Change your workspace settings
In short
In Settings, Organization, an Owner or Admin can change the workspace name, your company's legal name, country and business identifier, the date format, the default timezone, how long replaced documents are kept, your sites and whether Vendarity emails suppliers. Choose Review changes to see the effect, then Confirm settings. AI-assisted review is turned on or off on the same tab, with its own button. Shortening how long replaced documents are kept erases older files for good, so Vendarity asks you to sign in again first.
Workspace settings apply to everyone in the workspace. Other roles can open the Organization tab and read the settings, but only Owners and Admins can change them.
What can I change?
| Setting | What it does |
|---|---|
| Workspace name and Company legal name | Your workspace’s everyday name, and your company’s full legal name. |
| Company country and identifier | Your country sets the identifier asked for: EIN (United States), Business number (Canada), Company registration number (United Kingdom), ABN (Australia) or NZBN (New Zealand). Only the ABN is required, and it must be valid. |
| Default requirement owner | Who owns requirements you assign from now on. Requirements already assigned keep their owner. |
| Date format | How dates appear, such as Oct 16, 2026 or 16 Oct 2026. |
| Default timezone | The timezone for event times, report dates and the end of each day. |
| Keep replaced documents for | How long a document is kept after it is replaced or its supplier is archived: 1, 3, 5 or 7 years (5 by default). |
| Your sites | Your own offices or plants, one per line, up to your plan’s limit. They aren’t your suppliers’ sites. |
| Billing address | Optional. Your company’s billing address. Only Owners and Admins see this section. |
| Email requests and reminders to suppliers | Whether Vendarity emails suppliers at all. It still emails only contacts with a recorded reason you can email them, and never a contact who opted out. Turning it on sends nothing by itself. |
| AI-assisted review | Whether AI reads each new document and suggests its details. Workspace setup offers it switched on. It has its own Enable AI suggestions and Disable AI suggestions buttons, outside Review changes. See Let AI suggest a document's details. |
How do I save changes?
Open the Organization tab
Choose Settings, then Organization.
Edit the settings
Change what you need under Organization details, Time, sites & retention, Billing address and Supplier channel preferences.
Review the effect
Choose Review changes. The Review settings changes window lists what will change for future work.
Confirm
Choose Confirm settings. If someone else changed the settings meanwhile, you are asked to review again.
How long are replaced documents kept?
A document that still keeps a requirement current is kept. A replaced document, and the documents of an archived supplier, have their original file, previews, extracted text and AI output erased once the chosen time has passed since they stopped being current. Review decisions stay in the history.
A hold for legal reasons, or the backup recovery period, can keep them longer. Choosing a shorter time erases files already older than it within minutes of saving; the review step shows how many first.
Which timezone does Vendarity use?
The default timezone sets event times and decides when each day ends for response due and expiry dates. Calendar dates, such as an expiry date, keep their recorded day. Supplier contacts who set their own timezone get request emails in their working hours; otherwise yours is used. Account emails to Owners and Admins, such as the trial-ending email, give dates in this timezone too.
Where is our data stored?
The app and its database run on a server in Kuala Lumpur, Malaysia. Uploaded documents are stored, encrypted, in the eastern United States. Your data is not kept only in your own country. The providers are listed on the Subprocessors page.
Common questions
- Who can change workspace settings?
- Owners and Admins. Other roles can read the Organization tab but can’t edit it.
- Is a business identifier required?
- Only for an Australian workspace, which needs a valid ABN. For the other countries the identifier is optional.
- What happens if I shorten how long replaced documents are kept?
- Files older than the new time are erased for good within minutes of saving. The review step shows how many before you confirm, and you must have signed in recently.
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