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Overview

Via the invitation link, your suppliers open the EUDR data request form in Polygon One. There they provide the requested EUDR compliance evidence for the requested articles — without their own user account. This page helps you as a buyer explain the process. Share the EUDR supplier guide with suppliers. The invitation link opens the relevant request directly; suppliers do not need to open your supplier list or buyer settings.
Access is via a secure link from the invitation, without separate registration. The supplier can reopen the link while it remains valid to provide missing data or update their information.

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Step-by-Step Guide

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1. Access and Welcome

The supplier opens the link in the invitation email. On their first visit they check their general information. On later visits, the link may open the overview with Tasks and Articles directly; a specific follow-up can open the relevant item. A new welcome page is therefore not expected on every visit. Opening the link and filling it in for the first time normally need no code. The form requests email verification for protected changes. As soon as something has been submitted for a request (articles provided, questionnaire answered, plots or evidence uploaded), the link is protected against changes: the supplier then receives a 6-digit one-time code by email. See One-time code and security contact.

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2. General Information

After the supplier opens the link, they see the form for the EUDR data request.
1

Enter company name

The supplier enters their official company name.
2

Provide address

The supplier enters their company address.
3

Select country

The company’s country is selected.
4

Continue

Click “Continue” to proceed to the next step.
The supplier can change the language of the form at any time. Available are German, English, French, Spanish, and Chinese.
The “General information” step also contains the field “Email for security codes”. The supplier enters an address they can read themselves and confirms it with a code. Before the final submission this confirmation is mandatory — see One-time code and security contact.

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3. Select Articles and Provide Geo Information

In the Articles overview, the supplier selects the affected articles and opens the relevant action. Existing data, specific follow-ups and progress determine the next step. They do not have to complete every form in sequence on each visit. For relevant articles, they provide the requested origin data or enter the applicable alternative coverage:
1

Specify the commodity producer

Enter the name of the commodity producer and the country of production.
2

Provide geo data

Under “Relevant Geo information” the supplier picks one of six routes. The first four supply plots; the last two explain why no plots are needed for the share in question:
  • Draw plots on the map — mark the corner points
  • Upload a file (GeoJSON, CSV, Excel) — import plots from a GeoJSON, CSV, or Excel file; “Download template” offers an Excel and a CSV template for it. The importer only asks for the values the file does not carry per row itself: the producer name and the production period stay on screen as fields but lose their required mark and name the column used below them. Where wood has no species or point coordinates no area, the importer asks for those in addition; if the file carries them, the question does not appear
  • Enter coordinates — type the latitude and longitude of each plot directly, with no map and no file, plus the plot area in hectares
  • Use certificate with coordinates — read the coordinates out of a certificate; the hits come back as proposed plots for the supplier to confirm
  • Covered by an existing DDS — reference and verification number of an upstream due diligence statement
  • Post-consumer recycled material — the recycled quantity per article
The map is not a prerequisite. If it loads slowly or not at all for the supplier — a constrained connection, a restrictive corporate browser — the map window says so itself and names the alternatives. With “Enter coordinates” the supplier gets there on a phone and on a locked-down network too. Point suppliers in China or South-East Asia at this route when their answers stall.
3

Repeat for all articles

Check all requested articles. Missing origin information remains visible; an existing DDS or recycled-material entry is not an automatically accepted clearance.
It is not necessary to process all articles at once. The supplier can reopen the link at any time and provide missing data later.

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4. Invite Sub-Suppliers (Optional)

If the supplier sources materials from additional sub-suppliers, they can invite them in the portal:
  • describe the inbound article (name, article number, HS code — mandatory)
  • enter the supplier details of the sub-supplier (company, email)
  • optionally add a personal message
  • the invitation is sent to the sub-supplier by email
The questionnaire is a step wizard, not one long page. A step indicator runs along the top (“Step 3 of 6”), and under the heading each step states its purpose in one sentence. The number of steps is not fixed: it follows from the commodity and from what is already covered. “Forestry & wood use” only appears for wood, and a category covered by a recognized certificate or by evidence that was already accepted gets no step of its own.
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Step 1: “General & supply chain”

Where the goods come from and how they travel — and, where the request captures them, the parties in the supply chain. This is also where the supplier uploads their certifications (FSC, PEFC, ISCC …); the analysis determines which compliance categories they cover. For wood products from countries with an operational FLEGT licensing scheme (currently Indonesia) the FLEGT license belongs here too — with a valid license the detailed questionnaire is skipped for the affected articles.
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Then one step per legal category

Land use rights, Environmental protection, Forestry & wood use (wood only), Third-party rights, Labor & human rights, Tax, trade & customs — each step with its own questions and its own upload for exactly that category (PDF, JPG, or PNG).
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Last step: “Other documents & submit”

Anything that fits no category goes under “Drop your other documents here”; the supplier then reviews their answers and submits. Anti-corruption and further compliance measures are asked here.
What blocks “Next”. Two things only: a missing required document for this step’s category (“Upload a document for {category} to continue.”) and unanswered required questions in this step. The button stays clickable — it takes the supplier to the spot in question, as does “Show me” beside it. “Back” always works. What only warns. A file that is still being read, a declined file and open review items on a file do not hold the supplier up; those sentences end explicitly in “You can still continue”. They reappear in the confirmation window before submitting, under “Submit with open items?” together with the note “The buyer will see these open items and may send you an update request.” — the button then reads “Submit anyway” instead of “Submit Self-Assessment”. So your supplier can submit with open items; you see them. Not skippable is a category that requires a document: either the document has to be on file or the supplier’s statement that none exists has to stand (see below) — otherwise submitting takes them back to that category’s step. The confirmed security email address stays mandatory as well.

