Requirement page
Everything about a requirement: its state, documents, findings, reminders, exchanges with the third party and history.
Header
The status, the type (with its version), the item concerned, the relationship with the site and the site, the validity period of the last approved document, the due date, the owner and the origin (assignment rule, manual creation, import or API). A banner flags a waiver, a closure or a legal hold.
Fields and buttons
- Validity
- Period covered by the last approved document.
- Relationship with the site
- The third party's lease, contract or service at the site the document is requested for.
- Owner
- The member in charge of the requirement; they receive a copy of the reminders when the schedule provides for it.
- Origin
- How the requirement was created: assignment rule, by hand, import or API.
- Rule
- The assignment rule that created it and keeps it up to date.
- Third party providing the document
- For an inspection of a site or equipment: the third party who must provide it and receives the reminders.
- Calls and review
- Assisted service: who calls the third party and checks its documents for this requirement (Vigilo or your team); overrides the type's choice.
Actions
Change the due date, reassign the owner (a member who can see this requirement), waive (reason required; end date optional, 5 years at most; if your organization requires it, another administrator approves or refuses the request from this page, and the status changes only once approved), “Exclude” (the requirement does not apply) or reinstate. An owner or administrator can place a legal hold (dispute, inspection). With the assisted service, the “Calls and review” line says who calls the third party and checks its documents for this requirement: as its type, Vigilo or your team. Every action is recorded in the history.
Fields and buttons
- Change due date
- New date for the document; reminders follow the new date.
- Reassign owner
- A member who sees this requirement.
- Waive
- No more reminders or overdue status: reason required, optional end date (5 years at most).
- Request a waiver
- When the organization requires a second approval: nothing changes until another administrator approves.
- Edit waiver
- Changes the reason or the end date of the waiver.
- Lift waiver
- The requirement gets back its real status and its reminders.
- Exclude
- Closes the requirement with a reason: it does not apply.
- Reinstate
- Reopens an excluded requirement (“does not apply”); its status is computed again.
- Place a retention hold
- Owners and administrators: its documents and history can no longer be erased (dispute, inspection) until the hold is lifted.
Evidence
Submitted documents, newest first, with their state. You can submit on the third party's behalf, or send them the upload link. A document to review opens in the review to be approved or rejected. “Apply to other requirements” uses the same document for other requirements of the same third party and type. Without a third party (a site or equipment check), “Entrust to a third party” names who must supply it.
Fields and buttons
- Submit on the third party's behalf
- Upload a document received by email or on paper; it is checked like an upload by the third party.
- Upload link for the third party
- Secure link to copy or share: the third party uploads without creating an account. Creating a new one disables the old one.
- Review
- Opens the pending document in the review, to approve or reject it.
- Open
- The document, the information entered and the review decision.
- Apply to other requirements
- The same document for other requirements of the same third party and type; each receives a copy to check.
- Entrust to a third party
- Without a third party (inspection of a site or equipment): names the third party who must provide the document; they receive the request and the reminders.
Findings
Issues found during an inspection, with their severity, assignee and correction date. “Start”, then “Mark resolved” attaching the proof; someone else clicks “Verify” or “Send back”; “Won't fix” closes it with a reason. Depending on the type's “Open findings” setting, a critical finding, or any open finding, can block compliance.
Fields and buttons
- Add a finding
- A defect found during the inspection, with its severity, who fixes it and by when.
- Severity
- Critical, major, minor or observation. Depending on the type, a critical finding (or any open finding) prevents compliance.
- Assigned to
- The member who fixes it.
- Fix by
- Once passed, the finding counts as overdue on the dashboard.
- Start
- The fix is under way.
- Mark resolved
- The fix is done; attach the proof.
- Attach proof
- Photo, invoice or report showing the fix.
- Verify
- Someone else confirms the fix: the finding is closed.
- Send back
- The fix is not enough: the finding goes back to be fixed.
- Won't fix
- Closes the finding without a fix, with a reason.
Reminders and messages
Reminders sent to the third party (date, recipient, result) and the next one planned. “Remind now” sends at once; reminders can be paused until a date. If no contact can be reached, the block says what to fix. Messages exchanged with the third party are listed below the reminders. If the third party answers “This does not concern me”, a banner gives its reason and the reminders stay paused until you decide: “Resume reminders”, “Waive” or “Exclude”. A submission, or the requirement entrusted to another third party, also restarts them.
Fields and buttons
- Next reminder
- Date of the next automatic reminder, from the schedule and the due date. If the recipient's email cap is reached, the date shown is the deferred one, with the reason.
- Remind now
- Sends a reminder right away. A confirmation is asked when one already left today or when the third party received as many as the 7-day cap; at twice the cap, a reason.
- Pause
- No reminder at all until the chosen date.
- Resume reminders
- Reminders start again on the schedule.
- Messages sent
- Each email sent for this requirement, with its recipient and result.
- Letter (PDF)
- The reminder as a PDF letter to print and send: for a third party without email, or as a registered letter.
- Reminder proof (PDF)
- The reminders sent, with dates and recipients, to show in a dispute.
- Messages with the third party
- The messages exchanged with the third party from its upload page.
History
Every dated event with its author: creation, status changes, submissions, review decisions and their comments, changes of due date, owner or waiver. The history cannot be edited.