eDocuments Tab

eDocuments

The eDocuments feature has two basic functions: 

1. Administrators can provide useful documents to Contractor users
2. How Administrators and/or Prime Approvers receive documents from Contractors.

The eDocument section is referred to as an electronic filing cabinet. This is a way for files, other than the certified payrolls that are generated, to be stored in an electronic system. The use of this feature may vary from Administrator to Administrator.

Please keep in mind the below examples are just examples and are not necessarily what you will see in your account.

Document Types for Upload

The Administrator specifies what documents are allowed/required to be uploaded. The list of documents will be shown in the Document Types for Upload table. Each document will have one of the following requirements set by the Administrator:

• Y – Yes; meaning that they are required. 
• N – Not Required; meaning that they are sent on request from the Administrator and/or Prime Approver.
• R – Required; meaning that they are required by every Contractor/Subcontractor before you can submit CPR’s.
  • Note: some documents that are flagged R may have a delay set on them; a 30-day delay would allow submittal of end-of-month reports. This means you will have 30 days to submit the required document and then after this time period the LCPtracker system will not allow any other payrolls to be certified until the document is submitted.

Some documents may also have an expiration frequency, which means they need to be re-uploaded after a certain time period from your Document Date.

Download Document Templates

You can download any documents the Administrator has posted for your use by going to eDocuments>Download Document Templates. Simply click on the underlined link and your browser will start the viewing/download process.

The Administrator may post documents in an editable Word or PDF format to allow the Contractor to Save to their computer, fill in the proper fields, re-save and then upload the completed document under Upload Documents.

Upload Documents

The Upload Documents feature allows you to upload documents that the Administrator requests. The Upload Documents button provides the ability to upload documents directly from your computer into your Administrator’s database. To upload a document, you will need to have the document available on your computer. The document can be almost any type that can be viewed by internet browser: txt, pdf, xls, doc, tif, etc.

You can find a short description of each field. Unless specified by a red asterisk, these fields are optional.

Note: If you are having trouble uploading large documents, eDocuments accepts the following standard file types to be uploaded: PDF, Word, Excel, JPEG, and GIF—all up to 10 Mb in file size. It will not accept TIF or Outlook files.

It is recommended to save the file as a PDF as this will result in a smaller file size. Once it is a PDF, there is a way to compress the file further—see the screen shot of what your File menu may look like.

An example of this process took a PDF file that was 11.84 MB to a size of 2.35 MB which then allowed for the eDocument to upload with no issues.

Uploading eDocuments

Project Name- you will need to choose the Project the document is for (some documents may be for all Projects, but this will depend on the Settings set by the Administrator).

Sub To- this will filter by who you are a sub to on a specific Project (this may have options to select if multiple assignments have been enabled by the Administrator).

Document Date- this is always a required field. You may use the calendar icon to choose your Date or type it in using the MM/DD/YYYY format.

Expiration Date- some Administrators may require that this be filled in; again, use calendar icon or type in the Date.

Document Type- you will choose the Document name from the drop-down menu based on the titles the Administrator has defined.

Description- some Contractors may choose to use this field for their own notes (this is still viewable by your Administrator)

Select employee the document relates to if appropriate- Employee specific forms may have this set as a requirement by the Administrator.

Week end date the document relates to if appropriate- choose the appropriate week-end date for the document, if needed.

Comments- some Contractors may use for their own notes and comments (also viewable by your Administrator).

Select the file to upload- browse your computer to find the document you want to upload.

E-Signature Password- required to Save the document to the system. If you do not know or remember your eSignature password, you can create a new one under Set Up>Edit/Reset eSignature.

View Documents

When you click on the View Documents button, you can select filters from the drop-down lists to only show the documents you are looking for. The following list can be filtered on: 

•    Project

•    Contractor, if you want to see those submitted by your Subcontractors

•    Sub To / Contract ID, who you are a sub to on a specific Project (this may have options to select if multiple assignments have been enabled by the Administrator)

•    Document type

•    Status of the document

•    Dates – Document date or Submittal date.

•    Employee Name – Available if you are filtered to a specific Contractor

Once filters have been selected, click on Load Data to view the documents that have been uploaded.

Some fields are editable when you go into the details. You will be able to read any Administrator Notices that may have added. Also, you will see if the Administrator and/or Prime Approver has accepted or rejected the uploaded eDocument. 

Clicking on View will bring up the actual document that was uploaded.