Configure a template for Document requests
To request Documents via the Requests module, you need to add a Documents section to the Request template. Here is how:
Open Settings → Requests → Forms and click Create Template.
Create a new template, give it a name and choose a suitable category. Alternatively, you can edit an existing template.
In the Supplier form tab, add a Document request section.
Link the desired Document types so that Suppliers can upload Documents of this type in the Request.
Define whether uploading these Documents is mandatory or optional for Suppliers.
Configure whether Suppliers may upload additional Documents that were not requested.
Save the template – it is now ready to use.
Send a Document request in the Requests module
Once the template has been created, you can start a new Request:
In the left menu bar, switch to Requests and click Create Request.
Select the previously created template and save the Request.
In the configuration, enter a title and set the due date for the Supplier response.
In the "Form" tab, you can:
Add Documents to or remove them from the Request
Define the Supplier's response as mandatory
Define whether Suppliers may upload further Documents
Select the Suppliers who should receive the Request and click Publish.
Note
To see the Documents or their attachments that are sent in a Request, open the Document types in the settings (app.tacto.ai/settings/documents) and open the desired Document.
Automatic Document requests
In addition to manual Requests, Tacto can automatically request expired or soon-to-expire Documents from your Suppliers. Setup and rules (time window from 40 days before to 2 months after expiry) are described in the "Document types" section.
For each Supplier, the Documents are requested that are stored in its profile and for which automatic updates are activated in the Document type.
The responsible buyer is not notified.
Known limitations
Via the classic Documents module, it is not possible to request Documents at Article level. For Article-related requests (e.g. compliance evidence), use material compliance Requests instead (help.tacto.ai/de/articles/695009-material-compliance-abfragen-in-tacto).
The message to the Supplier in the Request cannot be customized.