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Requirements

A requirement is a document or check expected from a third party, a site, a unit or a piece of equipment, according to a compliance type. This list shows them all, with their status and due date.

Statuses

Not requested, Requested, Submitted, In review, Rejected: the document is expected or being checked. Compliant: a valid document was approved. Expiring soon: still valid, but its end of validity falls within N days (the type's “expiring soon” alert, 30 by default); the reminder calendar is set separately. Overdue: the due date passed without a document. Expired: the document's end date passed (after the type's grace period, if any). Waived: you waived it, with or without an end date. Closed: it no longer applies (relationship ended, type deactivated…). “Blocked” is added when an open finding prevents compliance (depending on the type's “Open findings” setting: a critical finding, or any open finding).

Fields and buttons
Due date
Date by which the document or inspection is expected, or its renewal. Once passed without an approved document, the requirement is “Overdue”.
Days left
Days before the due date; in red, the days overdue. Empty for a closed requirement.
Valid until
End of validity of the last approved document. Once passed (after the type's grace period), the requirement is “Expired”.

Filters, views and columns

Filter by status, type, site, owner, due date, reminders, rule or custom field; the search covers the third party, the site and the type. Closed requirements are hidden unless you show them. Save the filters as a view, for yourself or shared with the whole organization (owners, administrators and managers; viewers use the shared views); a shared view is deleted by its author or an administrator. The columns (Columns menu: show, hide, reorder; the CSV export uses the ones shown) and the default view belong to your account. With the assisted service, the “Calls and review” filter separates what Vigilo follows from what your team follows; the “Followed by Vigilo” badge marks the rows our team follows.

Fields and buttons
Compliance
Statuses grouped as on the dashboard: compliant, non-compliant, pending, excluded.
Status
One status. By default, closed requirements are hidden.
Compliance type
The requirements of one compliance type.
Site
The requirements of a site and of what belongs to it (units, equipment, leases and contracts).
Owner
Yours, a member's, or those without an owner.
Due date
Due date passed, in the next 30 days, later, or no date.
Rule coverage
“Out of rule only”: requirements a rule created but no longer covers (criteria changed, item changed, rule deactivated). They stay tracked until you exclude them.
Waiver
“To approve”: waiver requests waiting for another administrator's approval.
Reminders
No recipient (no reachable contact), reminders used up (every reminder has been sent), paused, or third party without a current relationship.
Rule
The requirements created by an assignment rule.
Direction
To receive: the document is provided to you (by a third party, a body or your team). To provide: you provide it to a customer or a landlord.
Calls and review
With the assisted service: what the Vigilo team follows, or what your team follows.
Views
Saves the filters and sorting, for you or shared with the organization; a view can open by default.
Columns
Show, hide and reorder the columns, for your account only. The CSV export uses the columns shown.
Third party providing the document
Optional column: the third party an inspection of a site or equipment is entrusted to.
External reference
Optional column: the third party's reference in your software (ERP, accounting).

Acting on several requirements

Tick rows (or “Select all N results” for the whole filter, 500 at most), then Actions: remind now, pause or resume reminders, change the due date, assign an owner, entrust to a third party, waive, “Exclude” (does not apply). With the assisted service, an owner or an administrator also chooses “Calls and review” (Vigilo, your team or as the type). The report gives the number done and, per reason, the number refused; it stays shown even if the rows leave the filter. “Export as CSV” downloads the selection (5,000 rows at most). “Download evidence…” gathers the approved evidence of the ticked rows in a ZIP: the latest for each requirement, all of it, or that valid during a period. The same button is in a third party's Requirements tab.

Fields and buttons
Select all results
Extends the selection to every result of the filter, 500 requirements at most.
Remind now
One email per recipient, grouping their requirements; those already reminded today are skipped.
Pause reminders
No reminder at all until the chosen date.
Resume reminders
Reminders start again on the schedule.
Change the due date
The same new due date for all; a past date makes them overdue.
Assign owner
A member who sees these requirements; those they do not see are skipped, with the reason.
Entrust to a third party
The third party who must provide the inspection of a site or equipment; they receive the request and the reminders.
Waive
No more reminders or overdue status: reason required, optional end date (5 years at most).
Request a waiver
When the organization requires a second approval: nothing changes until another administrator approves.
Approve the waivers
Approves the waiver requests made by other members.
Exclude
Closes, with a reason, requirements that do not apply; they can be reinstated from their page.
Reinstate
Reopens, with a reason, the excluded requirements selected, and a third party's own requirements closed with its last relationship. Shown when closed requirements are listed.
Calls and review
Assisted service, owners and administrators: Vigilo, your team, or as the type.
Export as CSV
Downloads the selection with the columns shown, 5,000 rows at most.

Creating a requirement by hand

“New requirement”: choose the type, what it applies to (third party, site, unit, equipment or the organization, depending on the type) and the due date, then, for a third party, whether the request goes out now. To create requirements in bulk, prefer an assignment rule (Assignment rules menu): it creates and keeps up to date the requirements of every item concerned.

Fields and buttons
New requirement
One requirement by hand. For every item concerned, prefer an assignment rule: it creates them and keeps them up to date.
Compliance type
What is requested; the type sets what the requirement can apply to, the frequency and the information to enter.
Applies to
The third party, site, unit, equipment or organization, depending on the type.
Relationship with the site
For a third party: one of its relationships (lease, contract), or the third party in general.
To be provided by
Due date of the first document; a past date makes the requirement overdue at once.
Send the request now
The third party receives the request and its upload link without waiting for the reminder schedule.

How to