GUIDE: Setting Document Requirements in the Compliance Module

This article serves as a guide for setting and managing supplier document requirements (Requirement Rules) using the Supplios Compliance Module.

Requirement Rules provide a way of automatically enforcing which Documents each supplier is required to have on file based on data in each supplier's profile.

Who can set and manage Document Requirements?

Only users with Admin permissions for a specific Document Type can set or modify supplier requirements for that document.

There are two types of Admin permissions:

• Document Type Admins – Can manage supplier requirements for the specific document type they oversee.
• Account-level Admins – Can manage most settings for any document type across the account.

By default, the creator of a Document Type is automatically assigned as its Admin.

(Note: Only certain users are permitted to create new Document Types, depending on your company’s account-level permissions.)

Existing Document Type Admins can then add other internal users as additional Admins for that document type.

Where to set and manage Document Requirements?

You can configure requirement rules on the Requirement Rules tab within each Document Type’s page. Go to the Compliance page on the left-side menu, select Document Types and choose the document you want to manage. Open the Requirement Rules tab across the top.

If requirement tracking isn’t enabled yet, click Enable Requirement Tracking.

You can then add rules to define which suppliers have the document type Required, Optional, or Excluded.

These rules are set based on supplier tags. You can add multiple rules, and the system will evaluate them in order until one applies. If no rule matches a supplier, the default rule is applied, so make sure to configure the appropriate requirement setting for the default rule.

Note the the order of rules does matter.

After saving the rules, the summary bar updates to show how many suppliers have this document type required, optional, or excluded.

Viewing Supplier and Document Status

You can view a list of all vendors and a list of all documents in relation to this document type.

• All Documents tab – Shows all suppliers with this document type (valid or expired).
• All Vendors tab – Lists your entire supplier base and indicates which suppliers are required, optional, or excluded from this document type. Here you can also set individual overrides for specific vendor requirements.

Requirement Status Grid

Requirement Status Grid provides an overview of compliance across your supply base. You can access it by navigating to the Compliance section on the left-side menu and clicking on Requirement Status Grid.

The grid is color-coded to help you quickly identify which supplier documents need attention.

• If the cell is green - Supplier meets the document requirement.
• If the cell is yellow - Document is missing or expired, but it's optional.
• If the cell is red - Document is expired or missing, and the document is required for that supplier.
• If the cell is white - There are no document requirements set, or supplier is excluded from having this document.

Hover over the Required, Optional, or Excluded badges to see which rule or override applies.

Click on any Valid, Expired, or Missing badge to open a detailed view of that document. Here you can download the files, check validity dates, upload new document versions, and more.

Scroll to the right of the grid to view supplier tags and use them for filtering. You can also use filters on the right to view specific document types or vendor tags.