Documents, deleting records, and read-only accounts

The Documents library

• Documents are grouped under their category headings, with Uncategorized last. Add a category with New category; rename, reorder or remove it with Edit, the arrows or Remove on its heading.
• Open a document to see its tabs: Overview (category, description, visible to contractors), Assignment (which positions must acknowledge it), Document (view or replace the file), Acknowledgments and Changelog.
• Search above the list filters as you type.

What the Changelog records

Each policy and document keeps a dated list of what changed and who did it: new versions with the reason given, sign-offs, switching Visible to contractors on or off, position assignment changes and category moves. Entries cannot be edited or removed.

Deleting a record filed by mistake

A Company Admin can permanently delete an incident, a meeting, a form submission, an inspection, an observation or a Field Level Hazard Assessment with Delete this record on the record's page. The confirmation names the record. The deletion cannot be undone in the app, and it is logged with who deleted it, when, and the record's reference and title.

When the account is read-only

If payment is 14 days overdue, or the account has been cancelled, the company becomes read-only. Everyone can still sign in, view every record and export it, but nothing can be added, changed or deleted until it is resolved. A notice at the top of every page says so, with Pay now for the Company Admin and Contact Fieldtec.

A cancelled account stays read-only for 90 days. The Company Admins are emailed when it is cancelled and again 14 days before the end, and after 90 days the company's data is permanently deleted. Export anything you need to keep before then.

Closing the company

A Company Admin signed in with two-step login can close the company from Account → Subscription → Close this company. The section explains what happens and gives the date the data would be deleted; to confirm, type the company's name, then press Close company. The close is recorded in the Audit log.

• The company becomes read-only straight away, for 90 days. Everyone can still sign in, view every record and export it.
• Every Company Admin is emailed when it closes (by the next morning) and again 14 days before deletion.
• On day 90 everything is permanently deleted: records, uploaded files, and logins that belong to no other company.
• Until then a Company Admin can press Reopen company — on Account → Subscription or in the notice at the top of every page — and everything comes back as it was, on the same plan and status it had before.