Automatic follow-ups

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Overview

When the analysis finds a missing or unclear piece of data after a supplier submission, the system drafts an evidence-backed follow-up from it: which field, which document, why. That follow-up goes to the supplier without an approval click by default — under your name, about a minute after their submission. It applies in both modules — EUDR (update requests) and PPWR (data requests) — with the same safeguards. In the EUDR module, Owners and Admins can switch it off at any time under Settings → Automations. In the PPWR module the switch sits under Settings → PPWR and requires the Manage packaging permission (Owner, Admin and Editor by default). The drafts then wait for approval.

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How it runs

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The safeguards

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What the cooldown deliberately does not start

The cooldown measures only what the system did on its own. Everything you send — your own request, a reminder, a re-send, a correction follow-up, an approved draft — reaches the supplier without starting or extending the window, and spends none of the daily budget. A live request is a different matter. While a request for the same topic and the same article is still running — whether you sent it or the automation did, and including one the supplier has already answered that now sits with you for review — the automation writes no proposal for that slot at all. That is not the cooldown; the slot is simply taken. It still drafts for other topics and other articles. If you cancel an automatically sent request, the 24 hours do not start over either. The supplier already received the ask; a second one a few hours later would be exactly the double ask the cooldown exists to prevent.

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EUDR: one send per article scope

If a response affects several article scopes, one request per scope is created, and each counts separately against the daily cap. If the remaining budget does not cover all of them, as many as fit go out; the rest stay as drafts marked “daily limit reached”.

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Switching the automation off

Switching off takes effect immediately and only going forward: requests already sent stay sent, drafts already created stay drafts.

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Where the drafts wait

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Withdrawing a request that was sent

Both are final and do not reset the 24-hour cooldown.

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Confirming origin per order

A second automation is about new orders rather than gaps: it asks the supplier once per order batch whether the origin data already supplied is still current. With it on, a new order with EUDR-relevant articles produces at most one request per supplier, covering all affected orders and articles — including orders that arrive by CSV or interface. Editing an existing order only triggers a request when the edit adds an article. A request is created only for articles already linked to that supplier, and only where a live invitation exists. Articles whose origin is held permanently are always included; an article whose origin is held per order only when an earlier, reusable entry exists for the same article number — and only there is a carry-over requested. Further orders falling into a live request — including one the supplier has already opened or started — are added to it and set back to open, without a second email going out. If the previous request has already been settled, a new one is created, and then an email does go out again — provided an address is on file for that supplier at all; without one the request is created but nothing is sent. In the portal the supplier sees the question “Are the origin data still current?” with the list of Orders and Articles, and two answers:

• “Yes, nothing has changed” — one click. Polygon One then carries the most recent matching origin package over to the new order lines.
• “Update details” — opens the portal’s geo step, where the supplier enters the changed plots or producers. As soon as they save geo data for one of the requested articles, the request comes to you for review like any other update request; the one-click confirmation is no longer available after that.

On your side the confirmation arrives as the notification “Supplier confirmed the origin data is unchanged”. Polygon One then carries the origin details of the most recent preceding matching order over to the new lines — only where nothing has been entered yet. The request moves to resolved only once every carry-over has completed; if they fail for good, the request is re-opened. If the request changed in the meantime — status changed, already re-opened or settled elsewhere — the run stops quietly: nothing more is copied, and the request is neither resolved nor re-opened.

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Tracing what was sent

• Label on the request — “Sent automatically”, in the EUDR detail view and on the PPWR rows in the request history.
• Audit log — every automatic action is recorded individually, with System as the actor. See Audit log.
• Progress per supplier — the progress view shows who did what and when: sent, viewed, answered — and whether it was a person or the system.

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FAQ

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Why did my supplier get an automatic request?

Because they submitted something and the analysis found a gap in it — a missing entry, an unconfirmed value or a document that does not carry the category. The system drafted an evidence-backed follow-up and sent it under your name, about a minute after their submission. You will find the request labelled “Sent automatically”; the audit log names System as the actor.

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How do I switch automatic follow-ups off?

EUDR: Settings → Automations → Automatic update requests, turn off “Request detected gaps automatically”. PPWR: Settings → PPWR → Automatic packaging data requests, the same toggle. Both take effect immediately. The same follow-ups are still drafted afterwards — they simply wait for your approval instead of going out on their own.

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What does “Sent automatically” mean?

Nobody on your team sent this request: the system drafted it and sent it under your company’s name. Content-wise it is an ordinary request — the supplier replies to it like any other, and you review the reply as usual. The label is purely informational and is not shown to the supplier.

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Why was a proposal not sent?

The reason is printed under the draft. “This supplier was already asked automatically recently” means the cooldown is still running — the system asked this supplier on its own within the last day. A request you sent does not trigger this notice. “Daily limit reached” means your company has spent the shared daily budget across both modules; the system resumes at midnight (UTC). Nothing is lost either way: the draft stays, and you can approve it yourself at any time — your own sends are never capped.

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What does the supplier see?

An entirely ordinary request — they cannot tell it was created automatically. In their portal it appears in the Tasks tab as one card per requested point: title = the field or question, below it the line category · country · file and the reason, plus the matching action (“Open document”, “Update plot”, “Update answer”). In the PPWR portal the ask additionally sits right next to the field concerned as the chip “Requested by customer”; clicking it shows the reason and the quoted document. They work through only what was asked and send back one collected reply. Details in the EUDR supplier guide and the PPWR supplier guide.

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Where do the drafts wait?

EUDR: in the supplier’s compliance gaps view under “Proposed requests”, additionally announced by the dashboard tile “n drafted requests are waiting for your approval”. PPWR: in the supplier’s request history under “Proposed requests”. In both cases they carry the AI draft label and are only sent once you trigger it.

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Can I change the limits?

No — the cooldown and the daily cap both sit on the platform side and cannot be changed in your settings. Contact help@polygon-one.eu if your volumes run into either limit. What you do control is the switch “Request detected gaps automatically”: on, off, at any time. In case of an incident, Polygon can also halt the automation platform-wide without you having to change anything.

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Next steps

• Supplier update requests (EUDR)
• Data requests (PPWR)
• AI document review
• Settings → Automations