With our Document Portal, you can now send checklists to users on the project to request their signature and easily share files with all relevant parties via a link or QR code! 🤩

Launched on Friday, 20 December 2024.
- App version 6.2.94

Below, we will review the two main features unlocked by the Document Portal:

• Share files via link and QR code
• Request signatures on Checklists

Share files via link and QR code

In the "Global Files" and "Files" menu options within projects, you can generate a link for each file, allowing you to send or share it with all relevant parties instead of attaching files to emails or uploading them to multiple locations.

If the document becomes outdated and needs to be updated, simply upload a new revision to the old file in Inspectly, and the link already shared will automatically direct recipients to the new, updated document.

When a link is active for a file, a small link icon will appear next to the file:

You create a link like this

1. Hover over the file and click on the three dots
2. Select "Share" in the small menu that appears
3. Click "Generate link" in the pop-up box
4. Click "Copy link" and you can then paste it wherever needed - for example, in an email.

Download a QR code for the document

After generating the link, you can also choose to download a QR code that points to the document, as the link is "embedded in the QR code". For example, you can print the PDF file with the QR code and post it in the site office at the construction site. This allows people on-site to scan the QR code with their phone cameras at any time and view the file in our Document Portal, regardless of whether they are registered as users in Inspectly or not.

Request signatures on Checklists

It has been possible to set up signature roles on checklists for a long time, ensuring that a checklist must be completed with signatures from relevant individuals. However, until now, these individuals needed to be physically present when the registration was made in the app to sign directly on the phone’s screen - but not anymore!

Going forward, it is now possible to send a checklist registration for signing through our Document Portal if the person is not physically present - as long as they are registered as a user on the account, whether as an internal, external, or subcontractor user.

Good to Know!

• Internal Users: Must have a Knowledge & Communication license to receive cheklist registrations for signing. They will receive the request as a Knowledge Alert, which can be addressed either in the app or on the admin page, where they can sign with their finger or mouse. (Note! A license is not required to SEND the registration)
• External Organizations: Only need to be registered as a user/contact person for a company. No license is required, and the request will be sent via email, guiding the recipient to the Document Portal to sign the registration.
• Subcontractors: Only need to be registered as a user/contact person for a company. No license is required, and the request will be sent via email, directing the recipient to the Document Portal to sign the registration.

How to Set Up Signature Roles

Create or edit a checklist in the Checklists or HSE module and click on the gear icon in the top right corner:

A pop-up window will open, where you need to scroll down to "Signatures":

Click the "Add signature" button to add signature roles for the entire form, which can or must be completed when finalizing the checklist.

• Name: Choose a name/title for the signature, e.g. "Customer Signature".
• Signatory: If checked, the name and company of the signatory will automatically be filled with the details of the user answering the checklist.
• Required: If checked, the checklist cannot be finalized without completing the signature or sending it for signing in the Document Portal!

How to send a Signature Request for the Checklist

It is possible to send a signature request whether the checklist is completed via the app or the admin page. However, in the example below, we focus on the app, where a checklist has been completed with the following signature role:

When all questions in the form have been answered, and you click the checkmark to finalize the form, you are taken to the page with signature roles that must be completed before the form can be saved.

In this example, the signature role we have set up is called "External approval" and it is required but does not need to be signed by the user completing the form. As a result, we are asked whether it is possible to sign now or not.

If the person is not present and we want to send a signature request, select "No", then choose the user on the project (internal, external, or subcontractor) who needs to sign, and send the request:

Sign via the Document Portal

When a user or contact person from an external organization or subcontractor is requested to provide a signature, they receive an email at the address registered in Inspectly. From the email, they can access our Document Portal directly, view the registration, confirm their identity, and provide their signature.

Note! The user requested to sign will also receive a reminder via email for the first two days and then every other day thereafter, until they have received a total of six reminders or the document has been signed.

1. They receive the following email:

2. Click on "Open and read document":

3. Check the box "I confirm that I have read and understood the document", and

4. Click the "Next" button:

5. Review the information and click on "Proceed to signature":

6. Sign and click "Send Signature":

When all signatures have been collected for the registration, an email is automatically sent to the user who completed the checklist, notifying them that all signatures have been received: