Send data requests
Data requests are structured information requests sent to suppliers through the Traceable platform. Instead of managing requests over email or spreadsheet, data requests specify exactly which DPP fields you need data for, tie the request to a specific product, and track the supplier's response through to acceptance.
Creating a Data Request
You can initiate a data request from two places:
- Suppliers > Data Requests > New Request — from the main data requests list.
- DPP Editor > [any section] > Request Supplier Data — directly from the DPP field that needs supplier input.
Step 1: Select a Supplier
Choose the supplier this request is directed to from the dropdown. Only suppliers with Active status appear in this list. If the supplier you need is not listed, they must be added and their invitation must be accepted before you can send them requests.
Step 2: Select a Product
Specify which product this request relates to. Requests are always product-specific — a data request for one product is separate from a request for another product, even if sent to the same supplier. This ensures that the supplier's response maps precisely to the correct product's DPP fields.
Step 3: Select DPP Fields
This is the most important step. Use the field selector to specify exactly which DPP fields you need the supplier to provide data for. The field selector organises fields by DPP section and shows only the fields that are currently empty or marked as requiring supplier input.
You can select:
- Individual fields (e.g., just "Nominal capacity" and "Battery chemistry")
- An entire section (e.g., all fields in "Supply Chain Due Diligence")
- A mix of fields from different sections
Be precise. Sending a request for 30 fields when you only need 5 creates unnecessary work for the supplier and makes it harder to track what has and has not been answered.
For fields that already have values in the DPP — either entered by you or from a previous supplier response — those fields are shown with their current value in the selector. You can include them in the request to ask the supplier to confirm or update the existing value.
Step 4: Set a Due Date
Enter the date by which you need the supplier to respond. This is visible to the supplier and used to calculate whether responses are on time or overdue in the scoreboard calculation.
Set realistic due dates. Suppliers with complex data needs (e.g., supply chain due diligence with multiple upstream tiers) may need two to four weeks. Simple specification data from the manufacturer may be available within a few days.
Step 5: Add a Message
The message field allows you to provide context and instructions to the supplier. Use this to:
- Explain why you need the data (e.g., "This data is required to complete our DPP for the EU Battery Regulation compliance deadline of [date]")
- Specify the format or precision you need for numerical values (e.g., "Please provide carbon footprint data in kg CO₂e per kWh, broken down by lifecycle stage")
- Reference any specific test standards or regulatory annexes that apply
- Provide your contact details for questions
The message is included in the email notification to the supplier and visible in the Supplier Portal when they open the request.
Step 6: Send
Click Send Request. The request is created immediately and the supplier receives an email notification with:
- Your company name and the request sender's name
- The product the request relates to
- The number of fields requested
- The due date
- A direct link to the request in their Supplier Portal
- Your message
The request also appears in your data requests list with status Pending.
Tracking Request Status
Data requests move through the following statuses:
| Status | Meaning |
|---|---|
| Pending | The request has been sent. The supplier has received the notification but has not yet started filling in the requested fields in their portal. |
| In Progress | The supplier has opened the request and started entering field values, but has not yet submitted their response. |
| Submitted | The supplier has completed their entries and submitted the response for your review. A notification is sent to you automatically when a response is submitted. |
| Accepted | You have reviewed the response and accepted all field values. The accepted values have been written into the relevant DPP fields. |
| Rejected | You reviewed the response and rejected it (in whole or in part), requesting clarification or corrections. The supplier has been notified. |
| Cancelled | The request was cancelled before it was fully accepted — either by you manually, or automatically due to the supplier being deactivated. |
| Overdue | The due date has passed and the request has not yet been submitted by the supplier. An overdue request continues to function normally — the supplier can still submit. An overdue status is recorded in the supplier scoreboard calculation. |
You can view all requests and their statuses from Suppliers > Data Requests. Filter by status to focus on requests that need attention: Submitted responses waiting for your review, Overdue requests needing follow-up, or Pending requests approaching their due date.
Sending a Reminder
If a request has been in Pending or In Progress status for longer than you would like, you can send the supplier a reminder without creating a new request:
- Open the data request record.
- Click Send Reminder.
- Optionally edit the reminder message (the default message references the due date and field count).
- Click Send.
Reminders are sent to the primary contact for the supplier. They do not create a new request or change the request status. The reminder is logged in the request history.
Reviewing a Submitted Response
When a supplier submits their response, you receive an email notification and the request status changes to Submitted. To review:
- Open the data request from Suppliers > Data Requests or from the notification.
- The review screen shows each requested field with:
- The value the supplier provided
- Any notes or comments the supplier added for that field
- Any supporting document the supplier attached (e.g., a datasheet or test report uploaded via the Supplier Portal)
- For each field, you can:
- Accept — the value is written into the DPP field for the associated product.
- Request Clarification — the field is flagged with a comment visible to the supplier. The request status changes to Rejected and the supplier is notified to revise their response.
- Override and Accept — you modify the value before accepting (for example, to correct a unit or formatting inconsistency). The overridden value is written to the DPP. The original supplier-provided value is retained in the request history.
You do not need to accept or reject all fields at once. You can accept some fields, leave others for later, and request clarification on specific fields — all within the same review session. The request stays in Submitted status until you have made a decision on all fields.
Once all fields are accepted (or accepted with override), the request status changes to Accepted automatically.
What Happens When You Accept a Response
When you accept a field value:
- The DPP field for the associated product is updated with the accepted value.
- An audit trail entry is created recording: the data request ID, the supplier name, the field name, the accepted value, and the user who accepted it.
- The supplier can see in their portal that the response has been accepted.
- The product's compliance score recalculates to reflect the newly populated field.
If the product was previously published, accepting supplier data does not automatically republish the DPP. The accepted values update the current draft (or the published version, if there is no draft revision in progress). If the product is published and no draft revision is open, the accepted fields are applied directly to the live DPP — this is by design, as accepting supplier-provided data is a deliberate operator action and does not constitute an unreviewed change to the live DPP.
Managing Multiple Requests
For operators managing large product catalogues with many suppliers, the data requests list view provides:
- Sort by due date — prioritise overdue and soon-to-be-due requests.
- Filter by supplier — review all open requests for a specific supplier.
- Filter by product — see all outstanding requests blocking completion of a specific DPP.
- Bulk reminder — select multiple Pending/Overdue requests and send a single reminder to all relevant suppliers simultaneously.
The dashboard Pending Supplier Data Requests metric is a direct link to this filtered view showing all requests in Pending, In Progress, and Submitted states.