# View an agency officer's documents from a request

The request page lets you open the SIA licence and right-to-work copies an agency holds for an officer it proposes or you confirm, while the proposal or booking is live and, once they have worked for you, for two years after their last shift. Every look is recorded in the audit trail.

## What do I need before I start?

**The permission `documents.view.agency_assignment`**, shown in **Settings → Permissions** as **View assigned agency officers' documents**. Admin and Manager hold it by default. An Admin can grant it to a Control user; it can never be given to anyone outside your own staff.

**The officer on this request.** The request must not be **Cancelled**, and either:

- the agency has proposed the officer and the proposal is still open (**Proposed** or **Change Requested**), with the shift dated no more than two days ago — so you can check the evidence before you accept; or
- the booking is live: the assignment is not completed and the shift is dated no more than two days ago; or
- the officer has worked for you, and their last shift with you was no more than two years ago — the same window as the [Right to Work Report](/docs/organisation/right-to-work-report).

You see every copy the agency holds now, however long after the shift it was uploaded.

**Documents uploaded by the agency.** The copies belong to the agency, which uploads and verifies them on the officer's **Compliance** tab. You cannot add, verify or remove them.

## How do I open them?

**All officers on the request at once:**

1. Open the request from **Requests**.
2. Choose the **Right to work** tab. It lists every officer you may see documents for here — assigned, and those on an open proposal — with their RTW and BS7858 lines.
3. Press **Show documents** on an officer's row.

**One officer, from their card:** on the **Assignments** tab (or a proposal on the **Proposals** tab), press **Documents** on the officer's card.

Either way you see each SIA licence, passport, visa, work permit and online right to work check, with its type, file name, **Verified by agency** or **Not verified by agency**, its expiry date, and any **Checked** or **Archived by the agency** note.

- Press **View** to open a document in a new tab. PDFs and photos (JPG, PNG, WebP) both open in the browser.
- Press **Download** to save it under its original file name.

![A confirmed request for Trafford Park Logistics Hub on 11 Sep 2027, 06:00 to 18:00, with the Assignments tab chosen. Rhiannon Price's assignment card is visible behind a dialog: Trentside Security Personnel, Confirmed, licence Door Supervisor, her e-mail and phone, a green line reading RTW: Verified and an amber one reading BS7858: Declared, not verified, and a Documents button. The dialog is headed Rhiannon Price — right to work and SIA and reads Held by the agency. Viewing and downloading are recorded. It lists a Passport, rhiannon-price-passport.pdf, Verified by agency, Expires 18 Feb 2034, and an SIA Licence, rhiannon-price-sia-licence.pdf, Verified by agency, Expires 30 Nov 2028, each with a single Download button.](/docs/img/request-officer-documents.png)

Opening the list, each view and each download are recorded in the audit trail with your name. The file comes through ShiftTracker after a sign-in check, so a copied link opens nothing for anyone who is not signed in with this permission.

## What can and can't I see?

You see what the evidence **is** — its type, file name, expiry and whether the agency verified it — and the file itself. You do not see the SIA licence number, the share code, or any note the agency recorded against the document. While the proposal or booking is live you see the current copies; after the shift you also see a copy the agency archived as replaced since the officer started, marked **Archived by the agency**.

| | Request page | Right to Work Report |
|---|---|---|
| When | While the assignment is live, then until two years after the officer's last shift with you | From the first worked shift until two years after the last |
| Documents | SIA licence, passport, visa, work permit, online right to work check | Passport, visa, work permit, online right to work check |
| Archived copies | After the shift: copies archived as replaced since the officer started | Copies archived as replaced during or after the engagement |
| Actions | View and Download | View and Download |
| Permission | `documents.view.agency_assignment` | `documents.view.agency_rtw` |

## What do the RTW and BS7858 lines on the card mean?

They summarise the agency's records without opening anything:

| Line reads | Meaning |
|---|---|
| **Verified to** a date | The agency holds a verified visa, work permit or online right to work check valid to that date |
| **Verified** | A verified passport, with no visa, work permit or online right to work check waiting to be checked — no follow-up date, as on the Right to Work Report's **Passport on file** — or a verified visa, work permit or online right to work check with no expiry date |
| **Expired** with a date | The newest verified visa, work permit or online right to work check has run out |
| **Declared, not verified** | The agency ticked the box on the officer's record, but holds no verified evidence — or holds a visa, work permit or online right to work check it has not verified yet |
| **Not recorded** | Nothing declared and nothing verified |

For BS7858 the lines are **Cleared** and **Screening in progress** (from the agency's screening record), **Declared, not verified** and **Not recorded**.

The RTW line follows the same rule as the [Right to Work Report](/docs/organisation/right-to-work-report), so the two agree.

## If it goes wrong

| What you see | What it means |
|---|---|
| No **Right to work** tab or **Documents** button | You do not hold `documents.view.agency_assignment`, the request is cancelled, or the shift was more than two years ago. |
| The dialog says *Not found* | The shift is over and the officer never worked for you (a no-show, a cancelled roster shift), or their last shift with you was more than two years ago. |
| The dialog says *Forbidden* | Your permission was removed after the page loaded. Reload the request. |
| *No right-to-work or SIA documents have been uploaded by the agency yet.* | The agency has not uploaded any, or has archived them all. Ask the agency. |

## Related

- [Check agency officers' right to work](/docs/organisation/right-to-work-report)
- [How a request becomes a rostered shift](/docs/concepts/how-a-request-becomes-a-rostered-shift)
- [SIA licence verification](/docs/agency/sia-licence-verification)
- [Roles and permissions](/docs/reference/permissions-reference)