Editing a compliance type

The editor of a type: general information, fields to enter, checklist, recurrence and delays, evidence and review. Owner and administrators only. The name, category and general information apply when saved; fields, recurrence and review, when published.

General

Code (cannot be changed afterwards), name and description in the organization's language, category. “Applies to” says what the requirement is about: third party, site, unit, equipment or organization; it no longer changes after the first publication. The third-party roles and equipment types concerned narrow the assignment rules (nothing ticked: all). Rules take over the type's country and region: their preview flags the items located elsewhere. “Where the third party is established” limits the type to third parties whose head office is in this country, or outside it. “Personal data” marks a document that names employees or carries health data: ask only for the fields you need.

Fields and buttons

Code: Short identifier of the type (e.g. RC_PRO), used by imports and the API; cannot be changed afterwards.
Name: Name shown everywhere, third parties included, in the organization's language.
Category: Family of the type, to find it in lists and reports.
Applies to: Third party, site, unit, equipment or organization; no longer changes after the first time in service.
Third-party roles concerned: The third-party roles rules can target with this type; none ticked: all.
Equipment kinds concerned: The equipment rules can target; empty: all.
Country: Country where the obligation applies: the rules' preview flags items located elsewhere.
Region: State, province or region, when the obligation is local.
Where the third party is established: Filters on the country of the third party's head office instead of the country where it works.
Personal data: The document names employees or holds health data: ask only for the fields you need.
Legal basis: The text that imposes the obligation, shown on the type's page.
Source (https://…): Link to the official text.

Fields to enter

Information entered by the submitter with the proof, 30 at most: text, long text, number, amount, date, checkbox, list, multiple list, email, phone or link. “Valid from”, “Valid until” and “Performed on” compute the due dates: add them with their buttons. For a number or an amount, a minimum and a maximum: out of range, the value is blocking or only flagged. For a list, the “Answers flagged for review” prevent any automatic approval. For a date, “Valid for at most” ends the validity N months after that date. An amount has its currency, fixed or chosen by the submitter.

Fields and buttons

Add a field: Information entered with the evidence, 30 fields at most. “Valid from”, “Valid until” and “Performed on” have their own buttons: they compute the due dates.
Key: Technical name of the field (lower case, digits, _): the value entered carries this name in the API.
Type: Text, long text, number, amount, date, checkbox, list, multiple list, email, phone or link.
Label: What the submitter sees.
Required: The submission is refused while the field is empty.
Help: A hint shown under the field for the submitter.
Choices (one per line): The possible answers of a list, one per line.
Answers flagged for review: The answers that prevent automatic approval: a member checks the evidence.
Minimum: Minimum and maximum of a number or an amount; see “Out-of-range value”.
Out-of-range value: Blocking: the submission is refused out of range. Warning: flagged to the reviewer, no automatic approval.
Whole number (no decimals): Refuses decimals (number of employees, for example).
Valid for at most (months after this date): For a date: validity ends at the latest N months after it.
Currency: Currency of the amount, fixed or chosen by the submitter.
Identifies a person (never asked of the AI): A person's name or certificate number: the AI that reads hard-to-read documents is never asked for it. It is read on Vigilo's servers or entered by the submitter.

Checklist

Points the reviewer ticks before approving a document, 15 at most, each with its label. A “Blocking” point left unchecked prevents approval; the others guide the review.

Fields and buttons

Add a point: A point the reviewer ticks before approving, 15 at most.
Blocking: Unticked, it prevents approval; otherwise it guides the review.

Languages

The name, the description, the fields (label, choices, help) and the checkpoints are typed in the organization language, then translated here: “Translate” for a language of the list (those of your third parties with their number, and English, read by third parties of other languages), “Other language” for another one. “Suggest a translation” fills the empty texts by machine translation: review them before saving. A type already published is translated in a new version (“Edit”): the name and the description change when saved, the fields and the checkpoints when published.

Recurrence and delays

“Fixed interval”: a new document every N months after the date performed (when the law allows a longer interval, a validity up to that limit raises no alert). “When the document expires”: renewed at the end of its validity; the default validity applies when the document carries none. “One-time” and “Event-based”: no renewal planned, unless the document carries an end of validity. The initial due date (days to provide the first proof), the “expiring soon” alert and the grace period before “Overdue” apply to the requirements of this type.

Fields and buttons

Recurrence: Fixed interval, on the document's expiry, one-time or on an event.
Interval (months): Fixed interval: a new document N months after the completion date.
Longest admitted interval (months): Optional: when the law allows a longer interval, a validity up to this limit raises no alert.
Default validity (months): Used when the evidence has no end of validity (1 to 240 months).
Initial due date (days): Days given to provide the first evidence (0 to 365).
“Expiring soon” alert (days before): Days before the end of validity when the requirement turns “Expiring soon” (0 to 180).
Grace period (days): Grace period: days after the due date before “Overdue” (0 to 90).

Evidence and review

Expected evidence (document, inspection report, form, declaration) and who provides it. Review: automatic approval, single approval or double approval by two different members. Minimum number of files, size and accepted formats. “Open findings” says whether a finding of a report prevents compliance. For a sensitive document (bank details, identity document), the third party's link opens only with a code received by email. “A different document for each request” forbids reusing a document already sent.

Fields and buttons

Expected evidence: Document, inspection report, form or declaration.
Provided by: Who submits the evidence; they receive the requests and reminders.
Review: Automatic approval (flagged evidence waits for a member), single approval, or double approval by two different members.
Minimum files: Minimum number of files to attach.
Max. size per file (MB): A heavier file is refused when submitted.
Accepted formats: PDF, JPEG, PNG, WebP or HEIC: other formats are refused when submitted.
Open findings: Whether an open finding of a report prevents compliance: never, a critical finding, or any finding.
A different document for each request: The third party cannot reuse a document already sent for another request of this type.

Saving and publishing

“Save” keeps the draft: nothing changes for the requirements. “Apply the changes” (“Put into service” for a new type) publishes the version, with an optional summary; choose which requirements already tracked move to the new rules: none, those without current approved evidence (recommended) or all. An error to fix blocks publication and is shown on its field. “Cancel the changes” deletes the draft; the type stays as it is.

Fields and buttons

To complete before publishing: An error remains to be fixed; it is flagged on its field.
Save: Keeps the draft; nothing changes for requirements.
Cancel the changes: Deletes the draft; the type stays as it is.
Summary of the change: Optional: what changes, shown in the change history.
Requirements already tracked with this type: On publication: none, those without current approved evidence (recommended), or all move to the new rules; their status is recomputed.

Library update

When the library template changes, “Compare with the library” shows your version against the new one: fields, checklist and settings added, removed or changed. Your delays, review and reminders are kept, and so are the texts you changed. “Prepare the update” creates a draft to check and then publish; “Ignore this version” hides the notice until the next version.

Fields and buttons

Compare with the library: Compares your version with the template's new version: fields, checkpoints and settings.
Prepare the update: Creates a draft with the update; your delays, review, reminders and edited texts are kept.
Ignore this version: Hides the notice until the template's next version.