This article shows you how to upload the documents a buyer requires with your response to a sourcing event in the Strategic Sourcing portal, what the automatic AI compliance check means, and how to replace a document the buyer rejected. A document requirement is a specific file the buyer asks every supplier to provide, for example an insurance certificate or a signed legal form.
Where do I upload documents?
To upload your documents, open the response wizard for the sourcing event and click Documents in the sidebar. The Required Documents card lists every document requirement for the current round, with the instruction to upload all required documents to complete your submission. In multi-round events, requirements from earlier rounds appear under a Previous round heading and new ones under New in Round [N].
What does each document requirement specify?
To prepare the right file, read the requirement's row before uploading. Each requirement shows its name, an optional description from the buyer, and whether it is Required (marked with a red asterisk; your response cannot be submitted without it) or Optional. Below that you see the accepted file formats and the maximum file size, for example PDF, Word • Max 10MB. Possible formats are PDF, Word, Excel, PowerPoint, JPEG, PNG, and ZIP; the default size limit is 10 MB but the buyer sets it per requirement. Requirements are grouped by category: Legal, Financial, Technical, Compliance, Insurance, References, Certifications, or Other. Some requirements carry extra badges: Signature required means the document must be signed before you upload it, Notarization required means it must be notarized, and Expiry tracked means the buyer tracks the document's validity date.
How do I upload a file?
To upload a file against a requirement, follow these steps:
Locate the requirement in the Required Documents list.
Drag your file onto the requirement's row, or click Upload to pick the file from your computer. One file is accepted per requirement.
If the file does not match the rules you see an exact error: Invalid file type. Accepted: [formats] or File size exceeds [N]MB limit. Convert or shrink the file and try again.
On success the message [file name] uploaded successfully appears, the row shows a green check with the file name, and the automatic compliance check starts immediately.
After uploading you can click Replace to upload a different file, Remove to delete the upload, or Download to retrieve what you uploaded. Uploads save into your draft automatically; they are sent to the buyer when you click Send Response.
What does the AI compliance check mean?
To understand the colored panel that appears under an uploaded file, use this table. The portal runs an automatic AI analysis on every uploaded document to check whether the file appears to satisfy the requirement; the result is a hint for you and the buyer, not a final decision.
Status shown | Meaning | What you should do |
Analyzing... | The check is running on the document. | Wait. The result appears on the same row. |
Matches Requirement | The document appears to satisfy the requirement. | Nothing further. |
Does Not Match Requirement | The document does not appear to be what was requested; the panel is marked Action Required and explains why. | Upload a different file that matches the requirement. |
Uncertain | The analysis could not decide. | Nothing required. The buyer will review this document manually. |
Analysis Failed | A technical problem stopped the analysis. | Click Analyze on the row to run the check again. |
What does buyer verification mean?
To know the buyer's final word on a document, watch the verification badge next to the uploaded file name. Independently of the AI check, the buyer reviews each document and marks it Accepted or Rejected; while the buyer has not decided, the document is pending review and no badge is shown. The buyer's verification always overrides the AI result: a file the AI flagged can still be Accepted, and vice versa. You receive a Document verified notification when the buyer records a decision.
How do I re-upload a rejected document?
To replace a document the buyer marked Rejected, do the following before the submission deadline:
Open the response wizard and go to the Documents section.
Find the requirement whose file shows the red Rejected badge. The buyer may have added a note explaining the rejection.
Click Replace (or Remove, then Upload) and provide the corrected file.
The AI compliance check runs again on the new file, and the buyer re-verifies it.
If your response was already submitted and the wizard is read-only, contact the buyer so they can allow the correction.
Can I ask a question about a document requirement?
To clarify what a specific document requirement expects, use the question action on the requirement's row while editing your response. The Ask a Question dialog opens with the requirement already attached under Asking about, so the buyer sees exactly which document you mean. Type your question and click Submit Question; the buyer's reply arrives in the event's Q&A tab and by email. Note that questions can only be asked before the event's questions deadline.