You may receive tasks from your customers to undertake certain actions within the system, such as:
Creating your supply chains.
Sharing files (e.g. uploading certificates or completing and returning a document).
Please ensure you read the task title and its guidance for instructions. However, the most common task customers ask for from their suppliers is to share their certificates and files. Below, you will see the different ways to complete this on Greenlight Supplier Approval.
Creating your supply chains
If you are asked to create your supply chains, you will need to complete this task in the Chains section of Greenlight Supplier Approval.
Should you be unfamiliar how this action is performed, read our article by clicking here
Once all your supply chains have been created, return to the task list and mark this task a complete (ticking its checkbox).
Sharing files
Downloading and completing a document:
If your customer attaches a document to the task for you to complete and return, you will be able to download the document sent to you. Simply click on ‘View file’ in green to download the file:
The file will then download onto your computer.
Complete the document as required in the task.
Return to the task on Greenlight Supplier Approval and click Upload file to add your completed file to the task:
Locate your file on your computer, complete the relevant fields and click OK:
Your file will then be uploaded to the task and your customer will be able to see the file:
You can upload more files to the task if required. Click Upload file again to add another file to the task.
All files added will be visible to the organisation who was assigned the task and the organisation who assigned the task:
Tick the square box on each sub-task to mark that sub-task as complete:
When all subtasks have been completed, Greenlight Supplier Approval will mark the task list as Completed. Your customer will receive a notification informing them you have completed the task:
Attach existing valid files to tasks
Once you have uploaded the files to the task you are completing, a copy of that file will be stored within Files in Supplier Approval. At a later date, you may find other organisations use Greenlight Supplier Approval to request the same documents. If they do, you do not need to upload them again:
Locate the task you are completing and select Attach existing file(s):
When the list of files comes up, find the file that you need to add to this task and select it. Then click Attach:
Attaching files like this means you can upload the file for a task being reviewed by one particular organisation but also use the same uploaded file for tasks that may be reviewed by other organisations. This saves you time by not having to upload the file multiple times or enter the same file details again, while also avoiding cluttering your profile. Any file you add can be viewed in the Files section of Greenlight Supplier Approval.
Adding a new version of a file to your task
On occasions, your customer will request you share a file with them, such as a certificate, that happens to have expired. Clearly you should not share the expired version as it will not meet the customer's requirements, nor should you use the Upload File option within Tasks as this will add the document but not associate it with the original. In this scenario, you should navigate to Files and Add a New Version of the file and then return to the task to Attach existing file(s), following the process described above.
If you don't know how to Add a New version of a file, take a look at this article: GLSA - Adding a new version of an existing file.