4.3 How to set up Product specific Requirement Rules

Now that you know how to set up a ‘normal’ requirement. Let’s set up a Product specific requirement.

In this scenario, we are creating a requirement rule for the organisation type 'Trader'. Trader means your direct suppliers/your main contact person/persons.

Go to Requirements -> Step 1: Requirement rules -> Step 2: +New requirement rule-> Step 3: Insert name e.g., Trader.

You can add a description, but it is not mandatory as it is only visible to you and other users on the account, and it is not added to the document requests that your suppliers receive. 

Step 4: Create the ‘requirement cards’ for your farmers/growers.
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. First, click on the must-have card since if the requirement only consists of only a nice-to-have card no automatic document requests will be sent out.

As a required document (must-have), we have added two different kinds of residue analysis.

This requirement card means that they do not need to send two types of documentation, only one.

In the third step, you can decide which products you need a residue analysis from. You can either request it from all products in your portfolio, only products with a specific tag or select specific products.

To add a template so your traders/direct suppliers can better comply with your request click on next then you can add blank documents(templates) once the document is imported click ‘Done’ on the bottom right.

The documents you want to add here will be taken from ‘Own documents’ inside the platform explained in 2.2 Documents- Bulk upload.

Now you can add a nice-to-have card.

Let's say you would like to have their Global G.A.P. checklist and their Certificate for BRCGS Global Standard for Packaging and Packaging Materials. So, certificates for you to see if they have it, and if they don’t you are still compliant. This is the time to use a nice-to-have requirement card

As you can see this nice-to-have requirement card means that you want two types of documentation, a GLOBAL G.A.P. checklist AND a Certificate – BRCGS loP Global Standard for Packaging and Packaging Materials.

This means that you only need to make one nice-to-have requirement card for multiple document requests.

Instead of making multiple requirements must-have cards for multiple document requests.

Once your requirement cards are all set, it's time to set up your target group(s).  

Step 5: Define the ‘target group(s)’  
To what organisations should this apply? Meaning, that from which organisations do you require the documents that you have defined in the previous step.

When you scroll down a bit you will see the ‘+ add target group’ button. By using the filters, you can create a selection of the suppliers that you want to request the documents in the just-created requirement cards. 

Click here to see how to use filters efficiently.

Green Icon Indicates that - the target group sets are active organisations. 

Yellow Icon Indicates that - the target group set is Inactive organisations. 

Red Icon Indicates that - the target group is not set yet.

After you have defined your target group you should see the image below. The titles highlighted in red are where you can get client insight about their compliance status.

Under ‘FILTERED ORGANISATIONS’, the organisation you applied to the requirement rule will be shown.

Under ‘REQUIREMENTS’, you can exactly see which requests are going to be sent to which organisation about which supplier as shown below.

‘VALID REQUIREMENTS’ shows you per target group, how much % of the target group has valid requirements (documents). Thus, for now, we can see that of the two traders in my account, both are missing a supplier declaration and therefore I have a 0% valid requirements score. 

Step 6: Activate your requirement

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 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.    

To activate a target group, you can select ‘activate’ by clicking the three dots on the right side.   

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.