your team”. Automatic reminders go out in both cases. A requirement can depart from its type on its page. Owner and administrators only; the “Calls and review” column and filter show it in the list.

Fields and buttons

Calls and review: “Vigilo”: our team calls third parties who do not respond and checks their evidence. “Your team”: you do it yourselves. Automatic reminders go out either way.

Editing a type: versions

Editing a type opens a draft (one at a time). A published version never changes. On publishing, choose which existing requirements move to the new version: none, those without a current approved document (default) or all; their status is recalculated, documents already submitted keep their version. The “Change history” tab lists the versions and their differences.

Fields and buttons

Edit: Opens a draft of the type's rules; nothing changes for requirements until it is published.
Resume the changes: Reopens the current draft (one at a time).
Change history: The published versions, their date, their summary and how many requirements follow each one.
Requirements: Requirements judged by this version; documents already submitted keep theirs.

Delays and review

Delays set the initial due date, the “expiring soon” alert (N days before the end of validity, 30 by default) and the grace period after the due date; the reminder calendar is set separately (Reminders page and the type's reminders). The review decides how a document becomes compliant: automatic approval, single approval or double approval by two different people. The checklist guides the reviewer.

Fields and buttons

Expected evidence: Document, inspection report, form or declaration.
Provided by: Who provides the evidence: the third party, the tracked item's manager, an inspection body, the owner or your organization.
Recurrence: When a new document is expected: fixed interval, on expiry, once, or on an event.
Delays: Initial due date, “Expiring soon” alert and grace period before “Overdue”.
Review: Automatic approval, single approval, or double approval by two different members.
Files: Minimum number of files, maximum size and accepted formats.
Checklist: Points the reviewer ticks before approving; an unticked blocking point prevents approval.
Legal basis: The text that imposes the obligation, with its link when there is one.

Reminders of the type

Turn the automatic reminders of this type's requirements on or off, and choose their firmness: “Organization calendar” (the one set in Reminders), “Gentle” (few emails, two overdue reminders), “Standard” (Vigilo's default calendar) or “Firm” (earlier, reminders closer together, owner in copy). “Apply”, next to the recommended firmness, sets it for this type. When reminders are off for the whole organization, nothing is sent.

Fields and buttons

Automatic reminders: Turns the automatic reminders of this type's requirements off or back on, at once.
Reminder firmness: Organization calendar (Reminders page), Gentle, Standard or Firm (earlier, reminders closer together, owner in copy).
Apply: Takes the firmness recommended for this type.

Requirements, rules and deactivation

The Requirements tab lists the type's requirements; the Rules tab, the assignment rules that use it (“Create a rule” adds one). Deactivating a type stops any new requirement: you choose to keep following the current requirements or to close them; reactivating reopens them.

Fields and buttons

Requirements: The requirements of this type; “See the requirements of this type” opens the filtered list.
Rules: The assignment rules that create requirements of this type, with their state and their out-of-rule requirements.
Create a rule: Opens the rule editor with this type already chosen.
Out of rule: Requirements the rule created but no longer covers; they are still tracked.
Deactivate: No new requirement of this type; you choose to keep tracking the current requirements or to close them.
Keep following them: On deactivation: the current requirements are still tracked and reminded.
Reactivate: The type can be used again; the requirements closed by the deactivation are reopened.

How to

Choose the documents and inspections to follow