Vendor paperwork: optional documents, and replace without losing

Vendor paperwork just got a lot friendlier. When you invite a vendor to register (or ask an existing vendor for an update), you can now mark each document as Required, Optional or Not Needed. Vendors can submit without the optional ones, so the vendor with no employees and no workers’ comp certificate won’t get stuck anymore. When they finish, the email to you lists any optional documents they skipped, so you know exactly what to follow up on.

There’s also a new Message to the Vendor box on the request form. Put the event details right there: date and times, location, services, cost and an on-site contact. It shows up in the invitation email and at the top of the vendor’s registration page, so you don’t have to send a separate email first.

Need to swap in a newer document? Open the vendor, find the document and click Replace. Upload the signed contract in place of the draft, or this year’s certificate of insurance, and the old file is tucked under a collapsible “previous versions” list with its Replaced On date instead of being deleted. If you delete a replacement by mistake, the previous version comes right back. Replaced documents stop triggering expiring-document reminders, and when a vendor uploads a document through an update request, it automatically replaces their current one of the same type (except “Other”).

Adding, replacing or removing a document is recorded in the vendor’s Activity Log. If a Sign-Off review is in progress on that vendor, reviewers who already signed will be asked again, so their “yes” always matches the paperwork they saw.