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 (for visibility) and Supplier Assignee Settings (for assigning supplier actions).

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.

Supplier Assignee Settings will be available only if supplier submissions enabled. Supplier submissions can be enabled on the next tab (see Submission Workflow step).

Supplier Assignee Settings

After enabling supplier submissions, you can configure Supplier Assignee Settings (in the Supplier Access tab).

Here you can select the types of supplier contacts to assign actions related to this Document Type such as renewal requests and reminder tasks.

Supplier contact types to choose from include 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 supplier contacts that match the selections.

Submission Workflow

To allow suppliers to submit documents for this Document Type (either for new submissions, or new versions of existing documents), you must enable Supplier Submissions in the Submission Workflow tab. Here you can configure the steps in the workflow and add specific instructions.

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.

Internal Team

In the Internal Team tab, you can manage Document Type Admins and create additional New Roles / User Groups.

Document Type Admins are users who configure settings for the Document Type. Only these people will have access to the Requirement Rules and Settings tabs of this Document Type.

Document Type Admins can then create additional custom New Roles / User Groups and add internal users to them. Approval tasks or other internal actions can then be assigned to these users.

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 the Document Type Admins can edit validity dates. However, if needed, you can change this to enable other internal and/or supplier users to change the validity dates for uploaded documents.

Automations

In the Automations tab, you can enable auto-renewal of expiring documents and assign additional reminder tasks and emails to supplier or internal users.

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 also add extra reminder tasks and emails to internal or supplier users. Note that this isn't strictly necessary as the supplier will get an initial email notification with their task, which will live on their dashboard in the portal until it is completed. Additionally, Supplios can send regular Open Task emails (for example, daily/weekly/bi-weekly) to all internal and supplier users about the tasks waiting on them. To set up Open Task emails for your account, please reach out to the Supplios team.

However, if you want to add additional reminder tasks and/or emails related to this Document Type, you can do so here. For example, you could create a task for the Document Type Admins or any custom User Group (created in Internal Team section) to call the supplier if the document hasn’t been uploaded 1 day before the expiration.

Auto-Pilot

Auto-Pilot can be turned on if you want to automatically start collecting a document from suppliers who don't yet have an existing version on file (for suppliers who already have a version, expiring-document collection is handled instead by the auto-renewal setting described above). Auto-Pilot can currently only be turned on by the Supplios team.

Once Auto-Pilot is turned on, it collects documents from suppliers for whom the document is required, based on your Document Requirement Rules. See GUIDE: Setting Document Requirements in the Compliance Module for more on managing those rules. Suppliers will then receive upload tasks, and the process will follow your existing Submission Workflow settings.

As a Document Type Admin, you can turn Auto-Pilot off at any time - and you'll need to, if you want to change the Requirement Rules for that Document Type. To turn it back on afterward, contact the Supplios team via the blue Help button at the bottom right of the portal.