🔔 Step 1: Receive a request
When your customer requests documents:
You will receive a notification
These orders request will appear in Traceability → Certified Materials overview
📍 Step 2: Open your tasks
In the navigation bar, go to Traceability → Certified Materials
You will see a list of requested Purchase Orders (POs)
Each row represents an order you need to complete.
🔍 Step 3: Understand what is required
For each PO, review:
Order No – Reference of the request
Products – Products and quantities
Coverage – How much has already been submitted
Due Date – Deadline to complete the task
Standards – Required certification (e.g. GOTS, GRS)
Required evidence - Which documents are required for certification Validation
Status – Usually “To Do” if action is needed
👉 Focus on orders with:
Low or zero coverage
Upcoming due dates
⬆️ Step 4: Upload documents
Click Upload Docs in the top-right corner
Upload your TC documents by dragging & dropping files or clicking Choose file, then Confirm the upload
Click Review Documents. Once files are ready to review you will receive a notification.
You can also access the review flow via your order requests overview.
Review the extracted information and adjust if needed. The system will show files that need attention at the top of the list.
A file may require your intervention for one of these reasons:
The document could not be automatically classified
Orders could not be automatically linked
How to fix it:
If the document was not correctly classified: select the right type from the dropdown list and click the checkmark to confirm the document type.
If orders could not be linked: select the correct orders from the dropdown list and click the checkmark to confirm the mapping. Please note that only orders that have been requested to you will be available to link, orders that don’t exist in your list won’t be available to link.
Click Confirm & Map Uploaded Files once all files are marked as ready.
Important
We recommend you to always review the extracted information as this is processed by AI, specially that article numbers and quantities inside the files are correctly extracted. As this data is relevant for calculating the coverage of certifications. If the information was not correctly pulled you can edit manually- or try deleting and re-uploading the file.
📄 Supported formats
.pdf,.jpg,.jpeg,.png,.webpMaximum file size: 50MB
🤖 Step 5: Automatic matching
After upload, the system will:
Match files to the correct PO(s)
Match article numbers and update coverage accordingly
📊 Step 6: Check your progress
After uploading:
Coverage will increase
Collected Evidence will update (e.g. TC: 2, Inv: 1)
AI Validation will flag any mismatches within your evidence files and order details
A progress bar helps visualize your coverage status:
⚪ Grey → No coverage
🟡 Yellow → Partial coverage
🟢 Green → Fully covered
🟠 Orange → Overcoverage (covered quantity exceeds required — review for mismatches)
✅ Step 7: Complete your task
Your task is complete when:
The number will cover the order request
All required documents are uploaded
Important: As long as the covered quantity is equal to or greater than the required quantity, the order is considered fully covered.
📤 Step 8: Submit for review
Once everything is completed:
Click Submit for Review
The system will send a notification to your customer that the order is ready to be reviewed.
After submitting for review, the order status will change from In Progress → In Review and you cannot make further changes unless requested by your customer.
Tips for suppliers:
Upload clear and complete TC documents
Ensure documents include: PO reference, article number, and certification standard
Double-check coverage after upload
Submit before the due date