Create a supplier document configuration to define when to run the configuration, who can view the upload request and upload the documents, and whether to send notifications when documents are uploaded or have expired.

Before you begin

Role required: sn_slm.manager or sn_slm.admin

Procedure

  1. Do one of the following.
    ToDo This
    Create a document configuration from the Platform UI Navigate to All > Supplier Lifecycle Operations > Administration > Document Configuration
    Create a document configuration from the Source-to-Pay Workspace
    1. Navigate to All > Supplier Lifecycle Operations > Source-to-Pay Workspace.
    2. Select the list icon (List icon.) and navigate to Lists > Administration > Document Configuration.
  2. Select New.
  3. On the form, fill in the fields.
    Table 1. Supplier Document Configuration form
    FieldDescription
    Name The name you assign to the configuration.
    Application The application containing this record. In this case, it displays the default application, which is Supplier Collaboration Portal.
    Order The order that you want the configuration to be displayed. Assign a numeric value in multiples of 100.
    Active Option to decide if this configuration is in use.
    Description A brief description of the configuration.
  4. Select the Run condition tab and fill in the fields.
    Table 2. Run condition form
    Field Description
    When to run When you want the configuration to run. The choices are:
    • On demand: The configuration runs when you select Execute Now on the Supplier Document Configuration form.

      You can use this option to run the configuration immediately without waiting for the other run conditions to be met. For more information, see Manually run a supplier document configuration.

    • When supplier record inserted: The configuration runs when a new supplier record is created.
    • When supplier record updated: The configuration runs when an existing supplier record is updated.
    • When supplier record inserted/updated: The configuration runs when a new record is created or an existing supplier record is updated.
    Supplier condition Specify when the configuration must run when specific conditions are met.
    Advanced Option to use a script to specify when the configuration is run.
  5. Select the Upload preferences tab and fill in the fields.
    Table 3. Upload preferences form
    Field Description
    Required from Specify who must upload the document. The choices are:
    • Anyone: Requires any one of the supplier contacts to upload the required document. With this option, the supplier contact can upload a document from the Document widget on the My Company page of the Supplier Collaboration Portal.

      For more information, see Manage documents from the Supplier Collaboration Portal.

    • Everyone: Requires each supplier contact to upload the required document.

      The Generate task for field becomes available if you select Everyone in the Required from field. Select Yes in the Generate task for field to generate the Upload Document task for each supplier contact.

      With this option, the supplier contact can upload the document from either of these locations in the Supplier Collaboration Portal:
  6. Select the Manage access tab and fill in the fields.
    Table 4. Manage access form
    Field Description
    View access Users with this access can only read the document.
    Upload/Update access Users with this access can update and upload the document.
    Admin access Users with this access can read, update, and upload the document.
    Note: On the Manage access tab, assign access to users or user groups based on the user criteria permissions.
  7. Select the Notification tab and fill in the fields.
    Table 5. Notification form
    FieldDescription
    Notify on upload Controls whether a notification is sent when a document is uploaded. The options are:
    • Yes
    • No
    Whom to notify on upload The user that you want to notify when the document is uploaded.

    This field becomes available only if you select Yes in the Notify on upload field.
    Notify on expiry Controls whether a notification is sent when a document expires. The options are:
    • Yes
    • No
    Whom to notify on expiration The user that you want to notify when the document expires.

    This field becomes available only if you select Yes in the Notify on expiry field.
  8. Select Save to remain on the Supplier Document Configuration form.
    Note: The Suppliers related list displays all the suppliers for whom the supplier document configuration is applicable.
  9. In the Supplier Document Types related list, select New.
    Note: If you want to create a supplier document type from the Source-to-Pay Workspace, do the following:
    1. Navigate to All > Supplier Lifecycle Operations > Source-to-Pay Workspace.
    2. Select the list icon (List icon.) and navigate to Lists > Administration > Document Configuration.
    3. Open a supplier document configuration, select the Supplier Document Types tab, and then select New.
  10. On the form, fill in the fields.
    Table 6. Supplier Document Type form
    FieldDescription
    Name The name for the document type.
    Type The type of the document. The choices are:
    • Policy
    • Guideline
    • Procedure
    • Contract
    Document Configuration The document configuration that you want to associate the document type with.
    Order The order that you want the configuration to be displayed. Assign a numeric value in multiples of 100.
    Days to expiry Number of days before the document expires.
    Note: After a document expires, a notification is sent to the users stating that the document has expired and a new version of the document must be uploaded.

    The notification is sent only if the Notify on expiry field is set to Yes. The notification is sent to the users you specify in the Whom to notify on expiration field.

    After a document expires, it is marked as Expired in the Documents widget in the Supplier Collaboration Portal. The Expired marking is removed when you upload an updated version of that document.
    Template Option that enables you to attach a template that specifies the expected format of the document to upload.

    Select the Manage Attachments icon (Add attachments icon.) to attach a template.
    Description A brief description of the document type.
  11. On the Upload preferences, Manage access, and Notification tabs, specify the values that you want the document type to use.
    Note: The field values that you set in these tabs override the field values that you set in the corresponding tabs for the document configuration you associate this document type with.
  12. Select Submit.