CAE as an external company

Operational guide for CAE managers of external company in Smartosh. Summarises the official manual; does not replace all nuances or advanced filters.

Objective

Manage business activity coordination (CAE) in one place: your company data, employees and vehicles/machines, assignment to coordinations, exchange of documentation (requested, pending validation, expiries) and CAE notifications with the main company.

First access

1. You will receive a welcome email with the URL, the username and a link to change the password.
2. Create the password via that link (the system will confirm the change).
3. Enter via Access SmartOSH and log in with username and password.

CAE Panel (quick access)

From the top menu, CAE Panel concentrates the usual:

Access	Purpose
Documents pending acceptance or review	Review and, if applicable, accept and sign as CAE manager. The number below the title indicates pending items.
Requested documents	Documents requested by the contractor; here you attach files.
All documents	View already accepted documentation and others if you change filters (e.g. status).
External companies	Review your company data and register employees to assign them to coordinations.
Coordinations	View (without editing header): participants, document status, CAE Notifications to the main company.
Subcontractors	View subcontracted companies under your organisation.
CAE Manual	Link to the full manual document.
CAE Notifications	View and respond to notices with the main company.

Access control (from Home): check the documentation status of external company workers; the employee is a mandatory search criterion.

Alternative routes

Many screens are repeated from the CAE module (for example CAE → External companies instead of CAE Panel).

1. Review or edit your company data

1. CAE Panel → External companies (or CAE → External companies).
2. Click the three dots next to your company name and open the details.
3. Verify or correct data; if you change anything, use Save and close.

To register subcontracted companies you must coordinate with the CAE administrator of the main company (this is not a free registration from here).

2. Employees: registration, optional data and deregistration

1. Same route to the External company details.
2. Tab Employees → New.
3. Fill in at least First name, Last name 1 and Identification (DNI/NIE, etc.); confirm with Accept and Save on the previous screen. Mandatory fields are marked with an asterisk.
4. Self-employed: check Self-employed if not staff; it is advisable to fill in NASS when applicable.
5. Start/end dates in the external company: open the employee, complete the pop-up and Accept + Save (this does not yet imply assignment to a coordination).

Caution

Do not deregister the responsible user with which you access the platform: the user will be disabled and access lost.

Employee deregistration: in the Employees tab, select → Deregister employees (proposed date editable). This unassigns the employee from all coordinations and deactivates document requirements linked to them. You can only deregister from coordinations where you are responsible.

Reactivate an inactive employee: tab Employees → Link → search person → Accept → check dates → Save. Then you must reassign them to the relevant coordinations.

3. Assign or remove employees from a coordination

Without leaving External company | Employees:

• Assign: select the employee → Assign/Unassign → Assign to coordinations → check coordinations → Accept → Save in external company.
• Unassign: same menu → Unassign from coordinations → check → Accept → Save and close in external company.

When employees are associated, documentation requests will start to be generated according to the coordination configuration.

4. Vehicles and machines

1. External company → tab Vehicles/machines → New.
2. Minimum: Type and Registration/Serial number; Accept and Save. If a type is missing in the catalogue, contact the main company.
3. Assign/unassign from coordinations: same as with employees, from Assign/Unassign in that tab.
4. To remove the vehicle link from your external company: select row → Delete (see manual).

5. Documentation: pending, requested and statuses

Pending acceptance or review

CAE Panel → Documents pending… → on the row, Validate document (or Operations → Go to validation page). Download the file, review and Accept and Sign if appropriate. If you are validator, you can indicate expiry and issue. Digital signature can be made in a box with the mouse if the flow requires it.

If the item does not appear with a blue border, the document responsible may be another external company.

Requested documents

CAE Panel → Requested documents → Upload document or Operations → Attach documents. Choose file, Issue date and Accept. Only one file per request: if several, combine or compress into a zip. The indicated expiry date conditions automatic re-request; usually there are notices 14 and 7 days before.

Template: if applicable, download the template (platform or email), fill it in, virtualise it and upload it with Attach document.

All documents

By default you will see Accepted; expand with the Document filter for other statuses.

Useful statuses (summary): Requested (attach or resend after rejection), Pending acceptance/review, Accepted, Rejected, Cancelled/Not applicable. If rejected, you will receive an email to the CAE manager with the reason.

Expiry and attachment change

• About to expire: prior notices; after expiry, a new request will arrive to upload the renewed document. Meanwhile the previous document may still be considered accepted according to flow rules (see manual).
• Change attachment only if the status remains Pending acceptance/review at destination: CAE Panel → All documents → filters as per manual → Operations → Change current attached file.

Document «Not applicable»

From Upload document, option Not applicable: reason and confirm. Goes to validation by the main company; if rejected, it is requested again. If you validate an incoming document and it is not applicable, the manual foresees a Not applicable flow from validation to leaving the requirement as Cancelled/Not applicable.

6. Bulk download

CAE → Documents: select records → Operations → Download documents in bulk (active, inactive or both; in the zip active ones may be marked with (A) as per manual).

7. Filters and listings (general idea)

In Documents, Coordinations, External companies, etc. there are top filters (status, expiry, class, coordination type…). You can refine with Column selector (right-click on headers) and funnel filter in columns, or text search. Header filters allow one option each; you can combine several different filters.

8. Subcontractors

If a subcontractor works under your responsibility, the main company must register access after receiving VAT number, company name and CAE manager data (name, ID, email). In CAE Panel → Subcontractors you see the list. To view subcontractor documents in listings, add the Subcontractor column (column selector).

9. CAE Notifications

• List: CAE Panel → CAE Notifications (number indicates unread).
• Create: CAE Panel → Coordinations → open coordination → tab CAE Notifications → New → fill mandatory (*).
• Send: in notifications list, select → Operations → Send notification (only if Notification sent is not checked; to resend, uncheck Sent as per manual). The response from the main company appears in the Response column.

10. Consult employee documentation

Home → Access control → criteria (employee mandatory) → Search documents. External and additional managers see according to their company and subcontractors scope (details in manual).

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*Source: M-SO-21-09 «CAE usage manual for external company», version 17.1, 19/05/2025.