Document Management

Hitachi Astemo Sellside | Document and Contract Management INTRO

What is SupplyOn Document and Contract Management?

SupplyOn Document Management provides clear information and ensures that you are always up-to-date. It is a platform for managing customer documents in a structured and standardized way and simplifies updating of relevant factory standards and regulations.

Your customer Hitachi Astemo will also exchange contracts with you and sign contained contracts via DocuSign.

You will learn how to work in the Document Management app. With the Document System you can easily share and work together on documents with your customer.

Central Database

All customer documents are filed in one central place and can be accessed at any time by all authorized persons.

Sign Contracts

You can sign contained contracts via DocuSign and access/review them after contract was signed.

Automatic notification

You will be notified of document changes automatically via e-mail and can retrieve the updated document immediately.

High data quality

All customer documents are available electronically, thus ensuring high quality and smooth data transmission.

Hitachi Astemo Buyside | DMS Process Intro

Getting started with Document Management

Login to SupplyOn and click in the navigation bar on SupplyOn Services and select Document Management. You will be directly taken to the Service Dashboard.

How to process your documents?

Receive email notification

You will receive email notification about new documents. please make sure your email is setup correctly in the user account.

Open document from email

Click on the provided link in the email to access the new document directly.

Document Details Tab

Navigate to the "Document Details" tab to view essential information.
Check document details like description, status and attachments (if available)

Confirm Document

Click the "Change" button to select the document status (different status are explained below)
Once the status is selected, proceed by clicking on "Send Feedback."
the document is displayed in the Open/new tab with the response status accepted

Document status

In Process
Confirmation of receipt for your customer.

Accepted
The document or its changes have been accepted.

Rejected
If rejecting a document, provide a justified comment.

Not Relevant
Mark a document as "Not Relevant" when applicable.

Differentiate between statuses to understand the document's progress and take necessary actions.

By following these steps, you can efficiently manage and process documents, ensuring clear communication and tracking of document statuses.

Further information

How to manage contracts?

Sign Contracts via DocuSign:

Suppliers can digitally sign contracts using DocuSign for a streamlined and secure process.

Access and Review Signed Contracts:

After a contract is signed, suppliers can access and review it via SupplyOn Document Management .

Further information

Document Overview

Here you select the documents you want to view, edit or search.

“Open / New” tab (visible for the seller)
In the “Open / New” tab you will find all the new and unanswered documents that have been assigned to you or are intended for you.

“Responded” tab (visible for the seller)
In the “Responded” tab you will find all the documents that you have already accepted, rejected or sent via file retrieval.

“Subscribed” tab (visible for the seller)
On the “Subscribed” tab you will find all your subscribed documents.

“All” tab (visible for the seller)
On the “All” tab you will find all documents.

“Sent documents” tab (visible for the seller)
On the “Sent documents” tab you will find all supplier documents in draft or published status that have been sent to the customer.

Further information

How to search for a document?

Quick Search

To find a document quickly, enter your search criteria into the designated search box.

Advanced Search

For more refined searches, choose the Advanced Search option.
Explore combination options to expand and tailor your search criteria individually.

Note: Use the Advanced Search for a more detailed search, allowing individual customization like adding a search profile.

History and References Tab

Explore the "History and References" tab for a timeline of different statuses and actions.
Efficiently monitor and track document status changes, documents versions and the reply status