Only subscribers on the Supplier Plus plan can access this feature

Uploading and requesting supplier documents allows organizations to securely store, manage, and track important files within supplier records

Documents can be uploaded internally by users or requested from suppliers, ensuring compliance, certification, and contract-related documents are properly stored and easily accessible.

This guide will walk you through the steps to create supplier document types, upload internal documents, request documents from suppliers, and approve uploaded documents.

When to Use This Feature

✅ When adding internal supplier-related documents for tracking and compliance.

✅When requesting suppliers to upload required documents directly into their supplier record.

✅When monitoring supplier compliance and document expiry dates to ensure regulatory requirements are met.

✅When reviewing and approving supplier-uploaded documents before they are stored in the system.

✅When maintaining a clear and organized audit trail of all supplier-related documents.

Step-by-Step Guide

1. Creating a Supplier Document Type

Before uploading or requesting a document, ensure the correct document type exists in the system.

  • Navigate to the Main Menu and click on Settings.

  • Select Configurations, then go to the Supplier Document Type tab.

  • Click Add Supplier Document Type.

  • Enter the name of the new document type.

  • Click Save.

💡 Tip: This step is only required if a new document type is needed. Once created, the document type will be available in all supplier records.

2. Uploading a Supplier Document

  • Navigate to Supplier Management and locate the supplier record using the search bar or filters.

  • Click on the Documents tab.

  • Click Add Document.

  • Enter a document title and select the document type from the dropdown.

  • Upload the file from your local device.

📌 Accepted file types: PNG, JPG, JPEG, PDF, XLS, XLSX, TXT, DOC, DOCX, CSV, PPT, PPTX.
📌 File upload size limit: 16MB.

  • (Optional) Set an expiry date if the document requires renewal. Supplier owners will receive a notification when the document is approaching its expiry.

  • Click Save to finalize the upload.

💡 Note: Expiry dates help track when important supplier documents need to be reviewed or renewed.

3. Requesting a Document from a Supplier

  • In the Documents tab of the supplier record, click Request Document.

  • Select the Document Type from the dropdown.

  • Choose the supplier contact from whom the document should be requested.

    • If a contact is missing, go to the supplier’s Contact Info tab and add a new contact.

  • (Optional) Upload Document for Supplier – use this new field (above Notes) to attach a file you want the supplier to receive with the request (e.g., an NDA to sign and re-upload).

  • Add any Notes/Instructions to provide further context for the request.

  • (Optional) Click the Add Document To Request button to add multiple document requests in the same batch.

  • Click the Send Documentation Request button to send the request.

  • The supplier receives an email prompting them to log in, view any Client Attachment, and upload the requested document(s).

💡 Note: If required, you can cancel the document request in the Actions column in the documents table. This will inform the supplier via email that the document is no longer needed and will remove it as a request for them on their supplier portal.

4. Approving Supplier-Uploaded Documents

When a supplier uploads a document, the requester and relevant supplier owners will receive a notification.

  • Navigate to the Documents tab in the supplier record.

  • Locate the supplier-uploaded document.

  • Click Review Document to verify the uploaded file.

  • If the document is correct, click Approve Document to finalize its inclusion in the supplier record.

💡 Note: Supplier-uploaded documents must be approved before before any automatic document expiry alerts are created.

Key Considerations & Best Practices

✅ Ensure Document Types Are Created in Advance – Having predefined document types prevents unnecessary delays when uploading or requesting documents.

✅ Use Expiry Dates for Tracking – Setting an expiry date ensures supplier owners are notified before a document requires renewal.

✅ Request Multiple Documents in One Request – When requesting files from suppliers, use the Request New Document option to streamline the process.

✅ Review & Approve Supplier-Uploaded Documents – Documents uploaded by suppliers must be approved before they are officially stored.

✅ Keep Supplier Contacts Updated – Ensure all relevant supplier contacts are added under Supplier Management so document requests can be sent to the correct recipients.

Additional Resources

📌 Related User Guides:

📌 Need Further Help?
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