Document Management in Supplier Management

Summary

Working in the Manage Document page can be a daunting task if you don’t know what each field refers to, so here’s a quick reference guide to help walk you through each of those important boxes.

Steps

Step 1: Hover over the Supplier Management tab and select Documents.

Step 2: On the grid, access the Manage Document page by clicking the gear icon at far left on any row.

Step 3: The Manage Document page contains identification and handling data associated with the document.

• Supplier ID: Indicates the specific supplier this document is associated with.
• Item ID: Indicates the specific item this document is associated with, if any.
  Note: This will be blank if the document is a supplier-level document.
• Type: This is the kind of data the document contains (Allergens, Audit, etc.)
• Status:
  • Approved: Signifies that you, the customer, have validated and accepted the document.
  • Archived: Use this to change the document from current/active status when the document is no longer needed for immediate access (this does NOT delete the document). After Archiving, the document will no longer be visible in the grid, unless you checkmark the Show Archived box at top-left of most grid-pages.
  • Awaiting Approval: Default setting that documents get when they are first loaded into your Documents page.
  • Expired: Once the document exceeds the "Days Effective" setting (see Configuration > Doc Requirements), the document is set to Expired automatically.
  • Not Approved: Signifies the document has not been approved by you, the customer.
  • Rejected: Signifies the document has been rejected by you, the customer.
    

    Note: Rejected and Not Approved are synonymous.

• Workflow: Configurable, automated process for document handling. Some are pre-configured, and you can modify those or add more. See Workflow Basics in SM.
• Effective Date: Date used to reflect the submission or the last revision of the attached document.
• Expiration Date: Date signifying the expiration of the document. TraceGains standard documents apply standard rules to ensure documents stay up to date, so the expiration dates for those with auto-populate are not editable.
• Description: Used as an internal note field for the document record.
• Is Required: Used to determine if this is a Required document or an Optional document; True = Required, False = Optional
• Add New Comment, and Comments: Used to collaborate with suppliers or internal users. Each comment submitted creates a new record, stamped with the user's ID, in the Comments table below the image above. This field also shows up on the documents tab grid and can be filtered for "Read" or "Unread" comments.
• Is Internal: If checked, indicates that this document is intended to be seen only by Customer Users - not Suppliers.
• File: This displays the file name of the attached document. On the grid this turns into a hyperlink which can be clicked to open the file.