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The Checks Pane

The Checks pane appears on a record's screen once compliance checks have been worked out for it. It shows which checks are done and which are still needed, and it is where staff record the evidence, or set a check aside with a reason, so the approval stage can go ahead.

Where to find it

There is no panel tile. The pane appears on the record screen of any record that carries checks, which happens when the record reaches a user input view stage set to Require Compliance (see User Input Views). The kinds of check are defined in the Requirement Types datastore:

Architect Panel → Data:

  • Datastores — Requirement Types, and the Requirements datastore that records each check's status

Reading the pane

The heading line says either "Everything required has been completed." or how many items are still needed before the record can go ahead. Each check shows its name and a badge:

  • Done: evidence is in place. Where the evidence expires, "until" and the date follow.
  • Outstanding: nobody has done this yet.
  • Expired: it was done, but the evidence has run out and must be renewed.
  • Set aside: somebody overrode the check, with a recorded reason.

Checks that do not block the stage are marked "(optional)". Checks that no longer apply to the record are hidden.

Recording evidence

People with Edit Existing permission on the record's datastore see controls under each check that is not yet done.

  1. For a document check, enter the controlled document's number in Document ID and click Attach. It counts once the document is approved and while it is in date.
  2. For a consent check, enter the number in Signature request ID and click Attach. It counts when every signer has signed.
  3. For a declaration, click Record as done. Its expiry comes from the requirement type's Valid For setting.

"Evidence attached and this check is now met." means it is done. "Evidence attached, but this check is still outstanding" means the reference was found but does not count yet: an unapproved or out-of-date document, or a signature that is not complete. The check updates by itself once it does count.

Setting a check aside

Sometimes a check genuinely does not apply to one record. Type the reason in Set aside because and click Set aside, then confirm. The confirmation warns that this overrides a safeguarding control and that your name and reason are recorded. A reason is required. People without edit rights see "Set aside:" followed by the reason.

How the stage uses it

While any blocking check is outstanding or expired, the approver's actions on the stage are withdrawn, and the approver sees which items must be completed (or renewed) first. When every blocking check is done or set aside, the stage can be approved as normal. If the checks cannot be read at all, the stage stays blocked and asks the user to contact an administrator; it never fails open.

What goes wrong and how to tell

  • "You do not have access to record evidence against this requirement.": you need Edit Existing on the record's datastore.
  • "This check is a declaration - use Record as done rather than attaching a reference.", or the reverse message for an evidenced check: use the control the check asks for.
  • "Enter the reference before attaching.": the ID box was empty.
  • A set-aside check stays set aside after evidence is attached: by design, a set-aside check is not re-evaluated.
  • The pane is missing: the record has not reached a Require Compliance stage, or no requirement type applied to it.

Worked example

A 16-year-old's work-experience application reaches the confirmation stage. The Checks pane shows "2 items are still needed before this can go ahead": Parent/guardian consent and Employer's liability insurance, both Outstanding. The co-ordinator sends the consent form for e-signature and attaches its signature request number; it shows "still outstanding" until the parent signs, then turns to Done. They attach the employer's approved insurance certificate by document number, which shows Done until its expiry date. The stage's approve button appears, and the placement is confirmed.

Recommendations

  • Attach evidence as soon as it exists; it counts automatically once approved or signed.
  • Set aside sparingly, and write a reason someone will understand in a year.
  • Grant Edit Existing only to the people who verify evidence.
  • Watch for Expired: renewed evidence is a new document or signature, not an edit.