🗒️ Create Document Templates
Managing site access for staff, visitors and contractors can be a complex and challenging undertaking. At a minimum, you need to ensure people on site are competent, licensed and insured. It is essential that legal obligations are met and records of all relevant documentation are kept to avoid risking your workers' lives, livelihoods, and business.
To help with that task, you can keep track of surveys and files on Aware:
Create a survey or file document template.
Assign the requirement to one or more groups of people via Access Rules.
The document will be requested as part of a pre-enrolment process, or the first time someone shows up at a Doorkeeper kiosk.
Surveys are lists of questions (and content) that allow you to capture information at Doorkeeper points of entry, or before someone arrives on-site, making their completion a requirement to be granted access to a site. Surveys can take many forms: questionnaires, courses, inductions, declarations, and NDAs.
Files are images (.gif, .jpg, .png, .webp) or .pdfs, collected at Doorkeeper points of entry, or before someone arrives on-site, making their submission a requirement to be granted access to a site - optionally tied to an approval process. Files can take many forms: driver's licenses, vaccination records, and police checks.
👉 Learn how to create a file template.
Documents templates in Aware have three main settings:
Validation determines whether a document is automatically approved on submission or requires an administrator's approval.
Expiration determines if documents never expire, or should expire after a defined time. Administrators can manually set expiration dates for documents.
Deletion determines how long documents are retained. Documents can be deleted automatically when approved or after a selected time, or manually.
Aware keeps track of each document's history of submissions, reviews and approvals. Once uploaded, Administrators can view and download submitted documents, approve or reject them, and optionally set an expiration date.
Create a file template
- On the Aware Web App 🖥️ click on your company name on the top right corner and go to Settings > Company > Documents, and navigate to the Files tab.
- Click on the Add Document button in the top right corner:
- Give your Document a name (e.g. Drivers License, Police Check) - this will appear on Doorkeeper when people are presented with an upload file screen.
- Validation - select how you want this document to be validated (manually or automatically).
- Expiration - choose whether the document is due to be expired after a specified time (days) or never expire.
- Deletion - you can select whether the document is to never be deleted, to be deleted after validation or to be deleted after a specified time (days).
- Click Create when you're ready. Your new template should appear in the list, which means it's ready to be assigned to one or more groups of people as a condition of entry.
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