Reviewing Documents Shared With Me

As a community owner, when suppliers share documents to your Community you are responsible for reviewing and approving them. If everything is complete and accurate, the document can be sent to the next approval flow step. If not, request that they make changes to correct or complete missing information. The supplier will receive notifications regarding the request so that necessary action can be taken.

Steps to Review

1. Go to the Documents page

2. Select the Documents Shared With Me tab if not initially selected

3. Click on the document row to be reviewed. The list view can be sorted by "Last Updated" to locate recently modified documents, or apply the Has Pending Changes or Has Pending Delete or New Shared Document filters to view documents with edited information. 

• Has Pending Changes - If a document record has been changed by the supplier, the list view page will show an amber asterisk.
• Has Pending Delete - If a document has been deleted by the supplier, the list view page will show a red asterisk.
• New Shared Document - If a document has been recently shared by a supplier and is ready for review, the list view page will show a green asterisk.

4. Review the information that has been entered.

• Use the Actions button to transition to another step within the approval flow. 
• If complete, click the Actions button to move to the next step in the approval flow. A comment box will appear on the page for you to provide details surrounding the status change. The status will update for your view as well as on the supplier’s account.
• If you need to request changes, select the Rejected state within the approval flow. A comment box will appear on the page for you to provide details surrounding the request. Once you click Submit the status will change and notifications will be sent.

Details on Reviewing

Identifying the items needing attention can be done in a number of ways:

• Onboarding Workflow - Notifications will be sent to you via email if you have setup review steps following supplier steps. Visit our Workflow Templates article for further details.
• Add Pending Approval Dashboard widgets to My Dashboard.

• Create a Saved View - Apply filters to only display items with a certain Approval Status or Has Pending Changes or Has Pending Delete. Configure the list view columns to display the "Last Updated" date, to quickly sort the list to products recently updated. Visit theSaved Views article for more details.

Next, click on a document that is “Awaiting Approval” or in a comparable status. These initial Awaiting Approval statuses may be named differently, depending on what has been outlined on the Document Approval Flow.

On the document details page, click the Actions button at the top right to send to the next step in the approval flow. If you need to request changes, click the Actions button to mark as a rejected status.  A comment box will appear on the page for you to provide details surrounding the request - you can choose if you want the supplier to see this comment. Once you click Submit the status will change and notifications will be sent. The status will update for your view as well as on the supplier’s account.

Internal users and suppliers can follow the link within the notification to the detail page that will display your comments in the History section.

Administrator users and document owners can also choose to leave an Ad-Hoc comment on the document, in order to quickly and easily communicate needs. In order to leave a comment, select the IMAGE button and choose “Add Comment”. After doing so a comment box will appear and the user can type out their desired message and select Submit .