You can issue documents for signature directly from My Tasks using a recipient's email address. Documents are signed electronically using a 4-digit PIN.
Before you start
The document must be marked complete before it can be issued. See [How do I create a risk assessment in Solution Host?] or [How do I manage COSHH assessments in Solution Host?]
Issuing a document for signature
Go to My Tasks from the main menu.
Select the document(s) you want to issue.
Enter the recipient's email address to assign the document.
The recipient receives an email with a link to the document.
They open the link and sign using their 4-digit PIN.
⚠️ Note: You can only assign to one recipient at a time. To issue to multiple people, repeat the process for each recipient.
Issuing multiple documents in one session
If a recipient needs to sign more than one document (for example, a risk assessment and method statement together), issue them at the same time. The recipient signs all documents in a single session using one PIN.
💡 Tip: This is particularly useful for subcontractors who need to sign RAMS before starting on site.
What can be issued via email
The email route works for COSHH assessments and RAMS. Safety policies and toolbox talks cannot be issued via email — assign these directly in the My Tasks portal instead.
Known limitation: subcontractors
Subcontractors set up in Contractor Management cannot be assigned documents via My Tasks unless they are also added as employees. To work around this:
Add the subcontractor to Employee Manager, or
Issue documents to them one at a time via the email route.
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