Helpful tips

1. Request status

Request statuses indicate that a certain action is needed from you. Therefore, it is very important to understand these and work with them.

Request status	What it means	What to do
Done	Request is fulfilled. You have reviewed and accepted all documents that are now 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 status to change. Other available actions: Resend request email Cancel request Extend due date
In progress	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.	If the requirement is still not fulfilled, a new request will automatically be sent out at midnight.

 

2. Email Status

If a supplier has not answered to your request yet, the email statuses can help you understand why. Please find in the following the different email statuses and what to do when they occur.

Email Status	What does it mean?	How do I act on it?
Hindered	Email has either been blocked, dropped or bounced	Check if email spelling is correct and the email adress is up to date
Spam reported	Recipient has marked the email as spam	Please reach out to them and ask them to move the [e-mail] email adress to their inbox folder.
On its way	Email is being sent	Wait a few minutes and make sure your internet connection is stable.
Unsubscribed	Receiver has unsubscribed from request email and will not receive further requests.	Please reach out to your supplier and ask them to contact us via [e-mail].
Delivered	Email has been delivered (to inbox, junk or spam folder)	If you do not receive a response on time, make sure the email was not received in their spam or junk folder and reach out to your supplier.
Email opened	Receiver opened email	Make sure the status changes to 'request opened' and the email reminder is set in your settings if the status does not change. The system will then automatically send your supplier an email before your requested document expires.
Request opened	Receiver opened your request (link in email)	Wait for their response. Make sure the email reminder is set.

 

3. Public documents

Public documents is a new introduced feature within the release of the network to improve automation and save time on document requests. By making documents of your choice public, they can automatically be shared when connected buyers have requirements for them. This ensures a large proportion of documents can already come in automatically, without any request going out, and saves a lot of time for sharing your own documents. 

4. Tips on bulk importing organisations

When using the excel template to import organisations in bulk it is important to stick to some basic rules:

1. An organisation can only be mentioned once.
2. The unique GGN can only be entered once. (Due to the direct link we have with Global G.A.P., once the GGN is entered and synced the system will overwrite anything that's mentioned in the 'organisation name column'.)
3. There should at least be one contact person per direct supplier to be able to receive requests about them or their sub-suppliers. If one person is entered multiple times for multiple companies it means that one person will get mountains of requests.
4. The direct supplier has to be put in the table before the sub-supplier. The system cannot read the Excel sheet from the bottom row to the top row only from the top row to the bottom row. This is important for linking sub-suppliers to their customers (your direct suppliers).
5. Email addresses in the email column need to be spelled without any '()' or '<>'. Only enter the email address here. The corresponding name is mention in the previous colum “main contact name”. If you have multiple contacts, make sure to add them in the same order in the columns for name and email address and separate them with a semicolon.
6. Make sure to avoid blank spaces between different variables or punctuation marks (not between words).