Documentation statuses

Each document in a coordination goes through different statuses that indicate what action is expected from you or from the main company. Knowing the meaning of each status allows you to know what to do at each moment and keep the documentation up to date.

Where to check the status

Statuses can be checked from the documentation sections of the coordination. In each document requirement a status is shown that defines the current situation of the process.

The four main statuses are:

• Requested
• Pending acceptance / review (sign)
• Accepted
• Cancelled / Not applicable

Requested

A document with the Requested status indicates that the main company is asking you for a document and you must upload it.

Requests may originate from:

• New documents requested for the first time.
• Previous rejections that require you to upload a new document.
• Updates of documents that are about to expire or have already expired.

How to respond to a request

1. Identify the document being requested.
2. Indicate the issue date.
3. Upload the document in the space provided.
4. Click Attach to send it.

After attaching it, the request will change to Pending acceptance / review and will await client validation. No further action is required from you.

Pending acceptance / review (sign)

A document with the Pending acceptance / review (sign) status indicates that the main company is sending you a document for you to accept and sign.

Note

These submissions are usually informative and specific risk documents that the main company sends you and that it is important for you to be aware of.

How to accept and sign the document

1. The system will show you a preview of the document.
2. Review its content.
3. Click Accept and sign to confirm it.

Quick preview

If you just want to view the document without entering the signing page, you can use the View document icon to open a preview.

Once signed, the submission will change to Accepted status and will require no further action from you.

Accepted

A document with the Accepted status means that:

• The main company has approved the document you uploaded, or
• You have accepted and signed a document that was sent to you.

Available actions

• View document: preview the document from the corresponding icon.
• Download: if you want to have the file physically on your device, use the Download option.

No further action is required in this status.

Cancelled / Not applicable

Sometimes you are requested non-mandatory documents that do not apply to the employee, vehicle, or activity in question. In those cases, you can indicate this to the main company instead of uploading a document.

How to mark a document as “Not applicable”

1. In the request, click the Not Applicable option.
2. Specify the reason why the document does not apply, so there is a record.
3. Confirm the action.

The request will change to Cancelled / Not applicable status and will no longer require actions from you.

Subsequent validation

Depending on the client’s configuration, the Not applicable request may need to undergo subsequent validation and be ratified by the main company. In that case:

• The request will first change to Pending acceptance / review (sign) status.
• If the main company accepts it, it will change to Cancelled / Not applicable.
• If it is rejected, it will revert to Requested status and you will need to provide the document.

Quick summary

Status	Meaning	Expected action
Requested	A document is requested from you	Upload the document
Pending acceptance / review (sign)	A document is sent to you	Review, accept and sign
Accepted	Document validated or signed	None (view/download)
Cancelled / Not applicable	The document does not apply to the case	None (may require subsequent validation)

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Source: Smartosh internal documentation «Document statuses», available at Scribe.