How to automatically complete a compliance pass when a document is uploaded

When a contractor uploads a compliance document against a statutory planned work order, the system can automatically mark the compliance as passed - removing the need for someone to manually complete this step. This is useful for streamlining compliance workflows where the upload of a passing document is sufficient evidence of compliance.

Before You Start

• You must have the Planned Work Template Manage permission to configure this feature
• The planned work template must be marked as Statutory
• The work order type's compliance workflow must include the correct transition (see below)

How It Works

When all of the following conditions are met, the system will automatically set the compliance date to the current date:

1. The planned work template has "Auto-complete compliance pass" enabled
2. The document being uploaded is the first document added to the work order
3. The document status is set to Pass or Pass With Recommendations
4. The work order is in the correct starting state for the compliance transition in the workflow

If any one of these conditions is not met, auto-complete will not trigger and the compliance pass will need to be recorded manually.

Setting Up the Planned Work Template

1. Go to Settings from the main navigation menu.
2. Select Planned Work Templates from the settings menu.
3. Open the template you want to configure, or create a new one.
4. Ensure the template is marked as Statutory - the auto-complete option is only visible for statutory templates.
5. Locate the "Auto-complete compliance pass" setting.
6. Enable the toggle. The default is off.
7. Save the template.

Configuring the Compliance Workflow

The auto-complete feature relies on a specific transition existing in the compliance workflow. Without this transition, enabling the setting on the template alone will have no effect.

1. Go to Settings from the main navigation menu.
2. Navigate to Workflows and open the compliance workflow associated with your work order type.
3. Check that a transition exists from the appropriate starting state that includes the SetCompliantDateNow action class.
4. If the transition does not exist, add a new transition:
   • Create the transition from the state that work orders are in when compliance documents are uploaded
   • Assign the SetCompliantDateNow action class to the transition
5. Save the workflow.

What Happens When Auto-Complete Triggers

• The compliance date is automatically set to the current date when the contractor uploads a passing document.
• The work order transitions through the compliance workflow as if the pass had been recorded manually.
• No further action is needed from an administrator or manager for that compliance record.

What Happens When Auto-Complete Does Not Trigger

If any of the required conditions are not met, the system behaves as normal - the document is uploaded but the compliance pass is not recorded automatically. Common reasons include:

• Not the first document: A document has already been uploaded to the work order. Auto-complete only fires on the first document upload.
• Document status is not a pass: The document was uploaded with a status other than Pass or Pass With Recommendations.
• Work order is in the wrong state: The work order has moved past the state that the compliance transition is configured for.
• Template setting not enabled: The "Auto-complete compliance pass" checkbox is not ticked on the planned work template.
• Workflow transition missing: The compliance workflow does not include a transition with the SetCompliantDateNow action class from the correct starting state.

In all of these cases, the compliance pass will need to be completed manually.

Good to Know

• The auto-complete only considers the first document uploaded. If a contractor uploads a failing document first and then uploads a passing document, auto-complete will not trigger on the second upload.
• The setting is per template, so you can enable it for some statutory templates and leave it disabled for others depending on your compliance requirements.
• If you are unsure whether your compliance workflow has the correct transition, contact Supportr before enabling the template setting.

Frequently Asked Questions

I've enabled the setting but compliance is not being auto-completed - what should I check?
First, confirm the compliance workflow has a transition with the SetCompliantDateNow action class from the correct starting state. Then check that the work order is in the expected state when the document is uploaded. Finally, verify that the document being uploaded is the first document on the work order and that its status is Pass or Pass With Recommendations.

Does auto-complete work for documents marked as Pass With Recommendations?
Yes. Both Pass and Pass With Recommendations will trigger the auto-complete, provided all other conditions are met.

Can I enable this for non-statutory templates?
No. The "Auto-complete compliance pass" setting is only available on templates where Statutory is set to Yes.

What if the contractor uploads the wrong document - can I undo the auto-complete?
If the auto-set compliant date is wrong or needs adjusting, an authorised user can simply edit it directly on the work order if they have the edit compliant date permission. No need to contact support. The change is recorded in the work order's activity history for full auditability. Just note that the compliant date drives the compliance schedule, so changing it may shift the next due date(s) for that planned work accordingly.