Documents: library, authoring, AI drafting, and sign-off

Documents is your controlled library for policies, roles and responsibilities, safe work practices, procedures, codes of practice, and any file your crews need on hand. You can upload existing files, write new documents in the app, draft them with AI, and capture digital sign-off, all organized into folders.

Folders

• Create folders that mirror how your team works, or add the COR starter folders for a ready-made structure that matches a Certificate of Recognition audit.
• Some folders are linked folders that show live records from elsewhere in the app instead of stored files. Incident Reports shows your investigations, Training and Orientation shows the training matrix, and Inspections, Meeting Minutes, and Hazard Assessments show matching form submissions.
• To make a form submission appear in a linked folder, set the form template COR category in the form builder.

Two ways to add a document

1. 1
   Upload a file

   Use Upload for an existing file such as a PDF or an SDS. It is stored and downloadable, and can require acknowledgement.

2. 2
   Write a new document

   Use New document to author in the app. The editor has a title, a status, and a writing area that supports headings (a leading # for a heading, ## for a subheading) and bullets (a leading -). New document is available to owners, admins, and managers.

Draft with AI

Inside the editor, Write with AI drafts a document tailored to your business and the folder you are in. It uses your Business profile from Settings, so set your business description and jurisdictions first.

• In the Health and Safety Policy folder it drafts your single overarching policy.
• In the Policies folder it drafts full company policies and suggests the standard COR set: Drug and Alcohol (aligned with the Canadian Model), Violence and Harassment, Working Alone, Incident Investigation, Disciplinary, Return to Work, and more.
• In Safe Work Practice, Safe Job Procedure, and Code of Practice folders it asks what the document is for and suggests topics based on what your business does.
• Drafts are written to match the OHS legislation of the jurisdictions you set, and are fully editable, so refine them before approving.

Safety Data Sheets and AI SDS search

The Safety Data Sheets (SDS) folder is for the SDS of every hazardous product you use. Upload your own SDS files like any other document, or use AI SDS search to find them.

1. 1
   Open the SDS folder and choose AI SDS search

   Type a chemical or product name, ideally with the manufacturer or supplier for a closer match.

2. 2
   Confirm the right sheet

   The search returns candidate SDS documents with manufacturer and revision date. Check that the manufacturer and revision match the product you actually use, then choose Import.

3. 3
   It files the PDF for you

   Import downloads the PDF and adds it to your SDS folder, where it is searchable. If a result is a web page rather than a direct PDF, open the link, save the SDS as a PDF, and upload it manually.

Status, revisions, and PDF

• Every authored document has a status: draft, in review, approved, or archived. The list shows the status, the revision number, and the date that revision was made.
• Editing an approved document automatically saves the previous version to its revision history, raises the revision number, and returns it to draft for re-approval.
• Download any authored document as a branded PDF with your logo, document number, revision, status, and signature.

Approval sign-off

A document must be signed off before it can be approved. Approval is reached only by signing, not by setting the status directly.

1. 1
   Save first

   Sign-off stays locked until the document has saved content. Save your latest edits, including anything drafted with AI, and the Sign and approve and Assign controls unlock.

2. 2
   Sign, or assign it

   The creator, or a selected manager, admin, or owner, can sign. Draw a digital signature in the app and the document becomes approved, with the signature shown on the document and its PDF.

3. 3
   Assign to someone else

   Choose a manager, admin, or owner to approve. It appears on their Tasks page under Documents to sign so they know it is waiting on them.