WORKED FIELD GUIDE
Clean a contractor renewal register without losing the next decision.
Follow four fictional records from confusing fields to a usable action queue. Download both CSVs, reproduce the checks, and see which decisions still need a person.
No account, uploads or paid service required.
1. Preserve the original and check its recorded fields
Work on a copy. This fictional assessment is fixed at 5 October 2026 with a 60-day window, so you can reproduce it later. The original contains four records; the checker reports two Check data rows, one Review and one Keep on register.
Download the fictional original CSVbusiness_name,document_required,recorded_expiry_date,review_state,responsible_owner,next_follow_up_on Fictional Harbourline,Public liability certificate,01/11/2026,approved,Office team, Fictional Summit,Trade licence,2026-09-29,awaiting_review,Office team, Fictional Northbank,Public liability certificate,,received,,2026-10-05 Fictional Greenridge,Trade licence,2027-04-30,approved,,
The first row’s 01/11/2026 could be read differently across date conventions. The checker flags it instead of guessing. The third row’s “received” is unsupported. The fourth row remains outside the renewal window but asks you to assign an owner.
2. Change only what the source and reviewer confirm
| Fictional row | Confirmed fact | Manual change |
|---|---|---|
| Harbourline | The source shows 1 November 2026; acceptance was recorded | Write 2026-11-01; keep approved |
| Summit | Replacement has arrived, no new decision; prior expiry was 29 September | Keep awaiting_review and the old expiry; do not mark approved |
| Northbank | A file arrived and awaits review; Office team owns that decision | Use awaiting_review; assign Office team; keep expiry blank until confirmed |
| Greenridge | Facilities team owns the recorded licence requirement | Assign Facilities team; preserve accepted expiry and state |
These facts belong to this fictional scenario. The checker does not read a document, infer an owner or supply a review decision. For your data, obtain those facts from your own source evidence and reviewer. Repeated business/document rows also need manual inspection; a duplicate could represent an old version or a separate requirement, so do not delete it automatically.
3. Recheck and give each remaining action an owner
Download the fictional corrected CSVbusiness_name,document_required,recorded_expiry_date,review_state,responsible_owner,next_follow_up_on Fictional Harbourline,Public liability certificate,2026-11-01,approved,Office team, Fictional Summit,Trade licence,2026-09-29,awaiting_review,Office team, Fictional Northbank,Public liability certificate,,awaiting_review,Office team,2026-10-05 Fictional Greenridge,Trade licence,2027-04-30,approved,Facilities team,
At the same assessment date and 60-day window, the corrected file produces two Review rows, one Plan and one Keep on register. It has no Check data rows, but three human actions remain. Removing a format error has not approved a replacement or verified a licence.
- Load the corrected CSV in the register checker. Set “Assess as of date” to 2026-10-05 and leave the window at 60 days.
- Open “Plan around this expiry” for Harbourline. Choose a request lead time and review buffer appropriate to your own process.
- Give Summit and Northbank’s review decisions to Office team. Keep the prior evidence separate until a decision is recorded.
- Download the action list if useful, then record actual requests and decisions in your own register. Protect the local download under your organisation’s rules.