Must Know! Make sure the correct email address is entered. It will be used to request documents for the vendor to upload in the system.
In RFX, users can request documents from vendors, which are then emailed to the vendor listed in the contract. Vendors can log in using the link provided in the email to upload the requested document.
Documents can be requested from a few areas within RFX:
- Main Contract Dashboard – Click the white action button and select Request Document.
- Individual Contract File – Click the blue action button at the top right and select Request Document.
File Attachment:
- When requesting a document, users can optionally attach a file to the request. The vendor will receive the attachment via email and can also download it in the RFX web or mobile application.
Example: A user may attach a Business Associate Agreement (BAA) for the vendor to sign. The vendor can download, print, sign, and upload the signed document back using the mobile app.
Document Approval:
- Once the vendor uploads the document, the requestor will be notified via email. The uploaded document will be attached to the notification.
- Inside RFX, users can approve or reject the document. Pending approvals can be found in:
- Notification Bell - at the top of the screen
- Main Contract Dashboard - the Pending tab
- Individual Contract File - the Pending Tab
Rejection Process:
- If a document is rejected, the user must add comments to inform the vendor of the reason. Optionally, users can attach another document for the vendor to complete.
Example: If the vendor’s document is missing a signature page, the user can reject it and request the missing page.
Approval Process:
- If the document is approved, it will automatically be attached to the contract and can be viewed under the Documents tab in the contract details.
- Users can also update the contract to "month-to-month" in this section.
