Using the Key Documents View

The Key Documents view gives you one place to review key documents across your Aquipa account, making it easier to stay on top of upcoming expiries, expired documents, and document-driven compliance requirements.

Instead of opening individual plant, operators, businesses, or equipment records one at a time, you can use the Key Documents view to quickly find the documents that need your attention.

You can also create Custom Views to save filters you use regularly, making recurring compliance checks even faster.

Open Key Documents from the left-hand navigation menu.

Permission required: Access to the Key Documents view is permission guarded. You must have the Manage Key Documents permission to access and use this feature. If you cannot see Key Documents in the navigation menu, contact your Aquipa account administrator to check your permissions.

At the top of the page, you can switch between four document types:

Each tab uses the same general layout but displays information relevant to that document type.

The table provides an overview of the key documents in your account.

Depending on the document type and your account permissions, you can see information such as:

For clients managing multiple suppliers, this makes it easier to identify which contractor or supplier is responsible for a document.

Use the Column Picker to choose the information you want displayed in your table.

This allows you to customise the table so the information most relevant to your compliance checks is visible at a glance.

Filters allow you to search across your account rather than reviewing one asset at a time.

For example, you can use filters to:

To identify upcoming expiries for a particular supplier:

The table will now show key documents for plant belonging to that supplier that are due to expire within the selected number of weeks.

You can also remove the plant filter and apply the expiry filter on its own to check upcoming expiries across all plant in your account.

If there is a group of filters you use regularly, you can save them as a Custom View.

Custom Views are useful for recurring checks such as:

After configuring the filters you need, save the view so you can return to the same filtered list without rebuilding it each time.

For example, you might create a view called Expiring in the next 4 weeks and use it as part of your regular compliance review.

Tip: Create Custom Views around the checks your team performs regularly. This can turn a multi-step compliance check into a saved view you can quickly revisit whenever needed.

Use the three-dot menu on the right-hand side of a document to access additional options.

From here, you can:

The document history provides an audit trail showing how the document has changed over time, including updates and replacements.

This can be useful when investigating previous versions of a document or reviewing its compliance history.

You can export the report currently displayed in the table to a CSV file.

Apply the filters you need first, then select Export.

The CSV will contain the results from your current view, making it easy to share, review, or work with the report outside Aquipa.

For example, you could filter for all documents expiring within the next 4 weeks and export that filtered report for your team or suppliers.

The Key Documents view can help with a range of regular compliance activities, including:

By combining filters, Custom Views, and CSV exports, you can build simple recurring processes around the document information that matters most to your team.

If you need help accessing the Key Documents view, setting up your filters, or creating useful Custom Views for your account, contact the Aquipa team and we'll be happy to help.