Add/Edit eDocument Types

Modified on Tue, 5 Aug at 4:40 PM

The eDocument Types allow for you as the Agency/Admin to collect pertinent documentation from your contractors and organize those documents within an electronic filing cabinet. An eDocument type must first be set up before the contractor can select the category for upload.

You must first define the documents you want to collect. Your Implementation Project Manager or Account Manager will work with you when first setting up your database to provide you with ideas of eDocuments other Agency/Admins have previously used. Some examples may include but are not limited to Fringe Benefit Statement, Apprentice Certification, Apprentice Program Documentation, Employee Consent for Wage Deductions, and Restitution Documentation. You may upload, as an Administrator, any type of documents where you wish to have an electronic copy (see Restrictions below).

Steps to Set up an eDocument Type

To set up the eDocument type go to Set Up >> Add/Edit eDocument Types. You will be able to view any previous eDocument Types you have already setup or if you are just beginning, click on Add eDocument Type.

Now you will begin the setup and name your eDocument as well as selecting the parameters for each eDocument to be setup.

Document Name – Enter the name of the document you want to show within the Contractor’s drop-down selection.

Select By – You can set an eDocument to be available by Departments or Projects. Depending on your selection, you can set an eDocument to be only available for a specific project(s) or department(s) or for all projects/departments that are added to the database. This will be demonstrated in the next step under Projects/Departments.

Projects – Depending on your previous selection, this will either be listed as Projects or Departments. Here are the various ways you can assign an eDocument type.

Ability to select single specific projects or departments. Click on individual projects or departments that you want this eDocument available for.

If you want an eDocument to be added to all projects added to your database or all departments, you can click “Check all” and every time a new project or department is added, it will automatically have this eDocument available.

Expire Frequency – If the eDocument has an expiration frequency, select the expire frequency from the drop-down menu. Note: Expire Frequency will be counted from date of document when uploaded. Document date is a system-wide required field.

Submit Delay in Days – The default is set to 0. If you want to require a document at the end of the month rather than prior to the initial CPR submittal, this can then be set with a value of 30.

Is this a required document? – An Agency/Admin can set this requirement three different ways:

Required (Y) – request that all contractors/subcontractors submit this eDocument but does not stop them if they do not submit prior to certification.
Not Required (N) – for those documents that you want to collect for specific situations but may not be required for all users. An example may be an Apprentice Certification. It is required if a contractor has an Apprentice but not all contractors may have an Apprentice.
Required Prior to Certification (R) – this setting will require that EVERY contractor / subcontractor submit this eDocument before they can certify their first CPR. If they have not submitted the eDocument, they will have a hard stop when then go to certify their payroll. Note: when using this function, please ensure that EVERY contractor must comply before they can move forward. You would not want to use this setting for documents such as an Apprentice Certification as not every contractor may have an apprentice working on the project.

Is document expire date required? – Select this if a document has an expiration date that you want entered at time of upload. If a document expires, it is then listed as a missing required document. If it is required to be submitted prior to certification, then the contractor cannot certify any CPRs until the valid document is submitted.

Is CPR week-end date required? – When requiring this, a contractor must enter a weekend date when uploading the eDocument. You would only want to use this when the document being submitted refers to a specific W/E date e.g., check stub.

Is employee required – For documents that are specific to an employee, it is highly recommended to require this field e.g., Apprentice Certification or OSHA card. We have developed an Employee eDocument report that can be used to determine which employees have submitted or not submitted the particular eDocument as long as this is turned to required.

Apply uploaded document to all projects? – If this is turned to yes, the eDocument would apply to all projects the contractor works on within your database. If you require a new eDocument per project, this should then be set to no which means the contractor would need to submit the eDocument each time they are on a new project.

Document Description – Set the expectations for your contractor for this eDocument or provide your explanation of the eDocument created.

Restrictions – This functionality will allow the Agency/Admin to define the users that will be uploading this eDocument and access of the document by making one of the following selections. The default is set to Allow CONTRACTOR to Upload, View, and Report.

Allow ADMIN only to see Document Name in Upload, View, and Report. This would apply to ADMIN only documents that are private and should not be seen by Contractors.
Allow ADMIN only (Except Prime Approver) to see Document Name in Upload, View, and Report. This is the same as above but would restrict the Prime Approver from seeing as well.
Allow ADMIN only to UPLOAD but contractor can View and Report status. This allows the ADMIN to control what is submitted e.g., Approved Subcontractor Form that Admin uploads.
Allow CONTRACTOR to Upload, View, and Report. This is the default setting although an Admin can also upload in addition to the Contractor.

Submitted By – When allowing a Contractor to Upload, View, and Report, you have the ability to allow only Primes, Subcontractors, or Both the ability to upload. The default is Both.

Submitted By Union Status – You can set an eDocument to only be required based on their Union Status. For those documents only required for Union or Non-Union, this will allow you to set the eDocument to be seen based on the selection made when the Contractor was setup in LCPtracker. Note: You will only see this option if you have turned on the requirement to collect union status. This is a setting that can only be turned on by an LCPtracker Implementation Project Manager or Account Manager.

Editing or Deleting an eDocument Type

Once you have set up an eDocument, you can Edit or Delete your entry.