Uploaded files

Defintion

The File repository stands for all collected files (documents, certifcates etc.) which are provided by Suppliers while answering a Questionnaire inside a Qualification request.

The files are not only saved with the request itself, but also in an aggregated view in the supplier record. This is intended to facilitate the overview and accessibility of all files for a business relationship. Especially with regard to certificate expiration dates.

File repository view under qualification process and qualification request

The ‘Uploaded files’ function facilitates the users to access all the files received under a particular qualification process or a request under a single tab. All the files uploaded by the suppliers for all the questionnaires under a single qualification process or request are aggregated in this tab.

The ‘Uploaded files’ tab can be found by clicking on a particular qualification process or request as shown below:

Additional details such as file title, category, questionnaire, assessment state of the questionnaire, valid until date, and file validity status are displayed in a table view. The system automatically determines the ‘File Validity’ status based on the valid until date entered by the supplier and any file that is expired is highlighted. By clicking on the download icon, the files can be downloaded. The users are also able to filter and sort these files.

File repository view in supplier master data

The ‘Uploaded files’ feature in the supplier master data facilitates the users to access all the files received under qualification processes and requests for the particular supplier under a single tab. All the files uploaded by the supplier for all the questionnaires under all qualification processes and requests are aggregated in this tab.

The ‘Uploaded files’ tab can be found at the supplier master data besides ‘Documents’ as shown below:

Additional details such as file title, category, valid until date, and file validity status are displayed in a table view. The system automatically determines the ‘File Validity’ status based on the valid until date entered by the supplier and any file that is expired is highlighted. By clicking on the download icon, the files can be downloaded. The users are also able to filter and sort these files.

Link to questionnaire response from ‘Uploaded files’ view

The ‘Uploaded files’ tab in the supplier list facilitates the users to access all the files received under qualification processes and requests for the particular supplier under a single tab.

With the new release, we have added a column called ‘Questionnaire’ in this view to display the name of the questionnaire through which this file was requested and provided.

If the user clicks on the questionnaire, the detailed response to the questionnaire as shown below is displayed. This functionality allows the user to access the questionnaire response through the ‘Uploaded files’ tab.