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Compliance Requirements

During the submission of cost payment applications, contracts, RFQs, or change orders, subcontractors often have to provide a large volume of supporting documentation to general contractors. With the compliance requirements workflow, you can track and store lien waivers or certificates of insurance and bonding.

Quick Navigation:

Getting Started with Compliance Requirements

The compliance requirements workflow involves two main member groups with different responsibilities:

For Project Administrators

  1. Initial Setup: Create compliance requirement templates in project settings → Step 1: Set Up Requirements
  2. Configuration: Set requirements as optional/required and configure expiration dates → Step 2: Configure Requirements
  3. Ongoing Management: Monitor compliance status and override when necessary → Step 4: Track Compliance

For Project Members

  1. Understanding Requirements: Know what documents are needed for submission and upload documents → Step 3: Upload Documents
  2. Status Monitoring: Track compliance status and expiration dates → Step 4: Track Compliance

Step 1: Set Up Compliance Requirements (Administrators)

Who can do this: Project administrators only

Before team members can use compliance requirements, administrators must first create the requirement templates in project settings.

Create Requirement Templates

Choose the appropriate settings location based on what you're creating requirements for:

This allows you to create templates like: Insurance Certificate, Lien Waiver, Safety Documentation, Bond Certificate.

Quick Setup Summary

  1. Navigate to Settings, then choose the Cost or Change Order tab.
  2. Expand the Compliance Requirements section.
  3. Click Add next to the item type (Contract, Payment, RFQ, or SCO).
  4. Define requirement name, description, and conditions.
  5. Set document or condition-based requirements.
  6. Save your template.
Tip: Start with the most common requirements your project needs, then add others as needed.

Step 2: Configure Compliance Requirements (Administrators)

After creating templates, administrators can customize requirements for specific items in their details panels.

Make Requirements Optional or Required

Navigate to any item's details panel and find the Compliance Requirements section:

  1. Click the More menu More menu icon next to any requirement.
  2. Choose Make Optional or Make Required.
Note: If all requirements are optional, the item is considered compliant.

Compliance requirement optional or required configuration options

Set Expiration Dates

For time-sensitive documents like insurance certificates:

  1. In the requirement details, enable Requires document expiration date.
  2. Members will be prompted to set expiration dates when uploading.
  3. Expired documents will show in calendar views and notifications.

Compliance requirement expiration date configuration dialog

Step 3: Upload Required Documents (All Members)

Who can do this: Members with collaborative permission

When compliance requirements are active, you'll see them in the item's details panel.

Understanding Requirements

When requirements are needed, you'll see:

  • A note: The following compliance requirement is required
  • Submit button disabled until documents are uploaded
  • List of required vs. optional documents

Upload Process

  1. Go to the Compliance Requirements section in the item details.

  2. Click Add Document next to the requirement.

  3. Choose your upload method:

    • Select Existing Documents: Choose from documents already in the project
    • Upload from your Computer: Browse and upload new files
    • Attach from Autodesk Docs: Select from connected Autodesk Docs

Compliance requirements document upload workflow demonstration

Document Management

  • View/Download: Click any uploaded document
  • Remove: Delete documents before submission (unavailable after submission)
  • Replace: Remove and upload a new version
Tip: Documents become Referenced in Compliance Requirements and have limited editing to maintain audit trails.

Step 4: Track and Monitor Compliance

Monitor Compliance Status

The compliance column in overview tables shows real-time status:

  • Compliant: All requirements met
  • Pending: Documents needed
  • Expired: Documents past expiration

Compliance status column in overview table

Note: You can unblock and allow submission actions even when compliance is pending.

View Compliance Status in Tables

Add the Compliance Document Exp. Date column to track expiration dates:

  1. Go to the relevant tab (Contract, Cost Payment Applications, RFQs, or SCOs) in the Cost or Change Order tool.
  2. Click the Settings gear icon icon.
  3. Find and select the Compliance Document Exp. Date column.

The column appears in the Dates section. Use grouping by dates to quickly identify upcoming expirations.

Adding compliance document expiration date column to table view

Calendar Integration

Expiration dates automatically appear in:

  • Project home page calendar view
  • Date-based table groupings
  • Notification systems
Note: When multiple requirements have different expiration dates, only the latest date displays in calendar and list views.

Common Troubleshooting Issues

Issue Solution
Can't submit even with documents uploaded Check if all required compliance items have documents
Documents not appearing in compliance section Ensure that documents are uploaded to the correct requirement
Compliance column not visible Add the column through table settings (gear icon)
Can't modify uploaded document Documents in compliance requirements have limited editing for audit purposes
Wrong expiration date showing System shows the latest expiration date when multiple requirements exist

Setup & Configuration:

Usage & Workflows:

Parent page: Manage Documents in Cost Management

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