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How do I review a subcontractors documents (e.g. SWMS or SDS)?

Checking a submitted document, such as a SWMS or SDS, and approving or rejecting it.

When a subcontractor uploads a document for your site, such as a SWMS, an SDS or an insurance certificate, it waits in Approvals until a host reviews it. Workers can't see or sign a document until it's approved.

This article shows you how to check a document against your review checklist and approve or reject it.

Before you start

  • Access: You need to be a Company Host or Site Host with Supplier Management permissions. If you don't have access, contact your Breadcrumb administrator.
  • Review checklists: Your checklists are set up in the Forms Editor. If you don't see a checklist when you review, ask your administrator to add one for that document type.

Review a document on web

We recommend reviewing on web. The larger screen makes it easier to read the document and complete the checklist side by side.

  1. Click Approvals in the left-hand menu.
  2. Use the filters or search to find the document.
  3. Click the blue Review button.
  4. Read the document, then complete the review section next to it. What you fill in depends on the document type (see below).
  5. Click Approve or Reject.

What to check for each document type

  • SWMS and other work method documents: Complete the review checklist.
  • Safety Data Sheets (SDS): Complete the checklist if one is set up, and confirm the expiry date.
  • Insurance: Complete the checklist if one is set up, and confirm the expiry date.

Review a document in the mobile app

  1. Open the Breadcrumb app and tap Host.
  2. Tap the Approvals tile.
  3. Find the document and tap Review.
  4. Complete the checklist and tap Approve or Reject.

What happens after you decide

When you approve

  • SWMS and work method documents: Become available for workers to sign. Depending on your site's settings, workers may need to sign before they can check in.
  • SDS: Become available for workers on site to view.
  • Insurance: Appear in your reports, with the expiry date you confirmed.

When you reject

The document stays out of sight for workers. Depending on your company's settings, Breadcrumb emails the subcontractor's primary contact so they can fix the document and upload it again.

Good to know

  • Two-step approvals: Some companies require two approvals for certain documents. If you approve at the first step, the document stays pending until the second approver signs off. If you reject at the first step, it's rejected straight away.
  • Expired documents: When a document reaches its expiry date, it becomes inactive and workers can no longer sign it. The subcontractor will need to upload a current version for review.
  • Can't see a document: Pending and rejected documents only show in Approvals. They don't appear under the site's supplier documents until they're approved.