In this scenario, we are creating a requirement rule for the organisation type 'producer'. With producers, we refer to growers. In this situation, we require a GLOBALG.A.P. IFA and a GRASP certificate from all our producers.
Go to Requirements -> Step 1: Requirement rules -> Step 2: +New requirement rule-> Step 3: Insert name e.g., producer or grower.
You can add a description. It is not mandatory, it is only visible to you and other colleagues on your account, and it is not added to the document requests that your suppliers receive.
Step 4: Create the ‘requirement cards’ for your producers.
Ask yourself: What would you like to request from them?
First, click on ‘+ add requirement card.’ Now you will see a pop-up prompting you to either create a must-have or a nice-to-have requirement card.
For this scenario, we will choose to create one must-have card and one nice-to-have card.
As a required document (must-have), we will first add the GLOBALG.A.P certificate. As document types we add the GG IFA database extract that we generate, and the Certificate – GLOBALG.A.P. document type.
Within a requirement card, the relationship between documents is ‘or’. Thus, this requirement is fulfilled with either the GG IFA database extract or the Certificate – GLOBALG.A.P.
When creating a requirement card, you also have the option to add templates. If you are, for example, creating a requirement card for a supplier declaration, you can add your empty supplier declaration that is to be filled in as a template.
The documents or ‘Templates’ you want to add here will be taken from ‘Own documents’ inside the platform.
When setting up an account it is highly recommended that you add your Supplier agreement or any other blank templates to your own documents (what your supplier can use to fulfil your requests that you are going to send them).
To add the Supplier agreement and your templates, go to;
Documents -> Own documents -> Single upload or Bulk upload.
After having added the GLOBALG.A.P. requirement card, we now add the GRASP requirement in the same way. The relationship between cards is ‘and’. Thus, in this case, we require a GG certificate AND a GRASP certificate.
Now we are going to add a nice-to-have card. From my producers, it would be nice to have a Planetproof certificate or a residue analysis. I want to know which of my suppliers would have that, and if they don’t, they are still compliant.
This is the time to use a nice-to-have requirement card!
The relationship between documents within a nice-to-have requirement card is ‘and’. Thus, in this case, I would like to have a Planetproof certificate and a residue analysis.
This means that you can add as many nice-to-have documents to a card without having to create multiple.
As we have finalized our requirement cards, it's time to set up the target group(s).
Step 5: Define the ‘target group(s)’
To what organisations should this apply? Meaning, that from which organisations do we require the documents that we have just defined in the previous step.
When you scroll down a bit you will see the ‘+ add target group’ button.
By using the filters, we are going to create a selection of the suppliers that we want to request the documents about.
Tip: Click here to see how to use filters efficiently.
After you have defined your target group you should see the image below.
Under ‘Filtered organisations’, you can see the organisations that the requirement has been applied to.
Under ‘Requirements’, you can see which requirements have been created. Meaning, which requests are going to be sent to which organisations about which suppliers.
The ‘Valid requirements’ shows you per target group, how much % of the target group has valid requirements (documents). Thus, for now, we can see that I have 53% of all the required documents from my suppliers that fall under this target group.
Step 6: Activate your requirement.
By clicking on the three dots on the right side of the just-created target group, we can see an ‘activate’ button.
Active target groups: send out automatic document requests and requirements are shown on the ‘all requirements’ page by default.
Inactive target groups: only show client insight and the graph on the dashboard, but do not actually result in automatic document requests. The ‘all requirements’ page does not show requirements of ‘inactive’ target groups by default. You can still find them by filtering on ‘inactive’ requirements.
As you may have multiple target groups for the defined requirement cards, you can also activate one target group whilst leaving the other target groups inactive.
There are different target group statuses.
Red Icon Indicates that - the target group has not been created yet.
Yellow Icon Indicates that - the target group is set to inactive and therefore does not result in automatic document requests
Green Icon Indicates that - the target group is active, thus resulting in automatic document requests
TIP: If you want to set up a requirement rule to get client insights and see the dashboard graph (see picture below), you need to ‘inactivate’ the target group since as explained earlier: no automatic document requests will be sent out for inactive rules. Suspension is then left to only impact requirements that are meant to send out requests.
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