--- title: Setting up Automatic Document Requests description: Learn how to set up automatic document requests in Simvia, including configuring reminders and request timing based on document expiry dates. --- [Skip to content](https://helpcenter.simvia.com/knowledge-base/setting-up-automatic-document-requests-in-simvia#main-content) English Show submenu for translations [![simvia-logo-space-indigo](https://helpcenter.simvia.com/hubfs/simvia-logo-space-indigo.svg)](https://helpcenter.simvia.com/knowledge-base?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations This is a search field with an auto-suggest feature attached. - There are no suggestions because the search field is empty. 1. [Help Center](https://helpcenter.simvia.com/knowledge-base?hsLang=en) 2. [Supply Chain Approval (SCA)](https://helpcenter.simvia.com/knowledge-base/supply-chain-approval-sca?hsLang=en) 3. [Requests](https://helpcenter.simvia.com/knowledge-base/supply-chain-approval-sca?hsLang=en#requests) # Setting up Automatic Document Requests Automatic document requests help you collect and renew supplier documents without manual follow-up. Once activated, Simvia sends requests and reminders based on your settings and document expiry dates. For training purposes, **automatic document requests are disabled by default**. To activate them, contact your Simvia **representative** or a member of the **Support team**. After activation, the settings become visible in your account. #### Turning automatic document requests on or off Once enabled, you will see a switch that allows you to turn automatic document requests on or off. - When the switch is **off**, no automatic document requests are sent - This includes requests based on your requirements and database-connected documents Use this switch if you want to temporarily pause outgoing requests, for example during onboarding or internal changes. #### Complete the supplier introduction first Before activating automatic requests, we strongly recommend completing the **[Supplier Introduction](https://helpcenter.simvia.com/knowledge-base/introducing-simvia-to-your-suppliers?hsLang=en) phase**. This step helps suppliers understand: - That Simvia is a trusted platform - That document requests will now be handled through Simvia - What is expected from them Completing this phase significantly increases response rates and reduces confusion when automatic requests are sent. #### Setting requests before document expiry You can define how many days **before a document expires** a request should be sent. This setting determines the timing of the initial request and can be adjusted to match your workflow. Choose a timeframe that gives suppliers enough time to prepare and upload new documents. ![](https://helpcenter.simvia.com/hs-fs/hubfs/image-png-May-18-2026-09-50-42-6403-AM.png?width=670&height=216&name=image-png-May-18-2026-09-50-42-6403-AM.png) #### Enabling email reminders You can also enable **email reminders** for automatic document requests. For reminders, you define: - Whether reminders are sent - How many days after the initial request a reminder is sent Reminders help prevent delays, especially when suppliers miss the first request. **Tip:** Avoid setting dates too early or too late. - If requests are sent too early, suppliers may not have the document yet and forget about it - If requests are sent too late, suppliers may not have enough time to prepare #### ![](https://helpcenter.simvia.com/hs-fs/hubfs/image-png-May-18-2026-09-51-37-7546-AM.png?width=670&height=216&name=image-png-May-18-2026-09-51-37-7546-AM.png) Understanding the document request workflow Your settings determine how document requests flow through the system. ### Requests based on your requirements For requirement-based documents: - The initial request is sent a set number of days before the document expires - A reminder is sent a defined number of days after the initial request When you adjust the request settings, the workflow updates automatically so you can clearly see the impact of your changes. ### Requests for database-extracted documents For documents that are extracted from a database: - The delayed request defines how many days after a database document expires a request is sent - The reminder timing follows the general reminder settings This ensures database-based documents are refreshed only when needed, without unnecessary requests. #### **Automatic request timeline** The timing of automatic requests depends on how the document is retrieved. For documents that **cannot be retrieved through database connections**, an initial request is sent **7 days before expiry**, followed by a reminder **7 days later** if the supplier hasn't responded.  ![](https://helpcenter.simvia.com/hubfs/image-png-Jun-02-2026-10-49-42-9019-AM.png)  For documents that **can be retrieved through database connections**, Simvia first waits **7 days after the expiry date** before sending a request — during this time, the system checks the connected databases daily for an updated document. This prevents unnecessary requests to suppliers for documents that may already be available automatically. If nothing is found after those 7 days, a request is sent, with a follow-up reminder another **7 days later**. #### Review before activating Before turning automatic document requests on, take a moment to: - Review your timing settings - Confirm reminder intervals - Ensure suppliers have been informed This helps you start using automatic requests smoothly and avoids unnecessary follow-up later. - [Getting Started](https://helpcenter.simvia.com/knowledge-base/getting-started?hsLang=en#main-content) - [About Simvia](https://helpcenter.simvia.com/knowledge-base/getting-started?hsLang=en#about-simvia) - [Navigating the Platform](https://helpcenter.simvia.com/knowledge-base/getting-started?hsLang=en#navigating-the-platform) - [Account & Access](https://helpcenter.simvia.com/knowledge-base/getting-started?hsLang=en#account-access) - [Supply Chain Approval (SCA)](https://helpcenter.simvia.com/knowledge-base/supply-chain-approval-sca?hsLang=en#main-content) - [Dashboard](https://helpcenter.simvia.com/knowledge-base/supply-chain-approval-sca?hsLang=en#dashboard) - [Compliance Overview](https://helpcenter.simvia.com/knowledge-base/supply-chain-approval-sca?hsLang=en#compliance-overview) - [Organisations](https://helpcenter.simvia.com/knowledge-base/supply-chain-approval-sca?hsLang=en#organisations) - [Products](https://helpcenter.simvia.com/knowledge-base/supply-chain-approval-sca?hsLang=en#products) - [Requests](https://helpcenter.simvia.com/knowledge-base/supply-chain-approval-sca?hsLang=en#requests) - [Documents](https://helpcenter.simvia.com/knowledge-base/supply-chain-approval-sca?hsLang=en#documents) - [Requirements](https://helpcenter.simvia.com/knowledge-base/supply-chain-approval-sca?hsLang=en#requirements) - [PPWR](https://helpcenter.simvia.com/knowledge-base/ppwr?hsLang=en) - [Sustainability Risk Assessment (SRA)](https://helpcenter.simvia.com/knowledge-base/sustainability-risk-assessment-sra?hsLang=en) - [Connections](https://helpcenter.simvia.com/knowledge-base/connections?hsLang=en#main-content) - [Certification Databases](https://helpcenter.simvia.com/knowledge-base/connections?hsLang=en#certification-databases) - [Laboratory Integrations](https://helpcenter.simvia.com/knowledge-base/connections?hsLang=en#laboratory-integrations) - [Updates](https://helpcenter.simvia.com/knowledge-base/updates?hsLang=en#main-content) - [Release Notes 2026](https://helpcenter.simvia.com/knowledge-base/updates?hsLang=en#release-notes-2026) - [Release Notes 2025](https://helpcenter.simvia.com/knowledge-base/updates?hsLang=en#release-notes-2025) [![simvia-logo-space-indigo](https://helpcenter.simvia.com/hubfs/simvia-logo-space-indigo.svg "simvia-logo-space-indigo")](https://www.simvia.com/) Copyright © 2026, Simvia