After creating your documents, you can use these document types to automatically request them for orderlines. This helps you collect the required documents from your supply chain partners in a more structured and efficient way.
Creating a document request by default
On the Orderlines page, go to the Settings tab and open the Request documents section. Here, you can choose the level on which you want to request documents.
You can select one of the following levels:
Brand(s)
Agent(s)
Contractual Partner(s)
Please note that you can only use one level for your document requests. Once a request has been created for a selected level, the level field will be blocked. The field will become available again once all existing requests have been deleted.
After selecting a level, click Request documents to create a new request.
A pop-up will open where you can select the specific brand(s), agent(s) or Contractual Partner(s) the request should apply to. For example, if you selected Contractual Partner(s) as the level, you will only see Contractual Partners in the list. You can select one, multiple or all options in the list.
Next, select the document type(s) you want to request. These document types are created in the Library. You can select one or multiple document types.
If a template was added to a document type in the Library, the document type will be underlined. You can click the underlined document type to preview the template.
Do you not see the document type you want to request? Click the link in the pop-up to go directly to the Library and create a new document type. You can then return to the settings page.
Once the applicable brand(s), agent(s) or contractual partner(s) and the document type(s) have been selected, click Request. A success message will confirm that the document request has been created.
How automated documents requests work
Once a document request has been created, the selected document type(s) will automatically be requested for:
Newly uploaded orderlines
Orderlines that are still in pending state
This only applies to orderlines that match the selected brand(s), agent(s) or contractual partner(s). For example, if you create a request for a specific brand and select the document type “Chemical report”, this document will automatically be requested for new and pending orderlines linked to that brand. If the Agent level is selected, but no agent is linked to an order, no document request will be created for that order.
Overview of the requested documents by default
After a document request has been created, it will be shown in the Request documents section on the settings page.
The overview shows:
Level
Type of document(s)
Created by
Created on
If multiple document types were selected in one request, these will be shown together in the overview.
Editing a document request
Users with Admin or Editor permissions can edit an existing document request by clicking the edit icon. If you requested document types with a template, they will show underlined and you can click to preview the template.
When editing a request, the changes only apply to newly uploaded orderlines and orderlines that are still in pending state. Existing completed requests will not be changed.
After editing, the overview will be updated with the latest user and date information.
Deleting a document request
Deleting a request means that the selected document type(s) will no longer be automatically requested for the selected brand(s), agent(s) or contractual partner(s).
This only applies to newly uploaded orderlines and orderlines that are still in pending state. Existing requests that have already been created will not be removed automatically and should be removed on the Compliance page.
Need more help? You can get in touch with us via chat or contact us via email at [email protected].