Guideline - How to fill out document requests

When clicking on the link in the email you will be redirected to the following page:

In the top row of this page (highlighted in green), you can see who the requester is, whom they are requesting documents from (you), what date the request was sent and when it is due.

On the left side, you´ll find the organisation for whom you need to provide information (highlighted in yellow). This can either be yourself or one of your suppliers. Each of these names serve as action points. When clicking on them you are redirected to the drop box where you can fill in the organisation’s quality information. Alternatively, you can scroll down and go through the organisations one by one.

On the bottom of the screenshot, you can see a message by your customer who is requesting documents. You can always use the chat to reach out to your customer in case something is unclear. You will receive an email when they answer.

When scrolling down to the first organisation you need to provide information about, you will see the following page:

As you can see on the left column: we are currently looking at the document drop box for specific documents about Apple Farm. Here you are tasked with providing the requested documents pertaining to Apple Farm. Additionally, you have the option to upload a document later if it is currently not available. (Instructions on how to do this can be found further down in this guideline.)

In this case, the requester is asking for the newest version of one document. The initial drop box requests a social document, while the second drop box is optional. Therefore, only one mandatory document is required. Beneath the second highlight you can read that either a SIZA – Certificate (Social), a QS Working- and Social Conditions or a Certificate – Social can be uploaded. Any of these documents is sufficient. (Hint: Select the document with the farthest expiration date.)

To upload the document either drag and drop your document in the right box or browse your files and add it manually.

After successfully adding your file, this bar will appear below the drop box.

You can now choose the document type to which the uploaded document belongs, specify any products it refers to (if applicable) and select the document´s expiry date.

Now you can fill in the next request which, in our case, is a ‘nice to have’. Uploading these documents is not mandatory. This means that any documents listed here can be uploaded if you possess them, as they are nice to have for your customer. If you don’t have the requested document (in this case: Residue Analysis) you can simply select ‘not available’.

When scrolling further down you can see another request that was sent:

You can also see on the left that, in this example, the request pertains Apple Farm and Berry Farm. Once again, you can upload one document: either Certificate - National Programme for Organic Production Standards (NPOP) OR Certificate - EU Organic.

If you do not have the document yet but will receive it later, you can select ‘not available’ and then click on ‘available later’ and select a date for when you will have the document. This way you will receive a new request on the selected date to upload the document that is now available.

After filling out all the requests you will see green check marks on your organisations on the left. This means all the requested quality information have been fulfilled (for now). On the very bottom of the page, you can always include extra documents you would like your customer to receive.

You can always fill out the request partly, close it and keep adding information later. Just make sure to keep an eye on the due date.

Finally, hit ‘submit request’ to send the provided quality information to your customer. After sending, the request cannot be edited. If anything is missing or the wrong document was uploaded, you will receive a new email and can follow up on the request.