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Contractor Safety Files
(Non-Safety 360 Supplier - External)
V2.3 Guide
Introduction
To create and use Safety Files on the system, the following must be in place:
- User access to Safety 360 Elite
- If you will be sharing files with people outside your organisation, make sure you have your Connected company set-up.
Contractor Files are used to obtain documents from suppliers that are not Safety 360 Elite subscribers. These are called “Standard Contractors” on the system
This guide will go through the following options:
- Create Contractor Profile and Contacts
- Create Contractor File
- Share Contractor File
- Audit File
The Contractor File process on Safety 360 Elite comprises the following stages:
- Create – Contractor Profile
1.1. Create File – Master/Contractor
- Share – Share with the Contractor
- Audit – Ensure all requirements are in place
Create Contractor Profile
Contractor Files can be used for Contractor Onboarding and Compliance Management. These files can be created and shared with Standard Contractors; these are suppliers that do not have a subscription to Safety 360 Elite / Lite.
Contractor Files will be sent to a Contact added to a Contractor Profile, only active Contacts can be selected for sharing.
Before going to Contractor Files, we will first go through the Standard Contractor creation and management.
This guide will assist with:
- Create a Standard Contractor Profile
- Contractor Register
- Adding Contacts to Contractor Profile
Create Contractor File – Create
On the left navigation pane of Safety360 Elite you will find “Contractors”. Click the icon to navigate to the main Contractor Page. From there click “Add New Contractor” as shown below
From there you can choose between 3 options: 360Community / Plus / Standard. You will be selecting the “Standard Contractor” tab as shown below.
To create a “Standard Contractor” you only need to add a Contractor Name, the rest of the fields are all optional.
Once a Contractor Name is added the “Create” button will unlock. Once confirmed the Contractor Profile has been added to the register.
Create Contractor File - Register
Created/linked Profiles can be found on the main Contractors Register shown below.
You can click any profile to open the Contractor Dashboard. On the Contractor Dashboard, you can add specific Contacts for that profile.
We will use Bobs Builders as shown above.
Create Contractor File – Add Contacts
Once you click a Contractor Profile from the register you will be taken to the Dashboard.
Click the + Icon shown below to start adding Contacts. These Contacts will be available for selection when sharing Contractor Files. You can add as many contacts as required.
You can repeat the process as many times as required.
You can click the Pencil icon to edit information or archive the Contact. Files can only be shared with Active Contacts.
Create Contractor File
On the left navigation pane of Safety360 Elite you will find the Safety File tab. Click the icon to navigate to the main Safety Files dashboard. This is also where you find existing Safety Files once created. Click here to begin, is circled in red.
(1) Name your safety file, (2) Select “Contractor File”, and add a description if required, (3) Select a Master file template to copy from (leave it blank if there is no existing Master File), and (4) Select the Standard Contractor who will receive the file.
We will be sending a File to Bob Mc Builder from Bob’s Builders so our example will look like this:
Once all required fields (marked with *) have been completed, the “Create” button shown above will activate. Click to create the File, this will take you to the Contractor File Dashboard.
To customize the layout or add any additional files to be shared with the Standard Contract, you can click the 3dots (1) in the GREY bar to open the folder Menu. The name of the current folder will be displayed (2). As you navigate the file, the name will update. You can click the Home icon (3) to return to the main page.
The contractor file will normally only include the structure of the files that are required from the Contractor.
1 shows you where to click to create the file structure. It is advised to use 01, 02, 03, 10, 11 etc to keep the sequence of the folders in the correct order. 2 If you have made a mistake, it is possible to edit the folder name. You can push F5 to refresh the page. 3 When you are finished with the file then you can share it with the Contractor.
Upload files to the new Contractor File
Normally, for a contractor file, you will not add any documents, as you are going to share the structure with the Contractor to add the required documents.
The below is available for you to use the Menu shown below to customize the folders, as well as add documents by clicking “Import from IMS” or “Upload Files”
The “Import from IMS” option will open your File Explorer, where you can link already loaded Documents and Files that are saved in your System. This is the preferred option as the Documents and Files are replicated and not duplicates. This makes Document Control and Management easy.
“Upload Files” will allow you to manually upload Documents and Files from your device to the Contractor File. This Document of File will ONLY be available in this Contractor File unless the box shown below is used. It is recommended to save all files in Safety 360 IMS before linking in Safety files.
Share Contractor File
Once the Contractor file is complete and ready to be sent to the Supplier, click the “Sharing” icon shown below.
This will open the Safety File Collaborators page. Important to note: Only employees listed here will have access to the File. If someone’s name is NOT on this list, they will have NO access to this file.
There are 2 options available on the Collaborators List: Share (1) and Assign (2).
To add Standard Contractor, click (1)
Contractor File – Sharing - Share
The first thing to do is to add the required employees to this Collaborators list. These employees can be from your Company (internal sharing), A S360Community company (the company also subscribes to Safety 360), or a Standard Contractor (they don’t have a Safety 360 system).
For this example, you will select “Share with Standard Contractor / Client” (they don’t have a S360 subscription.
From there we are taken to the Share page. Here you will add all the required details regarding sharing.
Contractor File – Sharing - Permissions
The relevant permissions and Security are explained below:
Contractor File – Sharing
Once all required Fields have been completed the “Share” button will activate. Click this to finish adding a new person to Collaborators List.
The Collaborators List will now include the newly added Contact. (1) Here we can also see their current permissions, (2) the Email used when sharing, (3) the link expiry date, as well as (4) the ability to remove the Contact person.
Contractor File received by the Contractor
The process will start from receipt of a Shared Safety File email from Safety 360 Elite. This email will come from app@safety360elite.co.za and is a no-reply account.
They can click the “View Safety File” button to gain access.
The Permissions box will show all the relevant rules and permissions on this Safety File. These were added by the person who created the file and can be edited by them.
The Contractor will get the file and will be able to upload the documents. If you haven’t given him rights to add new folders or to conduct an audit, they will not be able to do those activities.
Audit Contractor File
When the supplier (Contractor) has finished with the file, they will click the “Ready for Audit” button. Once clicked, it will send the Contractor File Creator (You) an email to indicate the file is ready for audit.
The Safety file will open up, and the Auditor can click on “Start Audit”, marked in red
The Safety file will open up, and the Auditor can click on “Start Audit”, marked in red.
The shields on the left hand side show that you are in an auditing phase.
Click on the right-hand 3 dots to view, download the document, save, audit, see the audit history, see more details of the file, cut the file, delete the folder, or delete all instances.
Click on 1 or 2 to audit the document in question.
Here you can do 1 of the following: Pass the document after the review, Fail, or Ignore.
Before concluding the audit there are a few things to note and do:
The relevant permissions and Security are explained below:
If the file is in a failing stage, then it can be sent back to the contractor by clicking on (1) Share and (2) Assign. The Contractor file will be going between the 2 parties till it passes.
The Contractor file will be going between the 2 parties till it passes (1).
It will also show passed (or failed, see No. 2) and how many times it was audited on the dashboard (1)
Conclusion
Safety Files aims to assist system users with creating, maintaining and sharing safety files digitally.
Contractor files can be used to onboard suppliers and ensure compliance through auditing.
All data can be downloaded for easy external use and can be reported on through Safety 360 Elite Reports.