How do I store SWMS, MSDS, and other safety documents?

SortScape does not have a staff document library or HR portal. For safety paperwork such as SWMS, MSDS, policies, and procedures, keep the files in a shared drive you already use, then add the link in SortScape where the crew needs it.

That gives you version history and sharing permissions in the drive app, and a clickable link in SortScape so people can open the current document from a property or visit.

Store the files in a shared drive

Upload the documents to Google Drive, Microsoft OneDrive or SharePoint, Dropbox, or a similar shared folder. Share the folder or file so your crew can open it (for example anyone in your company, or anyone with the link).

When you update the file in the drive, everyone who opens the same link gets the latest version. You do not need to re-upload it in SortScape.

Add the link on a property or visit

Copy the share link from the drive, including https://, and paste it into SortScape:

• General instructions for any visits to this property, if the document applies to every visit at that site. Open the property, or open any visit for that property, and paste the URL into that field. The crew sees it on each visit there.
• Work required on a visit, if it only applies to that visit or repeating series. For example, an MSDS on a chemical application visit.

You can paste the URL on its own line, or in a short sentence such as SWMS: https://drive.google.com/.... After you save, SortScape turns the URL into a clickable link.

For company-wide documents that are not tied to a customer site, you can also paste the link into the Description on a repeating schedule note (for example a Monday toolbox talk).

Attaching a file instead

You can also attach a PDF or photo directly to a property or visit. That works for a small, one-off file. Each attachment must be 10 MB or smaller, and updating the document means uploading it again.

For living safety documents that you revise over time, a shared drive link is the better fit.

On-site hazards

For hazards at a property such as dogs, wires, or uneven ground, use issues rather than a document library.