What Happens When You Accept or Reject a Document

This article explains what happens when you accept, reject, ask for an update, or set a document request to done.

Where to review a document

1. On your Simvia Dashboard,  you can spot documents waiting on your review in two places : the My tasks widget at the top (Outgoing requests – to be reviewed tile) and the Summaries section further down (Outgoing requests → To be reviewed tile). 
   
   
   
   
2. Click into a request To be reviewed to open the "Review documents about [Supplier]" page.
   
   
3. Next to the document, click the Review button (the small arrow opens a dropdown) and choose Accept or Reject.
   
   
   
   

Accepting a document

When you click Accept, the document's status changes to Accepted. The expiry date field is empty until this point — during review, you can enter it manually, or let the AI read the document and fill it in for you. Once accepted, the expiry date shows in the overview.

No automatic email is sent to the supplier. If the supplier has their own Simvia account, they'll simply see the updated status themselves next time they log in. From your side, there's nothing further to do — the requirement is compliant until the document's expiry date approaches.

Rejecting a document

When you click Reject, the document's status changes to Rejected.

Here's the key thing to know: the supplier is not automatically notified when you reject a document. It's up to you to decide, and trigger, what happens next. Three buttons appear on the request page:

• New Request — creates a new request for the same document type, since the requirement is still not compliant after a rejection.
• Ask for Update — send the supplier a message and a new due date to resubmit the correct document.
• Set to Done — close the request; no further action is taken.
  
  

Note: while a request sits in To be reviewed/Rejected status, no new messages can be exchanged with the supplier. Click Ask for Update to reopen the request if you need to message them.

Asking for an update

Click Ask for Update and a window opens where you can:

• Set a new due date for the supplier to respond by.
• Optionally add a message — this is a good place to explain why the document was rejected, so the supplier can fix it correctly the first time.
  
  

Once you confirm, the supplier receives an email with the subject line:

"[Your Company Name] is requesting updates for their open request(s)."

This is currently the only point in the reject flow where the supplier is automatically notified by email.

This is currently the only point in the reject flow where the supplier is automatically notified by email.

Setting a rejected request to Done

Clicking Set to Done closes the request. The system then checks whether the requirement is compliant: if the document is still missing, it automatically sends a new request for it. Use Set to Done when you don't need to chase the supplier manually right now — the platform will follow up on the outstanding requirement for you. 

Rejected by mistake? Here's the fix

If you reject a document by accident, you don't need to start over. Open the document itself, scroll down in the details panel, and click Accept. This overwrites the rejection, and the document is marked Accepted — a handy safety net for those quick mis-clicks.

Quick summary

Knowing exactly what each button triggers means you can review documents with confidence — and give suppliers clear, accurate answers about where things stand.