Creating and Using Document Sets for Owners

Overview

When working as a Head Contractor organisation, you will select the documents Subcontractors sign as a part of their claims process.

Document sets offer users with the Create Projects user permission flexibility and control over which documents organisations will interact with when working on your project. Either use a singular document set as a default for all on-system Subcontractors or Statutory Declaration Only Sub-Tiers (SD Subs) or create and assign a unique document set to specific contracts.

Each document set for an on-system organisation will include at least a payment application document and unconditional statutory declaration option, but you can also add a conditional statutory declaration, statement, pay-app progress claim cover sheet, and payment schedule. A document set for SD Subs must include an unconditional statutory declaration, but you can also require a conditional statutory declaration.

Note: Only users with the Create Projects user permission can create, update, and view document sets. See the User Permissions List for Head Contractors topic for more information on this and other user permissions available to on the Edit User page when you work as a Head Contractor.

Serial Approval and Document Sets

Serial Signatory Approval requires multiple Approvers to approve an invoice in a specific order. If you plan on using serial approval on either a single contract or as the default approval method on a project, you need to make sure the number of approvers assigned to a contract matches the number of approvers supported by your selected document.

See Serial Approval Scenarios for Owners for four different ways to set up serial approval on the application.

FAQs

What happens when I update a document in the middle of a period?
If you update the documents in a document set before a Subcontractor sends everything to their Signer, the new documents will be available at the time of signing for the current period.

However, if you change the documents mid-period after an organisation already signed their documents but before you disburse payment, the new documents will go into effect in the next period. If you want the documents to be available during the current period, you will first need to reject the organisation's period documents.
Why do I need to assign documents to on-system organizations separately from statutory declaration only organisations?
The number of documents available for on-system organisations differs from that available to Statutory Declaration Only Sub-Tiers (SD Subs).

An on-system organisation might be expected to sign a progress claim, unconditional statutory declaration, statutory declaration, statement, pay-app progress claim cover sheet, or payment schedule while SD Subs can only sign unconditional and conditional statutory declarations. For this reason, these two organisation types need separate document sets and assignments.
Why don't I see a "Witness Required" tick box when selecting a document?
Why is there a warning when I select some documents for my document set?
When a contract or project uses the serial signatory approval workflow, the documents chosen for a document set must support the correct number of approver signatures. You also need to make sure the assigned number of signatory approvers matches the number of expected signatures in the chosen document. If there is a mismatch, you will see an error message.

See Serial Approval Scenarios for Head Contractors or Serial Approval Scenarios for Owners for an example of some of the different ways you can set up serial approval.

Additional Resources

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