Storing policies and procedures in Dashpivot provides a single, central point of access for field teams and office staff - ensuring everyone is working from the most up-to-date version at all times. Instead of relying on printed documents or scattered folders, you can control visibility, track document updates, and make critical information easily accessible on mobile or tablet, even in remote site conditions.
To store your policies and procedures, follow these steps:
1. Create a specific folder for your static documents to be stored in. It should be separate from your Project folders, as you'll want all your Contributors to access it. You can have the Project folder being something general, and the sub-folders the types of static documents that will be stored in there
2. Create a new template directly in the relevant Team folder
3. You'll want to create a Timeline template. Name it something self-explanatory, such as 'Policy Register'. This ensures that workers will easily find it
4. Add a Default table. This will allow you to add more rows as required in your form to add all your different company policies. For your columns, you'd want at least: Policy Name (Text cell), Last Revision Date (Date cell), Document (Attachment cell)
5. Save your template
6. Once your template is created, click on it to create a new form. This will be the one and only form for this template, as documents will be added directly on the form
7. You'll want to fill out the different table cells with the relevant information, and attach the documents so they can be accessed later on. Note: the documents need to be PDF format
8. Add as many rows as required using the blue '+' button in the bottom left-corner of the table
9. Save your form
10. Your register will then be accessible using this form, storing all your relevant documents. Update it as documents are being revised and updated
Tips and Best Practices:
If you'd like to collect your team's signatures to: 1) record their acknowledgement, 2) provide them with a copy of the register, you can add a Scan Sitemate ID table. This will enable the Sitemate ID scanning of workers to record their signatures on the form, and give them a copy of the register in their Sitemate app Activity section
Add a 'Manual Signature' field instead if you need to manually collect workers' signatures
If you don't want your name and picture to appear on the Form Thumbnail, you can remove it via the Template Editor Settings > Display on Form Thumbnail
All the PDF attachments will be visible in their entirety when exporting or sending the form as PDF
You can add more columns to record more information, such as 'Reviewed By' to record who revised and uploaded the latest version of each document
To 'lock' the form, you can set up your template as a Workflow instead of Timeline, with an Approval signature after the table to 'lock it'
Ensure all the relevant users have access to the form by:
Dashpivot Contributors: Adding them to the relevant Team folder
Sitemate users: Scan their Sitemate ID using the Scan Sitemate ID field
You can also send the completed form as PDF to their email address directly using the Send as PDF functionality within Dashpivot