This article will talk you through the four steps related to requesting data from your suppliers and managing their responses.

If you need to engage in conversation with them about your request or their data submission, go to the Communicate to suppliers article.

1. Prepare your data

• Log in to Secaro & click Manage. From the drop-down menu, click Request data.
  
  

• Then click Download template marked with a download icon, and fill it in using the guidance below.

  

•  Here are the mandatory fields to ensure a successful submission: 

  Request type:	Use Facility for individual facility reporting, AllFacility to request all facilities applicable, and Organization for organization-level reporting.
  Organization name:	Name of the company.
  Organization address line 1:	Address of company.
  Organization city:	City company is based in.
  Organization state:	This is only mandatory for companies based in USA or Canada.
  Organization zip:	Zip code or postal code or the company.
  Organization country:	The country the company is based in.
  Contact email:	An email address for a representative at the company.
  Contact first name:	The first name of your representative.
  Contact last name:	The surname of your representative.
  Due date:	The date you need the request completed by (YYYY-MM-DD)🚨Exact format with dashes required
  Requested year:	The year you are requesting data for.

  
  Here are the Highly recommended fields:

  Organization DUNS:	Not mandatory but highly recommended.
  Facility DUNS:	Not mandatory but highly recommended.
  Internal organization ID:	Your internal name that you may use to refer to the supplier company. For example, a specific supplier code.
  Internal organization labels:	You can assign multiple labels (use ‘;’ in between labels) to support reporting purposes.
  Internal facility ID:	Your internal name that you may use to refer to the specific supplier facility. For example, a specific code.
  Internal facility labels:	You can assign multiple labels (use ‘;’ in between labels) to support reporting purposes.

• Once filled in, upload the complete template via this upload button (CSV format required).
  When uploaded, the 'Review and send' sections will be automatically populated. See next section for more information. 
  
  

2. Review your data 

• If you are not already, ensure you are on the 'Request data' page. 
  
  
• Under the 'Review and send' you will find two types of requests
  
  1️⃣Matched suppliers: Suppliers automatically matched by Secaro, including new suppliers with complete identification details. Data requests can be sent immediately.
  
  2️⃣Review matches: Suppliers with partial identification matches (e.g. matching DUNS but different postcode). Requests can be sent, but it is recommended to review and confirm details before sending. See next slide for editing these match's. 
  
  
   

• Open any entry flagged as not a complete match to view more details.

  1️⃣Review highlighted fields:

  Yellow Shows the data provided by your company.

  Blue  Shows Secaro’s matched data.
  
  2️⃣Check the explanation shown for each highlighted mismatch.
  
  3️⃣To amend an entry, click the ✏️ edit icon on the right-hand side, make the required changes, and select Save.

  

• Under the section Unable to send, you will find supplier contacts that you cannot send data requests for. This is because there is data missing the information you’ve supplied. Any missing data will be flagged in red.
  
  

  You will need to add any missing data before you can send your request. To add missing data, you have two options: 
  
  1) Re-upload another supplier template with the correct data. 
  2) Edit each supplier manually:
    ● Click on any supplier row in this section. 
    ● A pop-up window will appear. 
    ● Go to the section you want to edit. 
    ● Click the ✏️ icon in the right of the section’s title. 
    ● Save.
  
  

  Once you have added the missing data – whether manually on the platform or by uploading another template, these request will move into the 'Review and send' section

3. Send your data requests 

• Click Send requests.

  This will trigger an email invite to all suppliers in this list prompting them to review and respond to your request in Secaro
  
  

• Once you have reviewed these suppliers, if they fields are still flagged but you can confirm, they are accurate, then you can still send the request.

  This will trigger an email invite to all suppliers in this list prompting them to review and respond to your request in Secaro.

  

• You cannot send data requests to any suppliers in this section until the missing information has been added.
  You may want to delete the request and re-upload with new information 
  

4. Manage supplier responses 

• Go to the Request data page.
• Underneath Filters bar you will see a navigation bar, with tabs are ordered from left to right to reflect the typical progress of a data request, helping you quickly understand status and next steps.

• This tab shows all the supplier contacts you have uploaded as described in the first three sections of this article.

  Prepare and review new data requests before sending them to suppliers.
  
   

• Requests that have been sent but not yet responded to. You may want to check contact details, follow up with suppliers, or support them with onboarding.
  
  
• Requests that have been received and accepted by suppliers. You can support progress by adding comments or responding to supplier questions.
  
  
   

• Requests that are no longer active. This includes completed requests, as well as rejected requests. If a request was rejected by a supplier, you can review their comments to understand the reason.