Overview
In Polygon One, requests to suppliers are created directly from risk mitigation: every open task in the compliance gaps view that the supplier has to solve can be sent to them as a request. A request always names concrete targets — the missing, rejected, or expired document, the production plots to correct, the affected questionnaire answers, or the required certificate — instead of a whole data area.There is no longer a separate dialog where you tick areas such as “geodata” or “questionnaire” for updating. The path always leads through the concrete gap: the request automatically carries what is missing, why it was flagged, and which articles are affected.
Creating a Request
1
Open the compliance gaps view
For an article or supplier with an open risk, click “Mitigate”. The compliance gaps view shows every open task as a card — identical problems are bundled across all affected articles.
2
Request the task
Open the task and choose the request action, e.g. “Request from supplier for 23 articles” or “Request evidence”. The button always states the exact scope. Several open, requestable problems for the same supplier can be sent together in one request.
3
Add a message (optional)
Add a personal message if needed. The factual context — affected documents, plots, review notes, and rejection reasons — is attached to the request automatically; you do not have to retype it.
4
Send
Under “How should we deliver this?” choose the route:
- Send email — the supplier is notified automatically by email.
- Copy link — you get a link to pass on yourself; the button then reads Create link.
What the Supplier Sees
The supplier opens their familiar invite link and sees the request as a task: one card per target with the reason it was flagged, the affected document or plot, and the matching action (replace file, upload, correct a plot or an answer). They work through only what was requested and send back one combined response — without going through the entire onboarding again. The step-by-step walkthrough from the supplier’s perspective is in the supplier guide. Instead of a technical error message, the card carries a concrete instruction. The two most common ones concern a certificate-holder mismatch (“This document belongs to … Declare … as a related party, then submit the document again.”) and a wrong document type (”… does not satisfy this requirement — … is expected here.”). Both are instructions the supplier can act on without asking you first.If you ask for the same thing a second time, the supplier sees that. The card is then marked “Follow-up request” and names the previous outcome — for a plot, for example, “Your previous evidence for this plot was rejected.” That makes it clear that re-uploading the same file will not be enough. So write the rejection reason in a way that names the difference from the first submission — it is passed to the supplier with the next request.
Tracking and Review
The state of each request is visible directly in the compliance gaps view:
In addition, notifications inform you about sent, viewed, ready for review, and completed — see the notification center. A request that is still open can be withdrawn from its detail view.
A sent request does not count as a mitigated risk. It stays “Waiting for supplier” until the response has arrived and you have reviewed it. If you reject a response, your review notes are forwarded to the supplier with the next request.
Reminding suppliers
All at once: “Notify pending suppliers”
Notify pending suppliers on the compliance dashboard (Inbound) sends reminders to every supplier holding up your process. Each selected supplier gets exactly the requests still open for them; the dialog says so itself: “Requests already running are re-sent as a reminder.” On opening, the dialog loads the list of pending suppliers — one row per supplier, with the open areas (Geolocation Data, Legal Documents, Legal Compliance Questionnaire, General Information, Certifications) and, where something was already asked for, the extra marker ”… · requested”. Everything sendable is pre-selected; Deselect all and Select all are the quick route to a subset.
Under “How should we deliver this?” choose Send email (pre-selected here as Recommended) or Copy link. On the second route the requests are created but nothing is sent — the app says: “The requests were created, but no email was sent. Open the supplier to copy the link.”
After the run each supplier carries its result — Sent, Reminded, or a reason such as Nothing left to ask for — above it the summary ”… sent · … reminded · … skipped”. Where an email could not be delivered, the row also carries No email.
There is no waiting period between two reminders. A supplier reminded moments ago can be selected again straight away — that is deliberate. You set the rhythm through the selection.Suppliers seated in the EU are not on this list: as a downstream operator they owe you no due diligence statement of their own. With very many pending suppliers the dialog shows a first subset and says so in its own line.