Why use different Document types?
Specific Document types help you keep track of the required documents and make management easier. Examples include:
ISO certificates for all industries
Halal or organic certificates for food companies
Compliance documents for REACH or RoHS
Codes of conduct and NDAs for contractual arrangements
This structure also supports Document requests: a specific Document type can be added to a Request and sent to several Suppliers at the same time.
Where can I find the Document types?
The Document types can be found in the settings under Documents:
Open the Settings via the organization menu in the sidebar.
In the left menu, under Objects, navigate to Documents → Document types.
Customize Document settings
Adjust the settings of your Document types to optimize management:
Define the start of validity: define from when a Document is valid (mandatory Supplier input / optional Supplier input / no start of validity).
Set an expiry date: make sure outdated Documents are renewed in good time (on a fixed date / mandatory Supplier input / optional Supplier input / no expiry date).
Let Suppliers upload Documents: Documents can be uploaded directly in a Request.
The option that Suppliers should or must attach a Document is helpful if you provide a Document that your Suppliers are to sign and send back to you, such as a confirmation of the Minimum Wage Act.
Activate automatic Document requests
Tacto can automatically request expired or soon-to-expire Documents and certificates from your Suppliers. This gives you:
No manual effort for buyers
Always up-to-date and complete Documents
A transparent and traceable process
How to activate automatic updates
Open the Document types in the settings.
Select a Document type.
Activate the Automatic update of expired documents toggle. Please note: The name of the Document type is visible to Suppliers in the Request.
Take a look at our interactive click demo:
🔗 Storylane demo on creating Document types (tacto.storylane.io/share/oxhjgjwpj12d)
Note
Automatic updates do not work for Article-related Documents.
To avoid overloading Suppliers, only Documents are requested that:
expire in less than 40 days.
expired no more than 2 months ago.
The Request for automatically requested Documents can be seen in the Request overview. Tacto Support is always the responsible person here. The title and text to Suppliers cannot be customized. Suppliers without an active Contact with an email address do not receive a Request.
As long as there are Documents of the corresponding type that are about to expire or have already expired and have not been archived, a Document request is automatically triggered at the end of the month.
To stop the automatic requests, archive the affected Documents or upload a newer, valid Document of the same type – the newest Document per Supplier and Document type is decisive in each case.
Known limitations
Article-related Documents currently cannot be updated automatically.
The buyer does not receive a notification when Documents expire.
💡 For structured, Article-related requests (e.g. compliance evidence per Article), the separate material compliance Requests feature is available (help.tacto.ai/de/articles/695009-material-compliance-abfragen-in-tacto). It does not replace the automatic Document renewal, but enables targeted requests at Article level.