Q. How do I review an outgoing document request?

To review outgoing document requests...

Go to “Requests” ->” Outgoing requests.” 

Or go to your "Dashboard" -> "Outgoing requests" ->

Step 1: Click on "To be reviewed", it will say how many requests need your attention.

Step 2: By clicking on ‘to be reviewed’, it will automatically redirect you to the outgoing request with the status to be reviewed. On this page, you can see the document requests that still need to be reviewed by you. The documents in the requests will not be a part of your account until you review them.

Step 3: If you click on the document, you will be sent to the review page. By clicking on the ‘review’ button with the eye icon, you will be able to see the full document and inspect whether this is the correct document. 

If your supplier has not filled in the date or did not fill it in correctly, you can change the expiration date. If you accept the document and set the document request to done, the document that you just reviewed will automatically be moved to the ‘supplier documents’ page.

Step 4: If this is not the right document, you can reject the document. Then by clicking the ‘ask for an update’ button, you can re-send the request to your supplier. 

Step 5: If the supplier indicated that the document will be available later, the request will be sent out to the supplier again on the date they indicated the document would become available. To do so, make sure to suspend the requirement until the date that the supplier indicated.

Step 6: When document requests are in the ‘no progress’ state, no reminders will be sent out anymore. This is because we do not want to spam your suppliers with endless e-mails. We rather add the ‘no progress’ status as a reminder and action point that for some reason those suppliers are not responding to your requests.

There can be different reasons for this, maybe you don’t work with this supplier anymore and they should be archived, or maybe you have the wrong e-mail address and the request bounces. It is always good to check the ‘email status’ column of your ‘no progress’ requests.

After having checked the suppliers with ‘no progress’ requests, you can cancel them all and then the necessary requests will be sent out at 00:00 by us. To cancel a document request, simply click on ‘cancel request.’

This is important as in the meantime the documents that you requested might not be relevant anymore, or you might have already received them via e-mail and added them manually. Therefore, we want you to cancel all the no progress requests, and at 00:00 we send out new and probably more relevant requests.

Status Types:

Request status	What it means	What to do
Done	The request is fulfilled. You have reviewed and accepted all documents that now are available.	Your request is complete.
To be reviewed	The document provider has uploaded documents for you to review.	Review by accepting or declining each document. If wrong or not all documents were submitted, you can decline and: (1) ‘Ask for update’: you can add a message to explain what is missing, or (2) ‘set to done’: the next day a new request will be generated from the system for all missing documents
Pending	This request has been sent out, but the document provider has not opened the request yet.	Wait for the status to change. Other available actions: Resend request email Cancel request Extend due date
In progress	The supplier has opened the request (and potentially started uploading some requested information).	Wait for completion. Other available actions: Resend request email Cancel request Extend due date
No progress	Requests go into this state after the expiration date has been reached and no documents have been uploaded. Request with this status will not trigger any reminders to be sent out.	Either ‘cancel request’ and the system will send out a new one or ‘extend due date’ and the supplier will receive an email about the extension.
Cancelled	You have cancelled this request before the supplier had opened/finished it.	After 00:00 the system will send out a new request.

After cancelling the requests, at 00:00 the system will again check if the documents are available. If not, a new request will be sent out.

It is also possible to customize what you see here by using ‘FILTERS’ and ‘COLUMNS’.