Documents can be upload via the View Documents or View Collections tab.

1. Select the Upload Document button.

2. Choose the category from the available options: Complaints, Finance or Pre-works Survey.

3. Choose the Type of document (this is required for the Finance category).

4. If the category selected at step 2 is Survey, you will be prompted to enter the date the survey was carried out.

5. Enter a short description about the document/collection of files (Optional).

6. Click Attach File.

a.Select the File Type (Document, Drawing or Image)

b.Choose file. The file can be added by dragging and dropping it into the Choose File box. Alternatively, click the Choose File button and browse and select the file.

c.If you wish to associate the file with a particular excavation: select the excavation marker on the map and click the Select this Excavation button.

d.Enter a short caption for the document.

Related files: When you have multiple files that are related to the same purpose, e.g. files for a survey that may consist of a survey report, map and on-site photos, repeat Step 6 (and a - d) to add each additional file. This makes it easier for users to find all the relevant files. A single entry will be shown on the View the Collections using the summary information provided for the collection which when selected will list of the documents contained in it.

7. Choose from the save options:

▪Save Collection. Saves the collection. The collection will be accessible only to users in your organisation.  You can use the Publish option later if you wish to make the collection available to the applicant.

▪Save and Publish: The collection will be saved and automatically published. The applicant will be sent a notification and will have access to download the file(s) contained in the collection.

Document requests can be created from the Documents tab.

1. Click the Request Document button.

2. Enter details of what you wish the applicant to provide and why.

3. Click Confirm.

A notification will be sent to the applicant informing them of your request.

Use the Publish option to make the documents in the collection available to the applicant. This can be done either when creating the collection or at a later date.

1.Publish new collection: When creating a new collection, use the Save and Publish to save the collection and automatically publish it to the applicant.

2.Publish existing collection: Select the row from the View Collections tab, click the Publish option and click Confirm.

Licence Certificates are automatically published to the applicant when the licence is granted.

If you submit a document request in error, or no longer need the document requested, open the Documents and click the Revoke Request button shown next to the request and click Confirm.

An notification will be sent to the applicant informing them that the request has been cancelled and the reason given. No further action will need to be taken.

Note: Not all documents can be deleted.

If a document is available to delete a icon will be shown under the Options heading next to the document.

Click on button and confirm you wish to delete the document.

If you later wish to see the deleted document, tick the Show Deleted Documents checkbox. The document will be displayed in red on the Documents tab.

If one or more documents have been deleted from the Documents, a checkbox labelled Show Deleted Documents will be displayed.

Click this to view the deleted documents. All deleted document will appear in the documents list showing a status of Deleted.

Publishing a document will make it available to the applicant to view and download.

Click on the row and select the Publish option and click Confirm.

Once published, the status will be updated to Published.

If you have published a document in error or you simply no longer want the applicant to view it, click on the row and the Unpublish option and then click Confirm.

The document status will be updated to Unpublished.