Review a Supplier Document
Use this process when a supplier has uploaded a document, such as RAMS, insurance, or other required supplier documentation, and the document needs to be reviewed. The review allows you to either approve the document if it meets requirements or reject it with clear feedback so the supplier understands what needs to be corrected before re-uploading.
What this means
- Reviewing a supplier document is the approval step that confirms the document meets your site/company requirements.
- You will usually choose either Approve (accepted) or Reject (needs changes), and you may be asked to complete a review checklist.
When you’ll use this
- A supplier has uploaded a document and it shows as Pending, Uploaded, or Needs review.
- You need to confirm the document is current, readable, and correct before allowing it to count as compliant.
Step-by-step
Common issues
I can’t see the approve or reject option
What to check
-
You may not have the correct permissions to review supplier documents, or the document may be in a workflow stage you can’t action.
What to do
-
Ask a company admin to confirm you have Supplier Document review permissions for that site, or have an authorised reviewer complete the approval.
The document opens but is blank or unreadable
What to check
-
The file may be corrupted, incomplete, or uploaded in the wrong format.
What to do
-
Reject the document and ask the supplier to re-export and re-upload a clear version (and to ensure all pages are included).
The document is the wrong type or for the wrong job
What to check
-
Suppliers sometimes upload the right document to the wrong category, or upload a document for a different project.
What to do
-
Reject it and specify exactly what document is needed and where it should be uploaded.
The document is expired or missing key dates
What to check
-
Insurance and certification documents commonly require expiry dates or must be current.
What to do
-
Reject it and request an in-date document (or request the supplier includes the correct expiry date if prompted).
Why this matters
- Approving supplier documents helps ensure site compliance and keeps an auditable record of what was reviewed and accepted.
- Rejecting with clear feedback reduces back-and-forth and helps suppliers fix issues faster.
Need help?
If you’re unsure whether a document should be approved, reject it with a short, specific reason and ask the supplier to re-upload the corrected version. If you’re still stuck (no buttons, missing workflow, or permissions issues), ask a company admin to review your access level and the site’s supplier document settings.
If you require any assistance or have a question, please contact our Support Team on +44 7400 977 382 or email us at support@breadcrumb.co, and we'll be happy to help.