Requested documents let you collect IDs, insurance certificates, licenses and forms from your freelancers, and see at a glance whose documents are current. This article covers reviewing uploads, uploading for a freelancer, keeping more than one certificate, renewals and making a document mandatory.

Who can do this: Administrators, or team members whose role includes Can access and manage non-confidential Documents. Confidential documents also need Can access and manage confidential Documents.

Availability: Requested documents are part of onboarding. If you don't see Settings → Templates → Requested Documents, ask an administrator or your Business Solutions Architect.

Your workspace may use different names for Partners or Requested Documents. The steps are the same.

TABLE OF CONTENTS

Three kinds of documents

KindWhat it is
AgreementsDocuments your freelancers sign electronically. See Set Up and Maintain Your Agreement Templates.
Requested DocumentsDocuments you ask for, such as a certificate or ID. You set each one up once in Settings → Templates → Requested Documents and collect it in a workflow stage.
FilesAny other document, uploaded by you or the freelancer, without a request.

You can see each freelancer's documents on their talent profile, on the Documents tab. To see everyone's, go to Workflows → Requested Documents or Workflows → Files.

Review an uploaded document

If a requested document is set to need verification, each upload shows Unverified until someone on your team reviews it. The freelancer's onboarding stays below 100% until then. Make sure each stage that collects documents has a stage manager who reviews uploads.

  1. Open the freelancer's talent profile and go to the Documents tab.
  2. Under Requested Documents, find the document that shows Unverified and open its three-dot menu.
  3. Click Verify, or click Reject..., enter a Reason for rejection and click Reject.

The status changes to Verified, or to Invalid with your note for the freelancer.

What each status means

StatusWhat it means
Not uploadedRequested but not uploaded yet.
UploadedUploaded. This document doesn't need verification.
UnverifiedUploaded and waiting for your review.
VerifiedYour team accepted it.
InvalidYour team rejected it. The freelancer sees your reason.
ExpiredThe expiry date has passed.
ObsoleteShown in a workflow stage when the file uploaded there was later replaced by a newer upload of the same requested document, or deleted.

Upload a document for a freelancer

To upload a requested document that shows Not uploaded:

  1. Open the freelancer's talent profile and go to the Documents tab.
  2. Under Requested Documents, click Upload next to the document.
  3. Under Upload document, choose the file, and enter the Issue date and Expiry date if it has them.
  4. Click Add document.

The document shows its upload date and status. To add a document that wasn't requested, click Upload new file under Files, fill in Upload file and Document type, choose whether it's Visible to partner and whether to Notify partner via email, and click Save changes.

To correct the dates on a requested document, click Remove in its three-dot menu, then upload it again with the right dates. Remove clears the file straight away, without a confirmation step, so have the file ready first.

Keep more than one certificate

Each requested document holds one file per freelancer. A later upload to the same requested document replaces the earlier one, and the earlier file shows Obsolete in the stage where it was uploaded. This also happens when the same requested document is used in a different workflow or job opening.

To keep several certificates, for example general liability and workers' compensation insurance, set up a separate requested document for each one and add each to your workflow stage.

Renewals and expiry

  • When an uploaded document passes its expiry date, it changes to Expired and the freelancer is notified. Freelancers also get a reminder before the expiry date.
  • If a Compliance Rule uses that document, the freelancer is Not compliant again until they upload a renewed copy. Only Uploaded and Verified documents count.
  • To renew, the freelancer deletes the expired file and uploads the renewed one. Point them to How to Upload, Check and Renew Your Requested Documents. You can also do it for them: click Remove in the document's three-dot menu, then Upload.

Make a document mandatory

  • Freelancers you haven't onboarded yet: add the requested document to a stage of your onboarding workflow.
  • Freelancers who are already onboarded: add the requested document to a workflow, then add those freelancers to it. To add one person, open their profile and use Manage workflows. To add several, open the workflow and click Add partners. See How to Manage Workflows: Stages, Stage Managers and Moving Talent.
  • Tracking: use Compliance Rules to see who has a current copy. Worksuite Support sets the rules up. A rule marks freelancers Not compliant until they upload the document.

Troubleshooting

A freelancer's first certificate disappeared after they uploaded a second one

Both uploads went to the same requested document, so the first one shows Obsolete. Set up separate requested documents for each certificate you need to keep.

A freelancer says there's no upload button

The document is already uploaded. The freelancer needs to delete the old file before uploading another, or you can remove it and upload the replacement for them.

A freelancer can't invoice

Check their Documents tab for anything that shows Not uploaded or Unverified, such as a statement of work. Verify it, or ask the freelancer to upload it.

Support/Resources

Still have questions about requested documents? Click Support in the bottom-left corner of Worksuite to contact our Support team, or email support@worksuite.com. Including a link to the page you're on and a screenshot helps us answer faster.