Establishing document types and requirements is essential for managing which documents to share with non-TraceGains customers.
To learn more about how to use Customer Management to share documents with all customers regardless of if they are on the TraceGains Network, please refer to this article: Document Requests.
Click 'Share Settings' from the Customer Management dropdown to configure your document sharing preferences. You can choose between Document Types and Customer Doc Requirements.
Document Types
TraceGains has developed a set of 70+ standard location and item-level document types based on extensive research on current industry regulations and input from industry experts.
Click on any of the Document Type names to open more information about what that document type is.
Some document types have a pre-defined “Days Effective” based on industry standards. There’s no need to add an expiration date for these documents since this will always be set to the standard days effective.
Setting a document type to “Visible” – indicated when the Visibility toggle is blue – means TraceGains Gather® Marketplace users may download documents of this type from your Marketplace listings. For additional information, please refer to this article: Visibility & Privacy Overview
To improve item ranking within search results, and to make it easier for potential buyers to review specifications, the following item-level documents should be set to ‘Visible’:
- Allergens
- COA
- Country of Origin
- Item Questionnaire
- Nutrition
- Product Spec
- SDS (Safety Data Sheet)
- Suitability Requirements
Under the 'Type' column, any TraceGains standard document types are identified with the blue TraceGains logo and the word “Standard”. Custom Document Types can be created to fulfill personalized documentation needs for customers. Those are identified with a gray TraceGains logo and the word “Custom”. Keep reading to learn about creating custom document types.
Adding a New Document Type
To add a custom document type to the list:
Step 1: Click the blue ‘+ New Document Type’ button in the top left corner of the table.
Step 2: Fill out the additional information including name, description, days effective and select if this is a location or an item level document.
Step 3: Move on to setting up Document Requirements.
Setting up Document Requirements
To use TraceGains Gather® Customer Management to share documents with all current customers, first set up exactly which document types to share.
We recommend setting Default Document Requirements to include any location and item documents that are standard for all customers, and that are commonly required by most customers. Don’t forget to click ‘Save Changes’ on the top right of the table once selections are made.
Customizing Document Requirements per customer
When adding a new customer to share documents with, document requirements will default to this set of default document requirements. For additional information regarding managing customers and how to customize each customer’s document requirements during that process, please refer to this article: Managing Customers
Alternatively, select ‘Bulk Configure Customer Requirements’ in the top right next to the 'Save Changes’ button. This screen allows users to set up custom document requirements based on specific locations, items, and customers.
Step 1: Select whether the requirements are for a location or item.
Step 2: Select the custom set of location or item documents that should be sent to one or more customers.
Step 3: Select which customers are to receive this custom set of documents.
Step 4: Select the related locations or items that these document requirements apply to.
When the related item or location is associated to the customer (indicating they purchase an item produced at a specific manufacturing location), document requests are generated for any of the document types selected.