Document Checks
Document checks are AI-powered analysis rules that automatically verify uploaded documents against your approval requirements. They save approvers time by pre-screening submissions and can even search professional registers to verify practitioner credentials.
How Document Checks Work
- An approver (or template) defines a check on an approval list item — a set of criteria the document must satisfy
- When an applicant uploads a document to that item, the AI analyses the document against each check
- The AI returns a result for each check:
- Pass — the document meets the criteria
- Fail — the document does not meet the criteria
- Warning — the document partially meets criteria or has potential issues
- Unclear — the AI could not determine compliance (e.g., poor document quality)
- Each result includes a detailed explanation and a confidence score (0–100%)
- The approver reviews the results alongside the document to make their final decision
Document checks are an assistive tool — they do not automatically approve or reject submissions. The approver always makes the final decision.
Use Cases
Compliance Verification
Check that documents contain required compliance statements, certifications, or regulatory references:
"Verify this document contains a valid Section J energy efficiency assessment and confirms compliance with NCC 2022 Volume One"
Practitioner Credential Verification
Verify that the professional who signed a document holds valid credentials by searching live registers:
"Check that the structural engineer named in this certificate is registered on the National Engineers Register with CPEng accreditation"
Information Extraction
Extract and verify specific data points from submitted documents:
"Extract the insurance policy number, coverage amount, and expiry date. Confirm the coverage amount is at least $10 million and the policy has not expired"
Completeness Checking
Verify that a document contains all required sections or information:
"Check this fire safety report includes: fire resistance levels for all elements, egress path analysis, fire detection system specifications, and a signed declaration"
Cross-Document Verification
Compare information across multiple documents in the project:
"Verify that the builder's name and licence number in this certificate match the details in the insurance document uploaded to item 3"
Register Searches
One of the most powerful features of document checks is the ability to search live professional registers during analysis. The AI can automatically query the following registers:
NSW Verify (Licences)
Search the NSW government licence database to verify practitioner registrations.
- Search by: Practitioner name or registration number
- Returns: Licence details, status, licence type, expiry date
- Example: Verify a building certifier's BDC registration is current
NSW Building Certifiers Register (BDC)
Search the NSW Building and Development Certifiers Register.
- Search by: Certifier name, organisation, or registration number (e.g., "BDC0032")
- Returns: Registration details, classes, insurance period, organisation, status
- Example: Confirm a certifier's registration class covers the work type
Engineers Australia — National Engineers Register (NER)
Search the National Engineers Register maintained by Engineers Australia.
- Search by: Engineer name or EA ID
- Returns: Post-nominals (CPEng, NER, etc.), occupational category, areas of practice, location
- Example: Verify a structural engineer holds CPEng accreditation
NSW Trades Register
Search for licensed tradespeople in NSW including electricians, plumbers, gasfitters, drainers, and building contractors.
- Search by: Name, company, licence number, ABN, or ACN
- Returns: Licence type, classes, status, expiry date
- Example: Confirm an electrician's licence is current and covers the required class of work
FPAA Fire Systems Design Register (FSD)
Search the Fire Protection Association Australia's Fire Systems Design Practitioners Register.
- Search by: Practitioner name, company, or accreditation number (e.g., "F000228D")
- Returns: Accreditation number, company, location, jurisdictions, status
- Example: Verify a fire systems designer is accredited for the relevant jurisdiction
FPAA Bushfire Planning and Design Register (BPAD)
Search the FPAA Bushfire Planning and Design Practitioners Register.
- Search by: Practitioner name or company
- Returns: Accreditation number, BPAD level, expiry date, jurisdictions, status
- Example: Confirm a bushfire consultant holds BPAD Level 3 accreditation for NSW
Cross-Document References
During analysis, the AI can request additional documents from the project for cross-referencing. For example, if a check on a structural certificate needs to verify details against the site survey plan, the AI can pull in the survey document and compare information across both.
This capability means checks can verify consistency across your entire project documentation, not just individual files.
Creating Document Checks
On Individual Items
- Open a project and navigate to the approval list
- Click on an item to expand it
- Add a new check with a descriptive prompt — this is the instruction the AI will follow
- The check name is auto-generated from the prompt but can be customised
On Template Items
Checks added to template items automatically propagate to all active projects that use the template. This means you can:
- Define checks once in your template
- Apply the template to multiple projects
- Update a check in the template and have it update across all linked projects
See Approval List Templates for more details.
Check Results
Each check produces a result with:
| Field | Description |
|---|---|
| Result | Pass, Fail, Warning, or Unclear |
| Explanation | Detailed description of what was found (or not found) |
| Confidence | A score from 0–100% indicating the AI's certainty |
| Register searches | Which registers were searched and what was found |
| Documents reviewed | Which project documents were analysed |
Results are visible to the approver, who uses them to inform their review decision. Poor-quality scans, redacted sections, or unusual formatting may produce Warning or Unclear results — in these cases, manual review is recommended.
Best Practices
- Be specific in check prompts — "Verify the structural certificate is signed by a CPEng engineer" is better than "Check the certificate"
- One check per concern — separate compliance, credential, and completeness checks rather than combining them all
- Use register searches — when verifying practitioner credentials, explicitly mention the register in your prompt
- Review AI results carefully — checks are assistive, not authoritative. Always review the document yourself for items where the AI result is Warning or Unclear
- Build checks into templates — invest time in well-crafted checks on your templates so they benefit every future project