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 Chain 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 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.

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

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.

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.