Adding a Documents module to a Request – Knowledge Base

Who can use this feature?

Request owners with a Buyer account, and Team members who have permission to edit the Page that documents are being uploaded to.

What is the Documents module?

The Documents module is used to securely exchange documents between the buyer and supplier. These can be any documents you would like to share with your suppliers e.g Pricing schedules, Pre-qualification questions, contracts, templates. Documents that require an action can be downloaded by the supplier and re-uploaded to the platform.

How do I add a Document module to a Page?

Login and open the relevant Draft request. Got to the Details tab. Select + Add section, and choose Documents from the drop down menu.
Click the Pencil icon to change the Name of the module to reflect what type of documents you will be exchanging.
Select + Add documents or request information, and choose the action you would like to assign each Document under Type.

How do I upload a document for Suppliers?

From your hard drive select the Documents you wish to share with your Suppliers.
Add an Identifier or description for each Document.
Select the action you would like the Supplier to take for each Document from the drop down menu under Type. Choose from the following options:

Informational only - A document that does not require any actions from the counterparty.
To accept - A document that requires the counterparty to accept. No ability to deviate or post stand-alone comments.
To accept or deviate - A document that requires the counterparty to accept or offer deviations.
To complete/sign or deviate - A document that is required to be completed and/or signed by the counterparty. Deviations on the initial form/contract can be offered the counterparty.
To complete/sign (Locked) - A document that is required to be completed and/or signed by the counterparty. Upon submission, the document will be locked until the unlocking condition is met. Deviations cannot be offered by the counterparty.
To complete/sign - A document that is required to be completed and/or signed by the counterparty. No ability to deviate or post stand-alone comments.

How do you request a Document from a Supplier?

- 1. To Request documents from the supplier enter an Identifier or description for the documents you are requesting
  2. Select what the permissions for the document by clicking Type and choosing one of the following options from the dropdown menu:

Document Request - A Request for the counterparty to submit the specified document. The counterparty has the option to mark the document as unavailable
Document Request (closed) - A Request for the counterparty to submit the specified document. No ability to deviate on the submitted document or post stand-alone comments.
Document Request (Locked) - A Request for the counterparty to submit the specified document. Upon submission, the document will be locked until the unlocking condition is met. The counterparty has the option to mark the document as unavailable.

Bear in mind

Once a request is live, a document Type cannot be changed. You can only remove the Document and upload another.
If a Document during a live request is no longer relevant, you can mark as obsolete, and upload a new document should you wish to.
Once a request is live, you can + Add section by issueing a revision.