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:

1. Check coverage amounts — compare to your minimum insurance requirements
2. Verify named insured — should match the subcontractor’s legal entity name
3. Confirm expiration — ensure the policy covers the project period
4. 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:

1. Click Reject
2. 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
3. Click Send Rejection

The subcontractor receives an email with the rejection reason and a link to re-upload.

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.