Document checks

The sidebar label is Document checks. The page heading is Document completeness.

This feature compares the documents you expect an organisation or person to have with the records and files currently recorded in Lapsewise.

Ordinary deadline views help answer “What is expiring?” Document checks also helps answer “What should exist but is missing?”

Create a document template

An administrator creates a reusable template, such as “Supplier onboarding documents” or “Employee required documents.”

The form contains:

Field/control	Purpose
Template name	Names the reusable checklist.
Requirement label	Describes an expected item, such as “Current insurance policy.”
Matching module	Selects which module can satisfy this requirement. Choose Insurance for an insurance requirement.
Exact record type, optional	Narrows the match, for example to General Liability. Leave it blank to allow any type in the chosen module.
Require an expiry, renewal or end date	States whether a qualifying date must be present.
Add requirement	Adds another item, up to 20 per template.
Save template	Saves the template definition.

A human-readable requirement label alone does not define the matching logic. The selected module and optional exact type matter. A broad Certifications requirement is not a substitute for an Insurance requirement merely because its label mentions insurance.

Assign a checklist

Open Assign a checklist:

1. Choose the document template.
2. Enter the organisation or person's name.
3. Select an existing matching entry where available.
4. If creating a new entry, choose its category: Vendor or organisation, Certificate holder or person, or Grant funder.
5. Select Assign checklist.

Using the same existing entry avoids creating two separate identities with similar names. A checklist can also be assigned before the expected records exist.

Read the result

Result	Meaning
Missing record	No qualifying record was found for that requirement.
Missing file	A qualifying record exists, but the required current supporting file is missing.
Expiry date needed	The requirement needs a qualifying expiry/renewal/end date and that date is missing.
Expired	The qualifying recorded date is past.
Present	The item meets a requirement that does not require an expiry-style date.
In date	The item meets the recorded date requirement with a current date.

The summary groups Present and In date together. If no checklists are assigned, zero counters mean there are no requirements being evaluated. They do not mean all possible documents have passed.

Results link to an existing record or to Add the missing record. The missing-record path carries the checklist context into creation, helping keep the module and organisation/person aligned. If the required module is disabled, the interface links to enable it first.

All workspace members can see requirements and results. Owners/admins manage templates and assignments. Removing an assignment or template keeps the underlying records and files.

What this feature checks

It checks your defined requirements against records, files and recorded dates. It does not read every clause, authenticate a certificate, validate an insurer's coverage, or independently certify legal compliance.

AI parsing and document checks have different purposes: AI suggests information from a file; document checks compares expected items with what is recorded.

Try a supplier checklist

Create a template called Supplier documents, with an insurance requirement matched to Insurance and a license requirement matched to Licenses. Assign it to the supplier's existing organisation entry. Use Add the missing record from a result, attach its document and enter its date, then return to the checklist to see the updated result.

If paperwork is held by the supplier, create a document request. Adding the supplier as a reminder contact serves a different purpose: it sends them deadline emails after confirmation.

Watch the tutorial

Watch tutorial 5 for a video walkthrough, or browse all five video tutorials.