1. Who validates documents in Twind?
Before diving into the statuses, it's important to know who is responsible for reviewing the documents uploaded by the contractor. In Twind, validation can be carried out by:
The Twind team, when the client has contracted Twind's document validation service. In that case, our technicians review the documents against the configured validation criteria and approve or reject them directly.
The client themselves, when they prefer to handle the review with their internal team.
ℹ️ Please note: The validation model is defined during each client's onboarding phase. If you're unsure which model applies to your contract, contact your contract manager.
2. The six document statuses in Twind
Every document requested in a contract will be in one of these six statuses. The status indicates where the document is in the review cycle and who has the next action pending.
Pending upload
The requirement exists in the contract but the contractor has not yet uploaded any document. This is the initial status of any newly activated requirement.
Next action: the contractor.
What to do: upload the document from "Requirements > Pending upload > Manage requirement".
Pending review
The contractor has uploaded a document and it is awaiting review. The file is already in the platform but has not yet been validated.
Next action: the validator. Depending on the model contracted by the client, this may be the Twind team or the client themselves.
What to do: the validator must review the document from "Requirements > Pending review" and approve or reject it.
Approved
The document has been validated and is up to date. The requirement is covered and counts toward the contract's documentary compliance.
Next action: none immediately.
What to watch: the expiry date, if the document has one associated.
Rejected
The document has been reviewed by the validator (Twind or the client, as applicable) and does not meet one or more acceptance criteria. A justification is mandatory when rejecting, so the contractor knows what to correct.
Next action: the contractor.
What to do: read the rejection reason, correct the document, and re-upload it from the same requirement.
Expired
The document was previously approved but its validity period has ended. The contractor must upload an updated version for the current period.
Next action: the contractor.
What to do: update the document from "Requirements > Pending upload" (the system will display it as pending again).
Grace period
The document has expired but the client has configured a tolerance window from the expiry date. During this period, the contractor can continue operating while updating the document, without the non-compliance immediately affecting access.
Next action: the contractor.
What to do: upload the updated document as soon as possible. Once the grace period ends without an update, the document will count as expired and may block the resource's access.
ℹ️ Please note: The duration of the grace period is set by each client in their configuration. If you are a contractor and are unsure of the exact deadline, contact your contract manager.
3. Typical document lifecycle
Here's how the statuses chain together in a standard flow:
The contract is created and the requirement is set to Pending upload.
The contractor uploads a document → moves to Pending review.
The validator reviews it:
If it meets the criteria → Approved.
If it does not → Rejected (returns to step 2 after correction).
When the approved document's expiry date arrives → Expired (or Grace period if the client has configured one).
The contractor updates the document → the cycle returns to Pending review.
4. Where to check statuses
Both clients and contractors can check the status of requirements from the "Requirements" section in the left-hand menu, filtering by status.
Additionally, clients can:
View the documentary compliance percentage for each supplier from "Contracts", filtering by supplier. The percentage only considers Approved and valid documents classified as critical.
Access documents from expired contracts or unassigned workers from
"Settings > Custody".
Need help?
If you have any questions, we're here for you:
🟩 WhatsApp: +34 664 281 487
✉️ Email: help@twind.io
❓ Chat in Twind: click the question mark icon in the bottom right corner of your screen. A window will open and you can chat with us.