PPWR
Compliance vault
In the vault you collect all compliance-related documents in one place: DoCs, material certificates, recyclate proofs, contracts with dual systems. Reguly keeps the overview and reminds you in time when a document expires.
What is the vault?
The vault is not just a file folder. It is a structured safe in which every document is linked with metadata: which product? which supplier? which material? which expiry date? This linkage lets Reguly send intelligent reminders and deliver the right document within seconds in an audit.
When do I use the vault?
- Right after every DOC generator run: The finished DOC is filed in the vault automatically.
- When a supplier sends a new certificate: Upload it manually and link it to a supplier and material.
- In an audit: Filter by product or material and download all relevant documents as a ZIP.
- For expiry reminders: Reguly sends emails 30, 7 and 0 days before expiry. Renew or replace the document in one click.
Step by step: upload a document
- 1
Open the vault
In the dashboard under 'PPWR → Compliance vault'. You see all existing documents, filtered by type and status.
- 2
Upload new document
Click 'Upload' and pick the file (PDF, JPG, PNG are possible; max. 10 MB per file).
- 3
Assign metadata
Reguly asks for document type (DOC, certificate, contract, other), link (product, supplier, material) and expiry date. This data makes the document instantly findable in an audit.
- 4
Configure reminders
By default Reguly sends reminders 30 days before expiry. You can add more (e.g. 90 days) and adjust email recipients — important when a colleague has to renew the document.
- 5
Save
After saving the document is available in the vault. You can rename, re-link or download it any time.
Document types
| Field | Description |
|---|---|
| DOC | Declaration of conformity — created automatically by the DOC generator. |
| Certificate | Material or recyclate certificate from a supplier. |
| Contract | Contracts with dual systems, suppliers or authorities. |
| Test report | External test-lab result (e.g. migration, hazardous substances). |
| Other | Anything else with compliance relevance. |
* Required field
Filter & search
In the vault you find a filter area at the top. You can combine:
- Type: DOC, certificate, contract …
- Product/Supplier/Material: Filter by linkage.
- Status: Valid, expiring soon, expired.
- Full-text search: In the document name and OCR text — when your plan includes OCR.
Audit mode
Reminder system
Reguly automatically sends email reminders. Default intervals:
- 90 days before expiry: Early warning — enough time to organise renewal.
- 30 days before expiry: Standard reminder.
- 7 days before expiry: Last call.
- On the expiry day: 'Document expired today'.
- 14 days after expiry: Urgent escalation if not renewed.
FAQ
Are documents stored encrypted?
What happens when a reminder is ignored?
Can I send reminders to external emails?
Is there a size limit per file?
Are deleted documents removed permanently?
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