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 1. Gather Help Center
 2. Customer Manager for Quality
 3. Documents


AUTOMATING DOCUMENT REQUEST FULFILLMENT

 * 2 days ago
 * Updated


WHAT IS ‘AUTOMATING DOCUMENT REQUESTS’ IN TRACEGAINS? 

With today's food safety and compliance regulations, fulfilling document needs
for customers is a full-time job. TraceGains Gather™ offers solutions to help
automate document request fulfillment.  

 


WHY AUTOMATE? 

While waiting to receive requests is a perfectly viable option, having a system
that automates itself ultimately reduces daily tasks, improving overall
efficiency. 

 


WAYS TO GET AHEAD OF REQUESTS:

 * Proactively upload location and item documents 
 * Use Recommendations to quickly fulfill requests with existing documents in
   the system 
 * Use PostOnce 
 * Fulfill document requests in bulk
 * Manage document settings and requirements per document type & customer
 * Replace expired or outdated documents for all your customers

 


PROACTIVELY UPLOAD LOCATION AND ITEM DOCUMENTS  

One of the best ways to get ahead of requests is to proactively add common
documents directly to location and item listings.



Add Location Documents: 

Step 1: In Customer Manager, under ‘Listings,’ click ‘Locations.’  

Step 2: Select an individual location to add documents. 

Step 3: Click the Documents tab.

Step 4: Click ‘+Add Documents’ to start adding location-level documents like 3rd
Party Audit, FDA Registration, HACCP Plan, etc.  

 

Add Item Documents: 

Step 1: In Customer Manager, under ‘Listings,’ click ‘Items.’  

Step 2: Select an individual item to add documents. 

Step 3: Click the Documents tab. 

Step 4: Click ‘+Add Documents’ to start adding item-level documents like CoA,
Product Spec Sheet, Heavy Metals Statement, etc.

 

Use the Document Library to associate documents in bulk:



Step 1: Click the Document Library app from the left navigation.  

Step 2: Select the relevant docs using the checkboxes.  

Step 3: Use the 'Actions' dropdown at the top right of the table.  

Step 4: Once the documents are selected, use the 'Associate with' action to
select the location(s) or item(s) to add the documents to.  

Now when customers request documents that have already been loaded to the
system, the PostOnce recommendation engine can be used (described below) to
automatically send relevant documents.  

 


USE RECOMMENDATIONS TO QUICKLY FULFILL REQUESTS WITH EXISTING DOCUMENTS IN THE
SYSTEM 

When a document request comes in, the system will check for any matching
documentation based on document type, location, and item. For example, if a 3rd
party Audit for location X is requested and a 3rd party audit document has
already been added to location X or uploaded to fulfill a previous request, the
system will recognize this and suggest the document.



Step 1: In Customer Manager, under ‘Requests,’ click ‘Documents.’ 

Step 2: The blue checkmark to the right of the chat bubble indicates that there
is a recommendation available. Select the request using the checkbox. 

Step 3: Click ‘Choose action’.  

Step 4: Click ‘Use Recommendation’ to pull up the suggested document to fulfill
this request.

 


USE POSTONCE  

When fulfilling one or multiple document requests, the system may prompt the
user to 'View Other Request (s)'.



Click this button to see requests from other customers that can be fulfilled by
this same document. PostOnce may also be used to replace documents used to
fulfill previously completed requests to keep all customers up to date with the
latest document.  Fulfilled requests have a 'Completed' status while new
requests show as 'Missing'.



This example shows fulfilled customer requests for the 3rd party audit
certificate for two of Ireland’s locations. There are 8 open requests from other
customers asking for these same documents. By selecting all the recommendations
and clicking send, all the other open requests for this document can be
fulfilled.

 


FULFILL DOCUMENT REQUESTS IN BULK



Step 1: In Customer Manager, under ‘Requests’ click ‘Documents.’ 

Step 2: Click ‘Filter’ and identify all open requests for specific locations,
items and/or document types.  

Step 3: Use the checkbox at the top of the table to select all the relevant
requests at once.

Step 4: Click the 'Actions' dropdown at the top right of the table and click
'Upload File’ or ‘Add from Library’.

Step 5: Select the document that fulfills all the relevant requests and
continue. 

Step 6: Set the expiration date.

Step 7: Click ‘Send Document’.

 


MANAGE DOCUMENT SETTINGS AND REQUIREMENTS PER DOCUMENT TYPE & CUSTOMER 

To send documents to Non-TraceGains customers, use Document Settings to automate
the process. 

Step 1: Click ‘Document Settings’ under Customer Manager.

Step 2: Add new customer document types by clicking '+ New Document Type' at the
top of the screen. 

Note: A browser icon next to some document types indicates that a TraceGains
Standard Online Form is available. Click here to learn more about Online Forms.

Step 3: Select which document types to make visible on the TraceGains Gather™
Marketplace.   

Note: When a Document Type is visible on TraceGains Gather™, all users of the
Marketplace app can download documents of this type associated with visible
locations and items. This makes it easy for new customers to vet that their
requirements are met and allows existing customers to easily access the common
documents they may need. If a location or item is set to not visible, then users
of the Marketplace application will not be able to view the location or item and
will not be able to download any associated documents. 

Step 4: Click the Document Requirements tab. Select the basic documents to
provide to any customer who is connected to that location or item.  

Pro Tip: As a rule of thumb, select documents that are common, standard or
regularly requested. Or, set custom configurations per customer in the next
step.  

Step 5: Click on ‘Bulk Configure Customer Requirements’ to open the wizard to
set up any custom requirements per location, item and customer. For a location
or item, select which documents should be sent to one or more customers.  

Pro Tip: For example, perhaps a large customer has a set of 5 custom location
documents that are only relevant for them. Use this wizard to specify that for
location X, those 5 custom documents should be sent to only that specific
customer.

 


REPLACE EXPIRED OR OUTDATED DOCUMENTS FOR ALL CUSTOMERS  

Each file in the Document Library contains the expiration date and gives the
option to 'Replace' any file with an updated version. If this file has been used
to fulfill other requests in CM, PostOnce will recommend updating the document
for any other customers who have access.  

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 * Managing Customers
 * Accepting Customer Connections
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 * What is the Document Library?

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