Understanding Requests

The Requests section allows you to manage document requests sent to suppliers and respond to requests sent to you.

Requests help ensure that required documents are collected, reviewed, and stored in a structured way.

Outgoing requests

The Outgoing requests page shows all document requests you have sent to suppliers.

The overview displays:

• The document provider

• The organisation the request applies to

• The due date

• The current status

You can customise this overview using Filters and Columns.

Request statuses

Each request has a status that shows its progress.

Pending

The request has been sent, but the supplier has not opened it yet.

Available actions:

• Resend request email

• Extend due date

• Cancel request

No action is required unless the request remains pending for too long.

In progress

The supplier has opened the request and may have started uploading documents.

Available actions:

• Resend request email

• Extend due date

• Cancel request

Wait for the supplier to complete the request.

To be reviewed

The supplier has uploaded documents and they require your review.

You must:

• Open the request

• Review each document

• Accept or reject the documents

If documents are incorrect or incomplete, you can:

• Ask for update and include a message explaining what is missing

• Set to done, which automatically generates a new request the next day for missing or rejected documents

Done

All documents have been reviewed and accepted.

The request is completed and no further action is required.

No progress

The due date has passed and no documents were uploaded.

Requests in this status do not trigger reminder emails to avoid sending repeated notifications.

You can:

• Cancel the request (a new request will be generated after 00:00 if documents are still missing)

• Extend the due date (the supplier will receive a notification)

It is recommended to review why there was no progress. Possible reasons include:

• The email address is incorrect

• The supplier is no longer active

• Documents were already received outside the platform

Cancelled

You have cancelled the request before it was completed.

After 00:00, the system checks document availability again. If documents are still missing, a new request will be generated automatically.

Incoming requests

The Incoming requests page shows document requests that other organisations have sent to you.

The overview displays:

• Who is requesting documents

• Which organisation the request concerns

• Which documents are required

• The due date

• The status

To respond to a request:

1. Click the request title

2. Upload the requested documents

3. Submit the request

Incoming requests follow the same status logic as outgoing requests.

Best practices for managing requests

To keep your account organised:

• Check outgoing requests regularly

• Review To be reviewed requests promptly

• Address No progress requests instead of leaving them open

• Keep supplier contact information up to date

• Archive or block inactive suppliers

Managing requests consistently helps keep your dashboard clear and prevents unnecessary reminders.