> ## Documentation Index
> Fetch the complete documentation index at: https://help.polygon-one.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Automatic follow-ups

> Detected gaps are drafted from the evidence and sent to the supplier without an approval click — with a label, a cooldown and a daily cap

## 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.

<Warning>
  **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.
</Warning>

It applies in both modules — EUDR (**update requests**) and PPWR (**data requests**) — with the same safeguards. You can switch it off at any time; the drafts then wait for your approval.

## How it runs

<Steps>
  <Step title="The supplier submits">
    They answer a request, upload evidence or send a correction.
  </Step>

  <Step title="The analysis reads">
    Every submitted document is read and evaluated field by field — see [AI document review](/en/eudr/datensammlung/dokumentenpruefung).
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>
</Steps>

## The safeguards

| Safeguard                 | Rule                                                                                                                                                            |
| ------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Cooldown per supplier** | At most **one automatic follow-up per supplier in 24 hours** — counted from the last request that actually reached that supplier, sent automatically or by hand |
| **Daily cap per company** | One shared daily budget across **both modules**, **200 requests** per day (UTC) by default. It limits only what the system does on its own                      |
| **Label**                 | Every automatically sent request carries the label **"Sent automatically"**                                                                                     |
| **Audit log**             | The actor is **System**, not a person on your team                                                                                                              |
| **Never automatic**       | Requests **you** send or approve are exempt from both limits and are never held back                                                                            |

<Info>
  **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.
</Info>

### 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

<Tabs>
  <Tab title="EUDR">
    **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](/en/eudr/einstellungen).
  </Tab>

  <Tab title="PPWR">
    **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](/en/ppwr/datenerfassung/datenanfragen).
  </Tab>
</Tabs>

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

## Where the drafts wait

<Tabs>
  <Tab title="EUDR">
    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.
  </Tab>

  <Tab title="PPWR">
    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.
  </Tab>
</Tabs>

## Withdrawing a request that was sent

| Module   | Path                                                                                                           |
| -------- | -------------------------------------------------------------------------------------------------------------- |
| **EUDR** | Request detail view → **"Cancel request"**. The supplier can no longer reply                                   |
| **PPWR** | **Request history** → the request's row → **"Cancel request"**. The supplier's portal link expires immediately |

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](/en/eudr/administration/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](/en/lieferanten/eudr) and the [PPWR supplier guide](/en/lieferanten/ppwr).

### 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](mailto: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

* [Supplier update requests (EUDR)](/en/eudr/datensammlung/update-anfragen)
* [Data requests (PPWR)](/en/ppwr/datenerfassung/datenanfragen)
* [AI document review](/en/eudr/datensammlung/dokumentenpruefung)
* [Settings → Automations](/en/eudr/einstellungen)