The Document expiry workflow will remind suppliers to renew their documents (Document Slots or Adhoc files) prior to the expiry deadline they submitted when filling in a Questionnaire/being qualified in a requirement. This comes from when a supplier is asked to provide an expiry deadline when uploading a file.

Managing Expiring / Expired Documents

There are two ways to access the Expiring Documents screen:

• By going to Supplier Management  > Expiring documents

or

• Going into the Home Screen > Management tasks requiring your attention> Replacement document(s) to evaluate or document expiration(s) to resolve. These notifications mean actions need to be taken within the expiring documents screen. 

Administrators have the additional functionality to enable the expiring documents workflow for Document Slots for just live suppliers within a requirement or for live and qualified suppliers in a requirement. This can be found under Settings > Organisation Document Slots.

Expiring Documents screen

This screen contains expired document slots and documents along with replacement documents that are awaiting evaluation. 

The documents are organised in a table format:

If you want to view all activity generated from the expiring documents workflow simply slide the archive button in the top right hand corner. If you select a specific document in the archive screen it will show you the history of all the action taken towards it. 

Files that are due to expire:

Replacement documentation has been submitted:

If a supplier has submitted a replacement document the status will be shown as original doc status pending and replacement doc status pending. 

When selecting a document the supplier is listed at the top, the name of the document is displayed, the title of the document, the document that is expiring/expired and information about the replacement document such as the contact who submitted the replacement, the date of submission and the file that has been submitted. 

You can then either approve/validate the document or reject the document:

Approving

• In order to approve the document select validate and then include a note to explain why it has been validated.
• The confirmation message will display saying are you sure and list the requirements/contracts the document slot is linked with. 
• Once confirmed the document will move from the expiring documents screen into the archive. 
• The status of the document will have changed to accepted and the previous document will be listed as original doc status validated and replacement doc status accepted. 
• Within the relevant requirement(s) the document was linked with, in the reminder tab a notification will appear for the procurement officers to make them aware the document has been replaced. 
• (The supplier will also receive notification making them aware that the document has been accepted.)

Rejecting

• If you want to disapprove the replacement document supplied select reject. 
• The confirmation message will appear to ensure you are happy before rejecting.
• This removes the document from the expiring documents screen and will notify the supplier the document has not been accepted and that it still needs replacing. 
• A log of this will be kept in the archive screen with the status as rejected. 
• This will then re appear in the managing expiring documents screen as either replacement doc status pending or just as an expired original doc status notice.

Expired Documents/Files

This means that the original document was not replaced in time of the expiry. When selected by a key user the deadline date the document was meant to be submitted will be shown. 

As a key user when no acceptable replacement file has been submitted you are provided with 3 options. 

• Extend deadline
• Change Qualifications
• Disqualify Supplier

Extend deadline

• In order to give a supplier a chance to extend the deadline for when the replacement document needs to be selected select this option. 
• This then enables you to input a new deadline date and add an extension reason, you have the option to notify the supplier of this reason or not, then select grant extension. 
• This will then move the document into the archive with the original doc status as deadline extended, until the supplier either supplies a new replacement document or the document replacement deadline expires again. 
• Within this, you can also opt to disable a suppliers qualifications whilst you are awaiting an appropriate replacement file - you can do this by clicking Disable supplier qualifications in requirement until replacement file has been submitted and validated
  • When the supplier submits their replacement file and it has been validated, their qualifications are then re-instated.

Change qualifications

• Select the relevant qualifications available and add an optional note.
• This then triggers a a message to the procurement officers in the relevant requirement(s) to review the supplier in relation to the expired document and their requirement/qualification. 
• This will then be stored in the archive as original doc status qualifications review.  

Disqualify supplier

• This option enables you to disqualify the supplier from any contracts linked to this document slot/adhoc file, and disqualify their qualifications. 
• It will list any additional files that will be removed from the expiring documents process as a result of disqualifying this supplier. 
• Enter the reasoning into the the text box and select disqualify supplier.
• An are you sure notification will appear listing the requirements/contracts this document relates too.
• Once confirmed it then appears in the archive with the original doc status as disqualified. 
• A record of this will stored in the audit log of the relevant requirement.

NB: When an ad-hoc document has expired, suppliers will not be able to upload any documents unless you choose to extend their deadline. When a document slot has expired, suppliers will be able to upload a replacement file.