How to verify a waiver record before exporting

Exporting the wrong record creates both a practical problem and an unnecessary disclosure. Take a short verification step before downloading or sharing a participant's document.

Confirm the person and visit

Use the participant identity and relevant visit context to select the record. A familiar name is not enough when people share names or have several documents. Check the activity and date information available in the record.

If the request came from another staff member, clarify which document they need. “Send me Alex's waiver” may be ambiguous when the participant attended several programs.

Inspect state and version

Confirm the signed version and current record state. A voided record, a pending PDF and a purged record mean different things. Do not treat them as interchangeable download failures or quietly substitute another available PDF.

If the PDF is still being prepared, wait through the supported process. The PDF documentation explains why a completed signature can precede file readiness.

Check the destination and purpose

Ask whether the task needs a full PDF or a narrower summary. Use the approved sharing or storage route and limit access to the people who need the content. Keep the source record ID with the export trail.

After downloading, open the file and verify that it is the intended document before passing it on. A correct selection in the app does not help if a similarly named older file is attached from a downloads folder.

Resolve an ambiguous request before downloading

Consider a sample request for “Jordan Lee's climbing waiver from Saturday.” The search may return two people with that name, or one person with several signed forms. Ask the requester for the relevant visit date, activity and record reference they already have permission to use. Work from those details rather than choosing the newest result because it appears first.

If the match remains uncertain, stop the export and ask the responsible team member to resolve it. Downloading every possible match creates extra copies without answering the original question. The duplicate-name guide covers how to narrow the lookup without calling private answers across the reception area.

Verify the file you will actually send

After the download, open that specific file from its saved location. Check the participant, signed date and document version against the intended source. Then confirm the attachment or storage destination uses that file, not an older download with a similar name.

For a batch export, also check the selected scope and reconcile the files against the expected records. Use the PDF archive checklist before distributing an archive. A ZIP that opens successfully can still contain the wrong date range or omit a document that was not ready.

Before you call it ready

• The participant and visit context match the request.
• The relevant document version and state were checked.
• The export purpose requires the selected information.
• The downloaded file is verified before sharing.