The Request Documents step of the sourcing wizard lets you ask every invited supplier for specific documents, such as insurance certificates or accreditations. Suppliers can't submit their response until they've uploaded each requested document.

Before you start

Only users who can create or edit the sourcing activity can add document requests. To create a new document type from the request form, you also need permission to create Configurations.
💡 Tip: Set up the document types you request regularly in advance under Settings > Configurations > Sourcing Document Type, using Add New Sourcing Document Type.

Request documents in the sourcing wizard

Go to the Request Documents step

Start a new activity from Sourcing > eSourcing by clicking Create Sourcing Activity, or open a draft. Work through the wizard to Request Documents, which comes after Supporting Documents.

Click Request New Document

The Request Document dialog opens.

Choose the document type

Select the Requested Document Type. If it isn't listed and you have permission, click New Document Type at the top of the list to create it.

Describe what you need

In Description of Requested Document, tell suppliers exactly what to upload, for example Upload your current public liability certificate, min £5m cover. This field is required.

Save the request

Click Save. The request is added to the table on the step.

Add or remove requests

Repeat for each document you need. To remove a request, click the bin icon on its row and confirm.

Click Next

Your requests are saved when you click Next. Continue to Invite Suppliers and finish the wizard as usual.

What happens next

  • Every invited supplier gets the same requests: you can't request a document from one supplier only.

  • Suppliers upload in their response: the requested documents appear on the Supporting Documents tab of the supplier's response, each with an Upload button, the document type and your description. They can upload PDF, Word, Excel, PowerPoint, JPG, PNG, TXT, CSV and ZIP files of up to 16 MB.

  • Submission waits for the documents: a supplier can't use Submit Response until they've uploaded every requested document.

  • You can track uploads: on the activity record, open the Supporting Documents tab. Documents Uploaded by Suppliers lists each supplier's documents with the status Awaiting upload by supplier or Uploaded, and you can view or download uploaded files.

  • You can change requests later: to add or remove requests after the activity has been sent, reopen it with changes. See Reopen or Edit a Sourcing Activity.

Troubleshooting

I can't see New Document Type

Your role doesn't allow you to create configurations. Ask an administrator to add the type under Settings > Configurations > Sourcing Document Type, then select it from the list.

The Request New Document button is greyed out

You can't edit this activity. Check your role permissions, and whether access to the activity has been restricted to its Sourcing Owners.

A supplier says they can't submit their response

Ask them to check the Supporting Documents tab of their response for any requested document they haven't uploaded yet. Every other required part of the response must also be complete.

I only need a document from one supplier

Requests apply to every invited supplier. To ask a single supplier, message them through the activity's Chat tab (Sourcing Plus). See Supplier Messaging (eSourcing Chat Function).

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📌 Need Further Help?
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