What are TraceGains Standard Online Forms?
In addition to improving document exchange efficiency, TraceGains also works towards standardizing data with standardized Online Forms. The information provided on these forms becomes actionable data that automates supplier documentation, approval and monitoring. The data also powers automated dashboards, reports and risk scoring tools that are automatically updated upon each new document submission.
TraceGains standardized Online Forms include documents at the item level:
- Allergens
- Country of Origin
- Dietary Supplement Questionnaire
- Item Questionnaire
- National Bioengineered Food Disclosure Standard
- Nutrition
- Suitability Requirements
- Sustainability (Level 1)
- Sustainability (Level 2)
- FSVP Assessment Form
And at the supplier level:
- FSVP/Supplier Verification Form
- Supplier Questionnaire
These forms have been built over time through a collaborative process led by industry experts in our TraceGains Customer & Supplier Advisory Groups. They provide a single standard format for specific documents that are the same for all customers and suppliers. They also allow suppliers to answer a single, comprehensive set of questions that can be passed along to all customers at once.
Why use Standard Online Forms and Addendums?
Customers using TraceGains may request certain documents to be fulfilled using Online Forms. This helps manufacturers maintain standardized records and ultimately benefits suppliers who no longer need to maintain multiple versions of the same document. Customers can also include addendums to online forms if they have custom questions that are not included in the original. Suppliers can use Online Forms to standardize their own documentation so the same form can be used for all customers.
Under Document Requests, some new requests can only be fulfilled with the action “Open Online Form” or “Open Online Addendum”. These requests CANNOT be fulfilled by uploading a file and must be completed by filling out the online form.
How to Navigate to Online Forms
Step 1: Click Customer Management from the navigation menu on the left of the page.
Step 2: Click Documents Requests to access document requests that can be filled using Online Forms.
Step 3: Select Choose Action to the right of the request to be fulfilled. If an Online Form is available, the Open Online Form option will be present.
Step 4: Click Open Online Form to enter the blank form. Read on for options to complete all necessary fields.
How to Populate from Existing
Already filled out previous Online Forms? Save time by populating from existing content.
Step 1: When opening an Online Form, click Populate From Existing at the top of the form.
Step 2: In the pop-up, select the location and item associated with the form that was already submitted.
Step 3: Choose these from the drop-down and click Continue. The blank form will now be filled with this information.
Even though the form is populated, the answers may not be correct since it was populated from a different item. Manually update the responses to reflect the correct information.
As a few are completed, users can "Populate from Existing" from a form that reflects the most accurate information for each item. For example, when filling out a form for a flavoring, an already submitted Allergen form for a different flavoring may be more representative than a form for oils.
How to Forward Standard Online Forms
Suppliers can forward Standard Online Forms so that others can help complete them. This is especially handy for brokers, distributors, and importers who may need input from a vendor to complete the form.
Step 1: While in an Online Form, click Forward Form at the top of the form.
Step 2: Input a single email address for the desired contributor. If this person does not have a TraceGains account, when they click the email link to the Online Form, there will be an option to create one (free, as always).
Step 3: Add subject and additional instructions, if any, and click Send.
Step 4: At this point, the contributor will fill in their part of the Form, then use one of the two buttons at the bottom of the Form: "Save" (finish later) or "Save and Complete" (notify sender).
None of these contributors will be able to Sign or Submit the form, but through forwarding they can add the data you are not able to provide. The original user who forwarded the document is required to give final approval by signing and submitting the form.
Tracking progress on Forwarded Online Forms
To track progress and status of forwarded online forms, use the Activity section of the Customer Management Dashboard.
Step 1: From the left navigation, click on Dashboard under Customer Management.
Step 2: From the tabs at the top of the Dashboard page, click on Activity.
Step 3: Select Documents Provided from dropdown menu.
Step 4: Click on Forwarded Online Forms from the dropdown menu. This page contains details about the forwarded online form and has the option to resend the email if the vendor has not yet responded.