Record evidence and approve it
Record a file, photo, number, answer, tick, signature or date for a person, subcontractor, asset, site or your company; approve or reject what others send; and let people send their own.
2 min readLast updated
Applies to: Core (every organisation) · Administrator, Project team, Safety officer (HSEQ), Project or site manager
Evidence is what shows an item is met for one person, subcontractor, asset, site or your company itself. Every submission is kept as history.
How to record evidence
- Step 1: On your compliance profile, open the item, then select Evidence beside the person, asset, site or your company.
- Step 2: Under Record evidence, fill in what the item asks for: a file, a photo, a number or ID, a typed answer, a tick, a signature (typing a full name is the signature), a date or a choice, plus any extra details and the issue, expiry or done date.
- Step 3: Select Save.
It counts as soon as it's saved when the item needs no approval, or when one of your company admins or the item's approver records it. Otherwise it waits under Waiting for approval and approvers are emailed.
How to approve or reject
- Step 1: Open Waiting for approval from your compliance profile (it lists what you can approve).
- Step 2: Open an entry, read it and its files.
- Step 3: Select Approve, or write a Note and select Reject (a note is needed to reject).
The history
History lists every submission, newest first: its status (Approved, Waiting for approval or Rejected), who sent it and who decided, the version of the item it was sent under, and its files. A record that doesn't meet a stricter version you adopted later says what's missing. For a subcontractor or worker, From their iComply documents lists their matching documents with your decision (Approved by you, Rejected by you, Checked by iComply (counts) or Waiting for your decision); Review opens each in their file. Open their record goes to the person's, subcontractor's, asset's or site's own page.
People sending their own evidence
Staff (their staff link), people (their personal link), subcontractors' workers (their worker pass) and subcontractors (their portal) see what your profile asks of them and can send evidence for it. They only ever see and send their own, and only for items that apply to them. It waits for your company admins or the item's approvers unless the item needs no approval; they're emailed.
Limits
- Files: PDF, PNG or JPG, up to 10 MB each. Photos: PNG or JPG. Every file is virus-checked and kept private.
- People sending their own evidence: up to 30 submissions an hour each.
Common questions
- I can't see people's names. Only company admins and each item's approvers see people's names and evidence.
- Who can record evidence? Company admins and approvers for anything they can see; everyone else for the company, its assets and its sites. Read-only roles can't record.