Verification Workflows
When a subcontractor submits a document through the portal, it enters a review queue. Users with Project Manager role or above can verify or reject submissions.
The Review Queue
Access the review queue from Compliance → Pending Review. Documents are sorted by submission date (oldest first). Each item shows:
- Subcontractor name and project
- Document type
- Submission timestamp
- Uploaded file (open in-browser or download)
- Auto-extracted data (expiration date, policy number) if AI parsing is enabled
Verifying a Document
Open the document and inspect it against requirements:
- Check coverage amounts — compare to your minimum insurance requirements
- Verify named insured — should match the subcontractor’s legal entity name
- Confirm expiration — ensure the policy covers the project period
- Validate scope — the document should cover the type of work being performed
Click Verify to approve. The document status changes to Verified and the subcontractor receives a confirmation email.
Rejecting a Document
If a document does not meet requirements:
- Click Reject
- Select a rejection reason from the list (or enter a custom reason):
- Coverage amount too low
- Wrong named insured
- Policy expired or about to expire within project window
- Illegible / wrong document uploaded
- Additional insured endorsement missing
- Click Send Rejection
The subcontractor receives an email with the rejection reason and a link to re-upload.
Rejection reasons are visible to the subcontractor and recorded permanently in the audit log. Write them clearly and professionally.
Pay Application Hold
If pay application enforcement is enabled (under Compliance → Settings → Enforce on Pay Applications), subcontractors with non-compliant status cannot have pay applications released. The pay application release button is disabled with a tooltip indicating which documents are missing or expired.
Audit Trail
Every verification action is logged:
- Who reviewed the document (user name and role)
- Timestamp of the action
- Action taken (verified / rejected)
- Rejection reason (if applicable)
This log is exportable as a CSV from Compliance → Export Audit Log.