In ecratum, you can collect company related documentation from your suppliers via document tasks. A document task reflects your request for a document type related to your supplier’s company that indicates their qualification such as ISO certificate, confirmation of vegan and many more. Each document task you send to your supplier can have one PDF document file as a reply.
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You can send document tasks to your suppliers manually one by one or automatically by using the automation feature provided by ecratum.
Find out more about sending document tasks:
Document task lifecycle
When you send a document task to your supplier, it goes through different status depending on the actions you and your supplier take while interacting via the task. The cases occur depending on the actions taken are listed below:
Your supplier provides the correct document
The case where your supplier uploads a file to the document task that you send and you approve it by accepting it.
Your supplier provides an incorrect document
When you review the file provided by your supplier and you notice it is not the document you requested, you have the option to reject it. While rejecting a document, you need to enter an explanation and then the document task will be sent back to your Outbox with the explanation written by you.
Your supplier does not have the requested document
If your supplier does not have the document your request, they can state that they do not have that document. To do that, they need to provide an explanation. Then, the document task will reappear in your Inbox and it is up to your decision to acknowledge it or re-request the document.
Get further information about the cases described above:
Expiration & Revalidation & Renewing task
Each document type has either an expiration date or a revalidation period. These are the fixed attributes of document types that cannot be changed at a later time. While requesting supplier documentation from your suppliers, you need to carefully pick the document types for your requests.
The tasks for the document types with an expiration date require your supplier to enter a date until which date the document is valid while uploading it. After a document reaches to its expiration date, the task about that document type gets the status of Expired and it will be available in the archive. ecratum sends your supplier a new task for the same document type automatically once the previous document task expires. The new task behaves as if it was sent by you manually.
The tasks for the document types with a revalidation period expire after completing a fixed amount of time depending on the document type. In most cases, this takes one year. When a document completes its revalidation period, the status for the related task becomes Expired. ecratum sends a new task for the same document type to your supplier after the previous task expires.
In ecratum, you always have the ability to renew your tasks manually before the completion of their revalidation periods or expiration dates. If the document of the task that you renew has an expiration date, doing renewal will directly expire the document and your supplier will need to upload a new document. The document types with a revalidation period can be revalidated by your supplier after you renew a task.