Request changes, mark a requirement not required or record an exception
In short
When a document isn’t right, choose Request changes on the review page and give the supplier a reason; they see it on their request page, and an Owner or Admin can have Vendarity email it to them. When a requirement doesn’t apply to a supplier, record Not required for this site with a reason and a review date. When you accept a gap for a limited time, an Owner or Admin records a Temporary exception; the gap stays visible.
Not every document can be accepted, and not every requirement fits every supplier. Each of these decisions keeps a reason and stays in the history and exports.
| Decision | Who records it | What it does |
|---|---|---|
| Request changes | Owner, Admin or Reviewer | The requirement shows Changes requested, and the supplier sees your reason on their request page. |
| Not required for this site | Owner, Admin or Reviewer | The requirement isn’t counted in document coverage up to and including its review date. |
| Temporary exception | Owner or Admin, after signing in again | The requirement shows Exception; the missing document stays visible. |
How do I request changes?
Open the document
In Review, select the document.
Choose Request changes
Under Your review, choose Request changes.
Explain what is needed
Write the Reason the supplier sees, at least 8 characters and without web or email addresses, then choose Confirm changes requested.
The supplier sees Changes requested and your reason under the file on their request page, and can send a replacement. If you're an Owner or Admin, the review page offers to email the reason to the supplier's primary contact, with a link to send the new version; the box is ticked, so untick it to not email. The email goes in the next permitted sending window. It isn't offered when the requirement is already covered, by an accepted document that doesn't end or need review within 30 days, an exception or a not-required record, and no request for it is open; nor while an earlier change request or message to that contact about the same requirement is still waiting to send: that email's link shows your new reason too. Otherwise, prepare a request, or let automatic reminders ask them if they’re on. If an earlier accepted document was keeping the requirement current, it still does until its own dates end.
How do I mark a requirement not required?
Open the supplier’s requirements
On the supplier’s page, open the Requirements tab.
Open the decision window
On the requirement, choose Mark not required, or Not required or exception if your role can record exceptions. The Record a requirement decision window opens.
Record the decision
Keep Not required for this site, write the Reason, at least 8 characters, and choose a Review on date, today or later. Choose Record decision.
The requirement shows Not required and isn’t counted in document coverage up to and including its review date. It stays in reports and exports with your reason.
How do I record a temporary exception?
Open the decision window
On the supplier’s Requirements tab, choose Not required or exception on the requirement.
Choose Temporary exception
In Decision, choose Temporary exception.
Explain and acknowledge the risk
Write the Reason and the Why it’s acceptable for now answer, each at least 8 characters.
Set the dates
Choose Exception ends on and a Review on date between today and the end date, then choose Record decision. Sign in again if asked.
The requirement shows Exception. The missing or failed document stays visible, and the exception applies up to and including its review date, or its end date if that is earlier. Record a new exception to continue after that.
Note: The decision button appears when no document for that requirement is waiting for review. Review the waiting document first.
Common questions
- Does an exception count in document coverage?
- No. Document coverage counts accepted, in-date documents only. Reports show requirements with an exception separately.
- What happens when an exception ends?
- It no longer applies, and the requirement shows the status its documents give it, such as Missing document or Expired.
- Can a Manager mark a requirement not required?
- No. Owners, Admins and Reviewers record not-required decisions; only Owners and Admins record exceptions.
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