Create a requirement, such as a COI, and publish new versions

A requirement says what you need from a supplier, such as public liability insurance or a quality certificate, and what a reviewer checks. Publishing saves it as its first version; version numbers appear once a requirement has a second. Assigning it to suppliers is a separate step.

How do I create a requirement?

1. Open Requirements

   Choose Requirements in the sidebar, then New requirement. It opens the same list as Settings, then Requirements. To begin from an example, pick it under Start from; otherwise keep A blank requirement.

2. Name it and write the instructions

   Enter a Name of 3 to 120 characters and the Instructions. Write them to your supplier: what to send and what it must show. Suppliers read them on their request page, and reviewers see them beside each document.

3. Say what requires it

   Choose Required by: Our policy, Contract or Standard. Add a Reference if you like, such as the contract clause or the standard and its version.

4. Choose how suppliers respond

   Under Suppliers respond with, choose A document for a certificate or other file, or Answers to a questionnaire for questions the supplier answers and confirms. See Ask suppliers to answer a questionnaire.

5. Set dates and priority

   Tick Require a valid-from date and Require an expiry date when the document shows them; turn expiry off for documents that don't expire. Tick Mark this requirement critical for documents you can't work without.

6. Publish

   Choose Publish requirement. Vendarity confirms “Requirement published.” and offers Assign to a supplier, which opens Suppliers. When you started from a supplier's page, it offers to assign it to that supplier and opens the dialog there with the requirement chosen.

For a certificate of insurance you can also set minimum limits before publishing. See Set minimum insurance limits. For wording the document must show, such as additional insured or a waiver of subrogation, add terms to confirm. See List the wording a certificate must show.

What does marking a requirement critical do?

A critical requirement carries a Critical badge. When its response due date has passed, and it isn't current, has no exception and isn't marked not required, it counts toward Critical and overdue on Home, and tasks Vendarity opens for it are marked critical.

How do I change a published requirement?

Published versions can't change, so earlier decisions keep pointing to the wording they were made against. To change a requirement, publish a new version.

1. Open the requirement

   Choose Requirements in the sidebar, find the requirement and choose New version.

2. Edit and publish

   Change what you need and choose Publish version. Vendarity confirms that suppliers already assigned stay on their current version until you move them.

How do I move suppliers to the new version?

Suppliers keep the version they were assigned until you move them. When any supplier is on an older version, the requirement shows a Move suppliers to version button with the version number and how many can move.

1. Choose who to move

   Choose Move suppliers to version. In the window that opens, select the suppliers and sites to move, up to 500 at a time.

2. Set the dates

   Choose Effective from, today or later, and the Response due date.

3. Decide about current documents

   Tick Send accepted documents to Review for the new version to reuse them. Each one needs a fresh check against the new version. Questionnaire answers stay with their original questions, so suppliers answer again.

4. Preview and confirm

   Choose Preview the move. Check the preview under Confirm the move to version, including anything that won't change and why, then confirm the changes.

Earlier versions and decisions stay in the history. Links you already shared with a supplier keep the requirements they were made for, so share a new link for the moved requirements.