Reading and acknowledging documents

Purpose: companies must show that people have read the rules that apply to them: the site rules, a safe-working procedure, an induction. Instead of a signature on paper, Custos records that you opened the document and confirmed you read and understood it, with the date and the version. When the rules change, you are asked again.

Who: everyone, including Guests (visitors and contractors), for the documents given to them.

1. Find your documents

Open Documents (or the dashboard tile Documents to acknowledge; a Guest’s first page is already My documents).

• Show: All lists every document meant for you; To acknowledge lists only those waiting for you.
• Search by title or description.
• Each document shows a state:

State	Meaning
To acknowledge	You have not acknowledged it yet
New version to acknowledge	It changed in a way that asks everyone to read it again
Acknowledged	You have acknowledged the current version
For reading	You only need to read it; no confirmation is asked
Waiting to be sent / Not accepted	Your acknowledgement was made offline and is waiting, or was refused

2. Read a document

1. Open the document.
2. Select Get the PDF (it shows the file size). It downloads with your sign-in, and then offers Open (a new tab) and Save.
3. Read it.

3. Acknowledge it

1. After opening or saving the PDF, tick the box that says you have read and understood it. Until then it says “Open or save the PDF first, then tick the box.”
2. Select Acknowledge. The page says “Your acknowledgement is recorded.” and “You acknowledged version n on date.”

What is recorded: who you are, the document and version, the exact time, your device, and a fingerprint of the file, so nobody can later say it was a different document.

4. When a document changes

• A minor change (a typo, a new logo): your earlier acknowledgement still counts.
• A material change (the rules changed): the document returns to New version to acknowledge, and you must read and acknowledge it again.

5. Without a signal

The documents you must read are kept on your phone, with the PDFs you still have to acknowledge and those you have opened (while their version is current). So you can read and acknowledge on a site with no signal:

• The page says “You are offline: this is the copy kept on this device.”
• Get the PDF from this device, tick, Acknowledge. It says “saved on this device… sent as soon as there is a connection.”
• If a PDF is not kept: “Open it when you have a connection.”

When you Sign out, the kept documents are removed from the phone.

If a waiting acknowledgement is refused, the page says why, for example the document was archived, or you are no longer one of its readers. Discard removes it.

6. If something goes wrong

What you see	What it means
“There are no documents for you to read yet.”	None has been given to you. Ask your Safety Manager.
“The PDF is not kept on this device.”	Open it when online.
“A newer version has been published.”	Get the PDF again.
“You cannot read documents in this company.”	Your role has no access. Ask your Org Admin.