Managing Your Documents as a Community Member

This article will cover how to manage documents in Connect as a community member. This is relevant if you are a supplier who has shared at least one document in FoodLogiQ Connect. Only a supplier or community member can perform these tasks.

Note: If you’re a community owner you will need to request a supplier to complete these tasks.

Adding a New Document

1. Visit your Dashboard and navigate to the To-Do List to find documents that are required for your customer's Community that need your attention. 
2. Click "Attach Document" on the To-Do card you wish to complete.

3. Click "Create New Document" to share a new document within a community.

4. When creating a new document, add a Document Name and upload the file. Then, click "Attach Selected Document" to fulfill the To-Do.

Note: Any field marked with a red asterisk is required and will need to be complete prior to saving.

Sharing an Existing Document

1. Visit your Dashboard and navigate to the To-Do List to find documents that are required for your customer's Community that need your attention. 
2. Click "Attach Document" on the To-Do card you wish to complete.

3. Select the radio button next to the Document Name that you wish to share. "Recommended" will show you all documents of the same type that have already been shared with the same customer. "Other Documents" will include all other documents in your account that are not yet shared with this customer. 

4. Click "Attach Selected Document". If additional fields are needed, you will see a window display highlighting required items in red. 

Updating Existing Documents

As a supplier you’ll sometimes need to update expiring/expired Documents. This can be conveniently done from the Dashboard.

Click on ‘Update Document’ within the Document To-Do to update the described document:

Update the expiration date.

Note: even for documents that do not expire, once an expiration date is set, that document will always require an expiration date.

Choose a new attachment using the Browse button, or drag/drop a file into the box. An attachment is required to successfully update the document.

Lastly, click Update. For more information on updating expired documents, please visit What Do I Do with Expired Documents?.

Unsharing a Document from a Community

In instances where a document is no longer required by a community owner, or the associated product/location has been unshared or inactivated, unsharing a document is preferred over deletion. Documents that are not shared in any community will not generate expiring document To-dos, but remain available in case they're needed in the future.

Steps on Unsharing Documents

1. Click on the Documents link in the left navigation bar. 

2. Click on the Document you wish to unshare.

3. On the Document Details page within the Shared With section, select the "x" next to the Community name (or customer name) you wish to unshare the Document with.

4. A dialogue box will appear with the following message. Click Unshare. 

5. Click Save to finalize the step. You will see that the document is no longer shared. 

By unsharing, the Community it was previously shared with will no longer have access to view this document.  You can confirm a document is no longer shared into a community by clicking on the Community tab or reviewing the Community column.  

Responding to a Rejected Document or Change Request

As a supplier, you may receive change request if a document is rejected by a Community. If a Community Owner rejects a shared document, they may also send a change request to the supplier. Change requests can be viewed through an email notification or within the Document list view.

To respond to the change request, either click the green button or link within your email notification or click on the rejected document within the list view. On the Document Details page, the change request is located within the Shared With area. Within this Change Request, the Community Owner will provide an explanation of the request. Complete the required change and then click Complete Request. This will alert the Community Owner that the change request has been completed.