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Overview

Polygon One keeps a list of missing information for each supplier. These labels control reminder emails. They are visible in the supply chain’s Send message dialog under Missing compliance elements, written as complete phrases such as “Geodata missing”, “Critical questionnaire issues” and “Legal documents under review”. In the supply chain itself, each article on a supplier card has three category indicators: Geodata, Questionnaire and Legal documents. Notify pending suppliers groups these more broadly into requested areas. The headings below are this page’s short forms, not the application’s exact labels. The app uses complete phrases for the same points. Short forms make this reference easier to scan. For each label, this page answers: What does it mean? and What does the supplier need to do?
Most labels describe data availability, not compliance. Three do both: Questionnaire (critical) and Legal documents (non-compliant) set the affected category to Non-compliant; Invalid geodata sets it to Invalid. Conversely, a supplier with no open data gaps may still have a risk finding — see the Findings Catalogue.

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Invitation

The two invitation labels exist only for Tier 1 suppliers, whose invitations you manage yourself. They are not generated for Tier 2 and above.

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Invitation not sent

No invitation has been sent to this supplier.
  • What the supplier must do: As with Invitation pending, the reminder asks them to complete the onboarding form. But first you must send the invitation: it is your turn.
  • Your next step: Send an invitation — see Supplier Onboarding. The supplier needs no account; they receive a secure link.

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Invitation pending

An invitation was sent, but the supplier has not completed it.
  • What the supplier must do: Complete the onboarding form.
  • Your next step: Send a reminder. Check invitation history to see whether it was opened. An unopened invitation is more suggestive of a delivery problem than inaction.
If invitations are not reaching suppliers, check your Sending Domain. Emails from an unverified sender domain are more likely to land in spam.

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Geodata

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Geodata

For at least one of this supplier’s articles, analysis has not produced a usable geodata result. This is the aggregate undecided state. Usually plot coordinates are absent, but plots may also exist without an analysis status yet.
  • Why it matters: Without plot coordinates, deforestation-free origin cannot be checked. Art. 9 EUDR requires geolocation.
  • What the supplier must do: Upload geodata for their plots.
  • Your next step: Request it or import it yourself if available — see Plot Import.

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Invalid geodata

Geodata was supplied but classified as invalid, for example plots overlapping water or built-up land.
  • Why it matters: The article is Invalid. This is a data error, not a risk finding: there is no reliable basis for analysis.
  • What the supplier must do: Correct the invalid production-plot geodata.
  • Your next step: Request a correction and name the affected plots. Common causes are reversed longitude/latitude, an incorrect coordinate format or an overly coarse polygon.

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Questionnaire

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Questionnaire

The compliance questionnaire has not been completed.
  • Why it matters: It determines which legal risks need mitigation for the production country and which documents are relevant. The document list remains incomplete until the questionnaire is answered.
  • What the supplier must do: Complete the legal compliance questionnaire with their production practices and legal status.

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Questionnaire (critical)

The questionnaire identified critical compliance issues.
  • Why it matters: These cannot be resolved by document uploads. If an answer triggers a risk, the answer must be corrected.
  • What the supplier must do: Resolve the critical questionnaire issues.
  • Your next step: Request corrections to the affected questions specifically, rather than requesting the entire questionnaire again.

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Questionnaire (warnings)

The questionnaire flagged potential risks requiring review, without blocking compliance.
  • What the supplier must do: Review the questionnaire warnings.
  • Your next step: Optional. You may proceed to DDS with the warning open; it stays visible.
Legal documents have not yet been submitted.
  • Why it matters: Permits and certifications substantiate compliance with local land-use, environmental and labour laws.
  • What the supplier must do: Upload the required legal compliance documents.
  • Your next step: Name the precise legal category. A generic “please upload documents” request regularly produces unsuitable files.
  • If the document does not exist: The supplier can give a reasoned statement. You Accept statement or Reject statement in the compliance gaps view; accepting does not close the gap — see Risk Mitigation.
Documents were submitted and are under review; proposed evidence assignments await confirmation.
This label can also originate upstream: an upstream supplier’s pending legal review sets this label for the current supplier even if they submitted nothing themselves. Check whose review is pending before sending a reminder.
  • What the supplier must do: Nothing — it is your turn.
  • Your next step: Confirm or reject the proposed assignments. An uploaded document covers nothing until its use is confirmed.
Legal documents were reviewed and assessed as non-compliant.
  • What the supplier must do: Provide corrected or additional documents.
  • Your next step: Pass on the review feedback. A supplier cannot fix a rejection without knowing its reason.

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Remind suppliers

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All at once: Notify pending suppliers

Use Notify pending suppliers on the Incoming compliance dashboard to remind suppliers blocking your process. Each selected supplier receives precisely their open requests. The dialog states that existing requests are resent as reminders. On opening, the dialog loads one row per pending supplier, with open areas — Geolocation data, Legal documents, Legal compliance questionnaire, General information, Certifications — and a requested marker where a request already exists. Everything that can be sent is preselected; Deselect all and Select all help choose a subset. Under How would you like to send the invitation?, select Send email (preselected and marked Recommended) or Copy link. The second option creates requests but sends nothing. The app explains that no email was sent and that you should open the supplier to copy the link. Afterwards, each supplier shows Sent, Reminded, or a reason such as Nothing outstanding. Above the rows is a summary of sent, reminded and skipped counts. If an email could not be delivered, the row also shows No email.
There is no waiting period between reminders. A supplier reminded moments ago can be selected again immediately; this is intentional. Control the timing through your selection.EU-based suppliers are absent from this list: they do not owe you a separate due diligence statement in your role as a downstream operator. When many suppliers are pending, the dialog initially shows a subset and explicitly says so.
This route cannot reach anonymised suppliers. You do not have their contact details, and without an address the row cannot be selected. Work through the upstream supplier whose invitation protects that supplier’s identity.

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Individually: from the compliance gaps view

If a supplier has an open request, Send reminder (… requested) appears at the top of the compliance gaps view on all three tabs, including To review. From an individual article, it is labelled Remind supplier of all open requests (…) because it covers every open request for that supplier, not just the article’s. The same action is also in the request dialog footer. The supplier receives one email covering all open points, with Reminder: … in the subject. If reminders have already been sent, a line below shows how many and the latest time. With zero reminders, this line is absent.
The application does not block a second reminder. If the last was less than 24 hours ago, it only asks whether to remind again and shows the previous date. Confirming sends it. You control the courtesy interval.

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An order that saves time

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Invite first

Without a completed invitation, there is no channel for the data to arrive. Address Invitation not sent and Invitation pending first.
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Then the questionnaire

It determines which documents are needed. Asking for documents first often produces the wrong ones.
3

Then geodata

Satellite analysis needs plots. Only afterwards do you know which geo risks require further evidence.
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Finally, documents

You now know the open legal categories and the plots each document must cover. Requests at this stage are precise and rarely need repeating.

Supplier Onboarding

Invite suppliers and request information.

Supplier Requests

Targeted correction and evidence requests from risk mitigation.

Findings Catalogue

Individual findings in the compliance gaps view.

Status Glossary

What article and supplier compliance statuses mean.