Documents
Document Management — Purpose & Scope
The Document Management area standardizes how contractor companies, contracts, and workers are governed in ZYGHT. It provides step-by-step flows to register projects and control groups, define what documents are required by entity and role, upload/link files, validate or reject requirements (even without an attachment when allowed), view history, and keep a complete, auditable trail of compliance.
Contracts & Control Groups
Administrators create control groups (contracts) with identifiers, value, dates, project linkage, organizational area, and named administrators on both principal and contractor sides. They can also define control group types for consistent classification across companies. Once saved, the record becomes the container for notifications, allocations, document requirements, and worker associations tied to the contract’s term.
Document Types, Regulations & Policies
ZYGHT lets you configure document types for contracts, contractors, and workers—including required/optional, expiration, frequency, validation timing (before/after), delivery deadlines, alert lead time, minimum validity, and importance. Policies can be scoped by contract type, company vs. contract group, job role, and position; changes can be set retroactive for active contracts to enforce new standards at scale.
Roles, Allocation & Worker Documents
Contracts can be allocated with specific roles (quantity, specialty, start/end within contract dates). Worker association flows check the person’s status, then attach required documents to the role. Upload screens support validity dates and multiple files; administrators can later search current and historical documents and inspect active assets tied to a worker to ensure full readiness before site access.
Uploads, History, Validation & Exclusions
Teams upload documents for contractor companies, control-group records, and individual workers; history views surface prior versions. Validators review files, set dates/ratings, and approve or reject—optionally validating a requirement without an attachment when that feature is enabled. Exclusions can be requested (with comments/evidence), approved by an authorized user, and undone if needed, with the interface clearly indicating each state.
Notifications & Oversight
Contract notifications automate compliance follow-ups: recipients (auditors, administrators, risk prevention) receive detailed or general reports on a cadence with start/end dates and optional additional emails. Search pages allow document/asset lookups by worker (with export to PDF/Excel), while deactivated workers are flagged so authorization status cannot be misread even if documents remain valid.
Document Repository (Library) — Overview & Adding Documents
The Document Repository centralizes company documents outside the contract-centric flows. Users add records with name, project/task, tags, and up to five files (common office/image/archive formats and generous size limits). The module is configurable—name, fields, groups, and document categories/types—so the “Add Document” form matches local governance and lifecycle needs.
Library Types, Expiration & Lifecycle
Administrators enable document type management for the library, create categories and types, and decide whether a type expires (which exposes the Expiration Date field on new records). Hidden-document functionality can be turned on; when enabled, only platform administrators see hidden items, giving controlled staging or confidential storage without exposing files to general library users.
E-200 Reportability Integration
The library integrates with Reportability workflows by letting users assign or download the E-200 file for end-of-month reporting. Files are attached to the relevant record through a simple upload dialog and can later be retrieved via filters—keeping statutory reporting artifacts centralized with controlled access and traceability.
Visibility Controls, Roles & Rejections
Two features govern access: hide non-validated/non-current documents from operational users, and restrict viewing to the user’s organizational node. They can act alone or together. Role behavior is explicit—Document Library Uploader sees and manages only their uploads (with versioning on file change), while general users’ visibility/validation powers depend on feature toggles. Rejected documents trigger email with reasons; creators/admins edit and resubmit, validators are notified, and green validation cues confirm completion.
