To review
The queue of submitted documents awaiting a decision, and the review screen of a document.
Review queue
Documents to review, oldest first (a requirement marked critical by one of your connected tools comes first). “Review …h late” flags a document waiting longer than the review delay. Opening a document reserves it in your name to avoid double handling; an owner or administrator can “Take over” a reservation. Requirements a third party says do not concern it are counted in the menu and announced at the top of the page: the decision is taken on the requirement.
Fields and buttons
- Reserved by you
- You opened this document: it is reserved in your name, so that no one handles it twice.
- Take over
- Owners and administrators: take a document reserved by someone else.
- Calls and review
- Assisted service: the documents the Vigilo team checks, or those your team checks.
- Next
- The next document in the queue, without going back to the list.
- Back to the review list
- Back to the list of pending documents.
Document
The file is shown next to the form. Image: zoom and rotation. PDF: the browser's viewer; without a built-in viewer (phone), “Open the document” opens it in a new tab. HEIC photo: no preview, download the file. “Download” keeps the original.
Fields and buttons
- Zoom in
- Image: enlarge.
- Zoom out
- Image: reduce.
- Rotate
- Image: turn a quarter turn (photo taken sideways).
- Download
- The stored file: as uploaded, or its compressed copy (photo as WebP, PDF optimized).
- Open the document
- Opens the PDF in a new tab when the browser does not display it (phone).
Checks
Check the dates and numbers entered. Vigilo reads the document (PDF text, photo or scan) and, if a required field remains unreadable, hands it to an AI (“read by AI”): “Matches the document”, “Read on the document, check it” or “The document says …” when the entry differs; “Use this value” takes the value read. Health documents and those carrying a code to enter never go to an AI; those naming employees, only if your organization chose so (Settings › Statuses and steps). Follow the type's checklist; “Check on …” opens the official verification website and “Copy the verification code” copies the code to enter there.
Fields and buttons
- Document reading
- What Vigilo read in the document, to compare with the information entered.
- Matches the document
- The information entered is the one read on the document.
- Read on the document, check it
- Filled in from the document: check it before approving.
- Use this value
- Replaces the information entered with the one read on the document.
- Checkpoints
- The type's checks; as long as a blocking item is not ticked, “Approve” stays unavailable.
- Copy the verification code
- Copies the document's verification code, to paste on the official website.
Decision
Approve, or reject with a reason: the third party is notified and can submit again. With double approval, a second person approves after you. Whoever submitted a document cannot approve it if the organization forbids it. “Same document for” applies the decision to other requirements of the same third party and type. An approval can be revoked with a reason; everything appears in the requirement's history.
Fields and buttons
- Approve
- The document covers the requirement until its end of validity, unless a blocking finding is still open.
- First approval (step 1 of 2)
- Double approval: a second person approves next.
- Comment (optional)
- Written to the requirement's history; required to approve a document that has already expired.
- Same document for
- The ticked requirements, of the same third party and type, are approved with this one.
- Reject
- The third party is told the reason and can upload again.
- Reason
- Shown to the third party; “Other reason” needs a comment.
- Comment sent to the third party
- What the third party must correct, 1,000 characters at most.
- Internal note
- For your team, never shown to the third party.
- Revoke approval
- Cancels an approval, with a reason; the requirement gets back its status without this document.
- Withdraw
- For a document not decided yet (wrong file, sent twice): it no longer counts and the requirement returns to its previous state; the history keeps it. “Also erase the file” deletes a file holding someone else's data. The third party is not told: to ask for another document, reject it.
- Erase the file
- For a document withdrawn earlier whose file holds someone else's data: deletes the file for good; its name and fingerprint stay in the history.
Assign a document
“Assign to…” asks a colleague to review the document: a second opinion, an amount to check, a file they know. The message is read by your colleagues, never by the third party. The colleague is notified and finds the document under “For me”, together with the documents of the requirements they own. A document assigned to someone else leaves your counter and “Next”, but any member allowed to review can still open it and decide. “Back to the shared list” returns it to everyone. When a member leaves, their documents go to their replacement.
Fields and buttons
- Assign to
- Asks a colleague to review the document, with a message; they are notified.
- Message
- What you expect from them. Never shown to the third party.
- For me
- The documents assigned to you and those of the requirements you own.
- Back to the shared list
- Puts the document back in the shared list: every member who can review finds it.