Upload Safety Documents on Behalf of a Supplier
This article explains how a UK admin can upload supplier safety documents on a supplier’s behalf, including documents such as RAMS, SDS, insurance, and other required supplier records. This process is useful when a supplier cannot access their upload link or when onboarding needs to be completed promptly.
What this means
- Uploading “on behalf of a supplier” means a host/admin submits a supplier document into the site’s Supplier Documents workflow for that supplier.
- The uploaded document will follow the configured workflow for that document type, including approval steps, expiry rules, and any notifications.
When you’ll use this
- The supplier contact does not have the onboarding link or is having trouble uploading.
- The project team received documents by email and needs them stored in the correct Supplier Documents record for the site.
- You need the document to enter the approval process so it can be approved and (if configured) shown at worker check-in for sign-off.
Step-by-step
Key Considerations
1. Check the document status after upload
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If the document kind is configured with no approval step, it will be automatically approved on submission
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If the document kind requires approval, it will be submitted as Pending until approved (and may require one or two approval stages depending on configuration)
2. If approval is required, complete or route the approval
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If it is a two-step approval workflow, approval must be completed in stage 1 and then stage 2
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If stage 1 rejects, the document becomes Rejected and does not proceed to stage 2
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If it is a one-step approval workflow, approve or reject as required by the configured roles
3. Re-check visibility expectations
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Pending documents are not visible to workers at check-in and are not visible in the Supplier Documents tile for hosts until approved
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Approved documents are visible to hosts, and may be visible at worker check-in if sign-off is enabled for that document kind
Common issues
Document does not appear for workers to sign
What to check
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Confirm the document is Approved and that sign-off is enabled for that document kind (Disabled, Optional, or Mandatory).
What to do
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Approve the document (if it is Pending). If sign-off is Disabled for that document kind, update the configuration if the customer expects check-in sign-off.
Document is stuck in Pending
What to check
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Confirm whether the document kind uses a one-step or two-step approval workflow, and confirm the approver roles for the relevant stage(s).
What to do
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Have the correct approver complete the required approval stage(s). If a reset is needed, confirm whether the user has permission to use Reset Approval.
Supplier says they did not get notified about a rejection
What to check
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Confirm whether rejection notification is enabled for that document kind, and confirm the supplier’s Primary Contact details on the site supplier record.
What to do
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Enable rejection notifications if required, and ensure the correct Primary Contact is set so emails go to the right person.
Document expired or became inactive
What to check
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Check the expiry date mode (Disabled, Optional, Mandatory) and the entered expiry date. Documents can auto-inactivate when the expiry date is reached.
What to do
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Upload a new version with an updated expiry date (or correct the expiry date if it was entered incorrectly).
Why this matters
- It ensures supplier safety documentation is stored in one place and follows the site’s approval and compliance workflow.
- It improves auditability and reduces the risk of workers relying on unapproved or expired documents.
Need help?
If you’re not sure which document type to use, or who should approve it, contact your internal site admin team or the person responsible for supplier document approvals on that site.
If you require any assistance or have a question, please contact our Support Team on +44 7400 977 382 or email us at support@breadcrumb.co, and we'll be happy to help.