🔔 Step 1: Receive a request
When your customer requests documents:
You will receive a notification
The request will appear in Traceability → Certified Materials
📍 Step 2: Open your tasks
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 support have been submitted.
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 (top-right corner)
Upload your TC documents:
Drag & drop files or Click Choose file
Confirm upload
3. 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.
System will show you those files that need attention at the top of the list:
If a file requires user intervention it must be because of one of these issues:
Document could not be automatically classified.
Orders could not be automatically linked.
How to fix it :
If document was not correctly classified: select the right type from the dropdown list, and click on the check to confirm the document type.
If orders could not be linked: select the correct orders from the dropdown list and click on the check to confirm the mapping. Please note that it will only show orders that have been requested to you, orders that don’t exist in your list won’t be available to link.
Important : We recommend users 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.
4. Click Confirm & Map Uploaded Files
Once all files are marked as ready to confirm proceed with mapping the files.
📄 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
Update coverage accordingly
📊 Step 6: Check your progress
After uploading:
Coverage will increase
Collected Evidence will update (e.g. 1/1, 2/2)
✅ 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.
Tips for suppliers:
Upload clear and complete TC documents
Ensure documents include:
PO reference
Product details
Certification standard
Submit before the due date
Double-check coverage after upload