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When the supplier cannot provide a document

If a required document does not exist in their country or for their operation, the step is not a dead end: next to the notice sits “I cannot provide this document”. The supplier has to write a reason (mandatory) and sends it with “Send statement”; the step is no longer blocked afterwards, and the form then shows “You stated that no document exists for this requirement: …” with “Correct this” beside it. A statement applies per category and per country of production. The decision is yours. If you accept the statement, the requirement is not met — the category stays open, counts and status do not change; what is recorded is only that you reviewed the statement. If you reject it, the step asks for the document again and your supplier reads your reason: “Your buyer did not accept your statement: …” A reason is mandatory when rejecting. After saving or submitting, Polygon One processes the information according to enabled features and analysis settings. This includes geo analysis, document analysis and compliance-status updates. Submitted means the answer is available — it does not mean every open item is accepted or every article is compliant. Review results and outstanding questions on the buyer side.
The supplier can reopen the link for a valid period to view the status of their submissions, provide missing data, or update information.

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Dropping Documents and Having Them Read

The collective drop zone with automatic recognition is enabled per workspace. Without it the zone does not appear — and with it neither the automatic reading, nor the per-file receipt, nor the “next step” section; your supplier then uploads their evidence in the step of the relevant category.
There is one drop zone for everything — in the questionnaire’s last step under “Drop your other documents here”, and under “Manage supporting documents & certifications” for whatever comes later. Your supplier does not need to know which category a piece of evidence belongs to: every file is read, its document type recognised, and the file filed. The document then says “Recognised as {category} – only change this if it is wrong.” — or, if the type remains unclear, “Type not recognised – please choose”, and your supplier picks it themselves. Below each file that has been read is a receipt such as “7 read · 0 to review · 0 missing” plus the “Review” button. There your supplier confirms values that were read with “Correct”, or fixes them. Values you have already set cannot be overwritten by them — there it says “Your customer has already set this value; it cannot be changed here.” Above the form there is always exactly one “Next step” with its reason — from “Upload document” through “Review {count} entries in {file}” to “Review & submit”.

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The “Tasks” Tab

Every request you send — or that is sent automatically — appears for the supplier in the Tasks tab, grouped into To do, Submitted – under review and Recently completed. There is one card per requested point: title = field or question, below it category · country · file, the reason in plain words, and on the right the matching action (“Open document”, “Update plot”, “Update answer”). One click takes them straight to the quoted file or the affected plot. When your supplier opens the request it moves to Viewed and you are notified. The step-by-step view from the supplier’s perspective is in the supplier guide.

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One-time Code and Security Contact

The invitation link is an address, not a credential. A one-time code therefore protects changes to data that has already been submitted. The code goes to the email address you have on file for that supplier, is valid for 15 minutes, can be used once, and allows five attempts. Only the newest code ever counts. If the supplier confirms, under “Email for security codes”, the address that already serves as the code mailbox, no second code is required; a brand-new address takes two codes — one to the current mailbox, one to the new one. From then on, one-time codes go to the confirmed address. The code email is copied to nobody — not even to you.
The supplier cannot change the company address you have on file — they can only confirm a security address of their own, and that requires the code sent to the current address. When a supplier reports that no code arrives, the most common cause is a stale address in your supplier list. Correct it under Suppliers → Edit — see Managing suppliers.
If a supplier has several confirmed mailboxes — for example because you added a second contact person and that person confirmed their own address — the dialog first asks where the code should go. The addresses appear masked (d***@example.com). For the sensitive operations, the audit log records which code mailbox confirmed the change. A missing entry means “not challenged” — never “unknown person”.

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Help Inside the Form

Your suppliers have an AI assistant available in the EUDR form — as the button “Help with this form” in the footer and as “Explain this status” next to a document’s status. It sees only the data of that one invitation, is read-only, and makes no compliance decision. For step-by-step instructions, use the supplier guide. The Art. 50 AI Act disclosure that this is an AI is permanently displayed above the chat. The assistant is not shown on partner-branded portals.

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Entities in the Supply Chain

Under “Entities in your supply chain” the supplier declares every organisation involved in producing or handling the goods — with company name, role, country, and an optional note. The role does not drive the analysis. The purpose is matching certificate holders: a document issued to an organisation other than the supplier itself can only be accepted when that organisation is declared as an entity. If it is missing, the document is blocked as “Holder not confirmed”. You review the declarations on your side — via the row action “Supply-chain parties” in the supplier list, via the task “Review supply-chain parties” in the compliance gaps view, or straight from the blocked document. Confirmed entities clear their documents automatically.
When a supplier removes an entity, documents that were previously accepted can start blocking again — the confirmation dialog in the portal tells them so outright. Adding it back re-declares the entity and runs the check again; a rejection that was issued comes back as a rejection, reason included.