Review a document and accept it or request changes
In short
Open the document from Review, compare it with the details beside it, correct anything that differs, then choose Accept or Request changes and confirm. Accepting records your checks for that requirement and site in one action. Requesting changes needs a reason of at least 8 characters, which the supplier sees on their request page; an Owner or Admin can also have Vendarity email it to them. Accepting sends nothing.
Accepting records that a person on your team checked this document against this requirement. It doesn't approve the supplier or verify the document with its insurer or issuer.
How do I review a document?
Open the document
In Review, select a row. The document opens under Document preview (a questionnaire under Questionnaire answers). Owners, Admins, Managers and Reviewers can also download it.
Read the review cues
Review cues shows problems first, such as Company name differs (the company name doesn't match the supplier), Site not covered (the document doesn't cover the requirement's site) or Identical file found.
Check the details
Under Document details, compare each value with the document: the company name, insurer or issuer, sites or work covered, policy or certificate number and dates. What this requirement asks for, below them, shows the requirement's guidance. If one is wrong, choose Correct… beside it, then Enter a correction, Not present in the document or Unresolved · needs clarification. When two or more optional details are empty, with no AI suggestion or flag, they're listed together under Not provided; choose Add a detail… to show them, then Correct… beside the one to fill in. Values you leave unchanged are confirmed together when you accept.
Choose your decision
Under Your review, choose Accept or Request changes.
Add a note or a reason
For acceptance, a Decision note · optional helps future reviewers. To request changes, write the Reason the supplier sees, at least 8 characters and without web or email addresses.
Confirm
Choose Confirm acceptance or Confirm changes requested. If the button is unavailable, the reason appears directly under it. Once the decision is recorded, choose Next document to carry on, or Back to the queue.
What stops me from accepting?
- A required detail that is missing or unresolved, such as an expiry date the requirement needs. Ambiguous dates such as 03/04/2026 stay unresolved until the supplier clarifies them.
- An open blocking finding on this requirement. Resolve it first; see Track findings and follow-up tasks.
- Minimum insurance limits. Record the limit the document shows for each minimum; a lower limit can’t be accepted. See Set minimum insurance limits.
- Terms to confirm. Record whether the document shows each term; one it doesn’t show needs your reason. See List the wording a certificate must show.
- A policy that ends earlier than the expiry you accept. See Review a certificate that lists several policies.
A company name or site that doesn’t match doesn’t block you, but you must explain it in Why this document still applies. The reason stays with the decision, is never shown to the supplier, and lapses if the supplier’s name or the requirement’s site changes.
Important: If you uploaded the file yourself or corrected its details, the page warns you before you accept. You can still accept, but the history, exports and evidence packs record that the same person supplied and accepted it.
Does the supplier hear about my decision?
The supplier sees Accepted or Changes requested on their request page, and your reason when you request changes. When an Owner or Admin requests changes, the review page offers to email the reason to the supplier's primary contact, with a link to send a corrected document. The box is ticked; untick it to not email. The email goes in the next permitted sending window, within your sending limits. Otherwise, prepare a request, or let automatic reminders ask them if they're on. Accepting sends nothing.
Can I accept one document for several requirements?
Yes. When the supplier sent the same file for other requirements, Also accept for linked requirements lists them. Tick the ones the document covers; the confirm button then says how many requirements you are accepting it for.
Can I change a decision later?
On an accepted document, Correct accepted details creates a corrected version for review; the current acceptance keeps applying until the correction is decided.
Withdraw acceptance removes the acceptance from every requirement linked to that document. Give a Reason for withdrawal and choose Confirm withdrawal, or Keep acceptance to back out. Earlier decisions stay in the history.
Common questions
- Does the supplier see my decision?
- On their request page they see Accepted or Changes requested, and your reason when you request changes. Decision notes and reasons for accepting a mismatch stay internal. Vendarity emails them only the reason for a change request, and only when an Owner or Admin chooses to.
- What if a colleague decided at the same time?
- Only one decision is recorded. If the document changed while you worked, you are asked to reload the latest version before deciding.
- Does accepting a certificate prove it is genuine?
- No. Accepting records that a person checked the document against the requirement. Vendarity doesn't verify certificates with insurers or issuers.
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