As a Community Administrator or Community Supplier Administrator, you have the authority to manage the documentation associated with a supplier's profile. This guide covers how to locate, view, and upload documents to ensure compliance and transparency.
Accessing the Documents Screen
To manage a supplier's files, you must first navigate to their specific profile within the Administration module.
Navigate to the Administration module.
Click on Suppliers and select the Manage Suppliers tab.
Locate the supplier using the Search Suppliers field.
Tip: Clear the State field to ensure you are searching across all statuses.
Tip: Use the Filters button to narrow down your search results.
Once the profile is located, click on the supplier's name to open it.
Select the Documents tab.
Viewing and Downloading Documents
The Documents tab serves as a central repository for all certifications, contracts, and relevant files.
Filtering Active vs. Inactive Documents
By default, the system is set to Active Documents Only. When a document is deleted by either the Community or the supplier, it remains in the system under an Inactive status.
To view deleted files: Uncheck the Active Documents Only box.
Viewing Attachments
Documents often contain one or more actual file attachments.
To view files: Click the paperclip icon next to a document entry.
To download specific files: In the pop-up box, click the down arrow next to the desired attachment.
To download everything: Click Download All to save all attachments for that document as a
.zipfile.
Adding New Documents
Follow these steps to upload new documentation to a supplier's profile:
From the Documents tab, click the +Add Document button.
In the pop-up box, fill in the required information (marked with a red asterisk *).
Visibility: Enable the Show to Buyers toggle if you want the document to be visible to buyers within the community.
Finalize: Click Add to save the document.
Click Add More if you have multiple documents to upload in one session.
Automatic Notifications
When a document is successfully uploaded, the system automatically triggers the following notifications to keep stakeholders informed:
Administrators: All users with the Community Supplier Administrator role will be notified.
Suppliers: A comment is automatically posted to the supplier's Comments tab.
Email: An email notification is sent to the address listed in the Customer Comments field (or the default profile email).