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.
The automation is on for every company. After the change-over, the next submission by a supplier triggers an automatic follow-up, provided the analysis finds a gap. Nothing is sent retroactively: only a new supplier response triggers it, never existing records.
How it runs
The supplier submits
They answer a request, upload evidence or send a correction.
The system drafts
A draft is built from the open points: per point the affected field, the quoted document and the reason (“Not stated in the document”, “Read from the document — please confirm”, “Could not be confirmed from the document”). Requests already live on the same topic are skipped — no second request is created for the same open matter.
The system sends — or holds back
If the automation is on and no limit applies, the request goes out directly. Otherwise it stays as a draft and names the reason.
The safeguards
A held request is not lost. It stays as a draft with a line naming the reason:
- “Not sent automatically: supplier was already asked in the last 24 h”
- “Not sent automatically: daily limit reached”
You can review and approve it there at any time — the limits apply only to automatic sending. What the cooldown deliberately does not reset
If you cancel a request, the 24 hours do not start over. The supplier already received the ask; a second one a few hours later would be exactly the double ask the cooldown exists to prevent.
Conversely, reminders, re-sends and correction follow-ups do not extend the cooldown — they reach the supplier without restarting the window. The daily cap is the backstop here.
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”.
Switching the automation off
Settings → Automations → Automatic update requests, toggle “Ask about detected gaps automatically”.While it is off, drafts collect under Proposed requests in the compliance gaps view and wait for your approval. See Settings. Settings → PPWR → Automatic packaging data requests, toggle “Ask about detected gaps automatically”.The toggle deliberately does not sit under Automations: that area belongs to the EUDR module, and a PPWR-only customer could never reach it there. While it is off, drafts collect under Proposed requests in the request history. Where the drafts wait
In the supplier’s compliance gaps view, block “Proposed requests” — with the AI draft label, the article and the number of open points.
- Review and send — opens the approval dialog: remove points that do not apply (and restore them if needed), add a message, pick the delivery method, send.
- Discard — the draft is withdrawn, nothing reaches the supplier. The analysis may propose it again later.
The dashboard additionally shows the tile “n drafted requests are waiting for your approval”; it disappears at zero. In the supplier’s request history, block “Proposed requests” — AI draft label, number of open entries.
- Approve and send — the points go out as a data request; the supplier sees them in the portal right next to the field concerned.
- Discard — the proposal is deleted. The supplier never saw it.
Withdrawing a request that was sent
Both are final and do not reset the 24-hour cooldown.
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.
FAQ
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.
How do I switch automatic follow-ups off?
EUDR: Settings → Automations → Automatic update requests, turn off “Ask about 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.
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.
Why was a proposal not sent?
The reason is printed under the draft. “Supplier was already asked in the last 24 h” means the cooldown is still running — this supplier received a request within the last day, from you or from the system. “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.
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.
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.
Can I change the limits?
The 24-hour cooldown is fixed. The daily cap is configurable on the platform side — contact help@polygon-one.eu if your volumes need a different budget. In case of an incident, Polygon can also halt the automation platform-wide without you having to change anything.
Next steps
