Manage Received Documents

Overview

Use the Documents area in TraceGains Gather® to review, manage, and respond to document requests from your customers. This article explains how received document requests work, what each request status means, and how to take action when a customer needs documentation from your team.

Why it matters

Document requests help customers collect the information they need to approve suppliers, items, locations, and ongoing compliance requirements. Keeping requests current helps reduce follow-up messages, prevent delays, and gives your customers confidence that they have the latest available documentation.

Where to find received document requests

Open Supplier Management and select Documents.

  1. Review the list of document requests sent by your connected customers.
  2. Use filters, sorting, or search to narrow the list by Supplier ID/name, Item ID/name, Document type, or date ranges. 

Tip: If you have a large number of requests, filter by Document Type to group similar requests together. This can make it easier to work through a backlog and upload the same document where appropriate.

Understand request statuses 

Status What it means Next steps or tips
Missing The requested document has not yet been uploaded and/or added to your library. Open the request and choose the appropriate action.
In Process The request has been started but has not yet been reviewed and/or approved. Continue the request, review any comments, and submit the required document or form when ready.
Expiring Soon A document previously provided is approaching its expiration date. Upload or replace the document with the current version when available.
Approved Signifies that this document has been validated and accepted. No action currently necessary.
All A complete list of all document requests at any stage. This section offers filters for Show Missing and Show Archived for extra visibility. 

Respond to In process document request

Review comments and messages

Some requests include comments from the customer. Review comments before taking action, so you understand whether the customer needs a specific version, date range, item, location, or other detail. If a comment icon appears on a request, open it to view the message before submitting your response.

Document Actions

  • Approve and Reject are not your only options available.  

  •  Comment: Use the speech bubble icon to communicate with the supplier directly. They will receive an email notification as well as within their Gather site.
  • Edit: Use this to change any of the fields listed below.  

  • Delete: This is to remove the specific document from the grid.  
    Note: To view it again, toggle “Show archived” on the All tab. 

Replace an expiring or outdated document

When a document is expiring soon or has been updated, upload the current version and confirm whether it should replace the previous version. If the document is used in more than one place, check the related items, locations, and customer requests so the correct version is available where needed.

Note: Some replacement behavior depends on document settings, such as whether automatic archiving is enabled for the document type. If a replacement does not behave as expected, review the document settings or contact Support.

Troubleshooting common request questions

Question What to check
I do not see the request I expected. Confirm that you are in the correct supplier group, customer connection, status view, item, and location. If the request is related to an expired document, the customer may need to re-request or configure the document requirement.
The request does not clearly explain what the customer needs. Check the document type, comments, item, and location details. If the request is still unclear, contact the customer or Support for clarification.
I uploaded the wrong document. If the document has not yet been submitted, remove it or select a different action. If it has already been sent, contact the customer or Support for next steps.
I see an error message. Open the error details if available. If the error does not explain how to proceed, contact Support and include the customer, request, document type, and any error text. 

Best practices

  • Work from filtered views, so similar requests are grouped together.
  • Review comments before uploading or submitting documents.
  • Use existing documents from your Document Library when they are current and match the request.
  • Keep document names clear and consistent so your team can identify the correct file later.
  • Replace outdated documents with the current version as soon as it is available.
  • Confirm that documents are associated with the correct item or location before submitting them to a customer.

Related resources

 

 

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