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Uploading documents

There are two ways to upload documents, with different behavior:

  1. The upload wizard (sidebar Documents → Upload file, on sites where it is enabled) — a guided flow for submitting a file against a deal, used mainly by suppliers. Supplier submissions enter the approval queue rather than going live.
  2. Direct folder upload — the Upload file button inside a library folder, for users with edit permission on that folder. Files go live immediately.

Steps — upload wizard

  1. Choose the document type (the site's configured folders — e.g. Prices, Promotions, Reports; each carries its own rules for dates, naming prefix, notifications, and permissions).
  2. Members pick the supplier; suppliers are fixed to their own company. Then pick the agreement the file belongs to.
  3. Enter a short description (required), optionally a full description, and validity start/end dates where the type asks for them (an end date makes the document time-sensitive/expiring).
  4. Pick the file. It uploads immediately to a staging area; price files (PIMR) are additionally validated and price-change ranges captured.
  5. Confirm. The file is placed in the deal's folder with a standardized name ({prefix} {month-year} {supplier}).

What happens next depends on who you are:

  • Supplier uploads become pending and enter the approval queue. Approvers (the deal's administrator and negotiator, plus contacts configured on the folder type) are emailed and get a task notification; the wizard tells the supplier who will review it.
  • Member uploads go live immediately; on folder types with digest enabled, a news/Daily-Digest post is created automatically.

View permissions on the new document come from the folder type's configuration; rebate-related price files are restricted to the rebates role plus the uploader.

Steps — direct folder upload

  1. In the library, open the target folder and use Upload file (needs edit permission on the folder). Multiple files can be selected.
  2. Files are created in the folder immediately (status active), thumbnails are generated, and spreadsheets can auto-import as product data on sites with auto-import enabled.

Metadata (description, validity dates, related deal) is not captured in this path — set it afterwards via Editing a document.

If it fails

  • Zero-byte upload — rejected; the document record is not kept.
  • Wizard rejects the file at staging — PIMR price files must pass validation before the confirm step.
  • The direct-upload endpoint relies on the folder-edit gate in the UI.