Setting up Supplier Uploads of Certificates & Contracts in the Compliance module
This article covers the settings related to supplier visibility and supplier submissions for Documents in the Supplios Compliance module.
These settings are configured separately for each Document Type, and therefore the settings are found in the Document Type settings area.
For general overview of all Document Type settings, see Overview of Document Type Settings.
Open the Settings page of the specific Document Type to configure the options below.
Supplier Access
In the Supplier Access tab, you’ll find two key sections: Supplier Access Settings (visibility) and Supplier Assignee Settings (submission tasks).
Supplier Access Settings
By default, suppliers cannot see their documents. To allow visibility, explicitly enable access for all supplier users or Supplier Admins.
Note that suppliers can only ever see documents related to their own company, never documents belonging to others.
If you only want suppliers to view documents (no uploading), you don’t need to configure submission settings or supplier assignee settings.
If you want suppliers to upload documents, enable supplier submissions after visibility is turned on.
Supplier Submissions
To let suppliers upload documents, enable Supplier Submissions in the Submission Workflow tab.
- When enabled, suppliers will be able to upload documents of this type.
- Please note that proactive supplier uploads (uploads initiated by the supplier without a prompt) are not yet available. Currently, the submission workflow is activated when auto-renewal is enabled for expiring documents.
- When Supplier Submissions are enabled, the default workflow includes two steps:
- Supplier submission
- Internal approval
You may disable Internal Approval if you want supplier submissions to automatically become valid upon upload.
Supplier Assignee Settings
After enabling supplier submissions, configure Supplier Assignee Settings (in the Supplier Access tab).
Choose which supplier users receive renewal requests and reminder tasks for expiring documents: Supplier Admins, Sourcing Contacts, and/or Quality Contacts.
Any user matching at least one selected role will receive tasks.
We also recommend enabling Fallback to all supplier contacts in case no users match the selected roles. The Fallback option is ONLY used if there are no other suppliers that match the other conditions.
Internal Team
In the Internal Team tab, you can manage Document Type Admins - users who configure settings for the Document Type and review and approve/reject supplier submissions.
You can also add more Internal Teams, then add internal users to those teams. These Teams (Roles) can then be set as the assignee for Approval tasks, or as the recipients of Internal Reminder Tasks for the Documents of this Document Type.
Validity Date Settings
In the Validity Date Settings tab, you can define how validity dates are managed. By default:
- For Certificates, “Valid From” and “Valid To” are required
- For Contracts, “Valid From” and “Valid To” are optional
You can change these requirements or specify that validity dates are not applicable.
You can also control who can edit validity dates (useful if dates were entered incorrectly).
By default, only Internal Document Admins can edit validity dates, however, you can enable other internal users and supplier users to edit them, if needed.
Automations
In the Automations tab, you can enable automatic renewal and assign additional reminder tasks and emails.
Auto-renewal starts document collection (the submission workflow) automatically a set time - months, weeks, or days before expiration. Assigned supplier users will receive notifications and tasks to upload a new version.
You can add extra reminder tasks and emails to internal or supplier users. For example, you could create a task for the Document Type Admin to call the supplier if the document hasn’t been uploaded 2 days before expiration.
