Document query

In Smartosh there are several ways to consult the documentation of a coordination, whether to review what is pending upload, validate or download what has already been validated. Access is granted at different levels depending on the information you need to consult.

Access all the coordination documentation

From the main coordination screen you have access to all the complete documentation of it.

To access:

1. Enter the Documentation status screen.
2. Locate the coordination you want to consult (for example, 2026-01 - Service company).
3. Click on the Complete documentation icon located to the right of the coordination row.

This view shows you all the documents associated with the coordination, grouped by category.

Document categories

Within the complete documentation view, the documents appear separated into three tables:

• Company documents
• Employee documents
• Vehicle / machine documents

Each table includes columns with key information about each document:

• Document: name and reference.
• Status: for example, Requested or Pending acceptance/review (signature).
• Mandatory: indicates whether the document is mandatory for the coordination.
• Issue date and Expiry date.
• Actions: available options for the document.

Note

Company documents can only be consulted from this complete documentation screen. They are not accessible from the employee or vehicle lists.

Don’t see all the records?

If you are missing documents in any table, scroll within the table itself. The top right corner of each table shows the total number of documents it contains, allowing you to check if you are viewing them all.

Consult documentation of a specific employee

If you only need to review the documents of an employee, you can access them directly from the coordination’s employee list.

To do so:

1. On the Documentation status screen, expand the coordination.
2. Open the Employees group.
3. Locate the employee you want to consult.
4. Click on the Employee documents icon in the corresponding row.

This view shows you only the documentation of that employee, which is useful when you only need to validate or review records of a specific person.

Consult documentation of a specific vehicle or machine

Similarly, you can access the specific documentation of a vehicle or machine from the corresponding list.

To do so:

1. On the Documentation status screen, expand the coordination.
2. Open the Vehicles / machines group.
3. Locate the vehicle or machine you want to consult (for example, by registration number).
4. Click on the Vehicle / machine documents icon in the corresponding row.

This view shows you only the documentation of that vehicle or machine.

Summary of consultation levels

Access level	Where to consult it	Which documents you will see
Complete coordination	Complete documentation icon on the coordination	Company, employees and vehicles/machines
Specific employee	Employee documents icon on the employee’s row	Only the selected employee’s
Specific vehicle/machine	Vehicle / machine documents icon on the vehicle’s row	Only the selected vehicle or machine’s

Caution

Remember that company documents can only be consulted from the coordination’s complete documentation view, not from the individual employee or vehicle lists.

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Source: Smartosh internal documentation «Document consultation».