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Respond to a data request

Overview​

Responding to a data request is the core action in the Supplier Portal. This guide covers the complete response workflow from opening the request to submitting your response, including how to handle each field type and how to manage partial submissions.

Step 1: Open the Request​

From the dashboard, click the request you want to respond to. Alternatively, navigate to Data Requests in the sidebar and click the request reference or product name in the list.

The request detail page opens with:

  • Operator and product information at the top
  • The operator's message (if any)
  • The list of requested fields
  • A Documents section for supporting evidence
  • A message thread for communication with the operator

Step 2: Complete Each Requested Field​

The fields requested by the operator are listed in the Requested Data section. Work through each field in turn.

Entering Values Directly​

Click into the field and type or select your value. The field label and description tell you exactly what is expected. Follow the format guidance precisely — for example, if the field says "Carbon footprint in kg CO₂e per kWh", enter a number only (not a unit string like "45 kg CO₂e/kWh"; Traceable appends the unit automatically).

Selecting from Your Material Library​

For fields that correspond to material properties (composition, CAS numbers, country of origin, recycled content, and similar), you can populate values from your material library:

  1. Click From library next to the field (or at the top of the composition section for multi-field groups)
  2. The material selector opens — search by material name, category, or CAS number
  3. Select the matching material from the results
  4. Traceable maps the stored material values to the corresponding request fields and populates them automatically
  5. Review the populated values before proceeding — you can edit them after population if the specific shipment or batch differs from your library record

Field Types​

Text fields​

Free-text entry. Used for descriptions, notes, and qualitative assessments. There is no character limit unless one is indicated in the field description.

Numeric fields with units​

Enter the numeric value in the input box. Select the unit from the adjacent dropdown. Where the operator's DPP uses a fixed unit, the unit is pre-selected and cannot be changed — enter your value in that unit.

Click the field to open a list of permitted values. Only options from the list are accepted. If the correct value for your material is not in the list, use the message thread to flag this to the operator before submitting.

Percentage fields​

Enter numeric values. For composition fields where multiple sub-components must be declared, the total must equal 100%. Traceable displays a running total and shows a validation warning if the total is not 100% when you attempt to submit.

Date fields​

Click the date field to open a calendar picker, or type the date in DD/MM/YYYY format. Used for manufacture dates, test dates, and certificate validity periods.

Country selectors​

Click to open a searchable country list. Type part of the country name to filter. Used for country of origin, country of manufacture, and similar fields.

Step 3: Save Your Progress​

Traceable auto-saves your response every 30 seconds as you work. You do not need to manually save to avoid losing work. You can close the browser tab and return to an in-progress response at any time — navigate back to the request and your entries will be where you left them.

A Last saved timestamp appears at the top right of the response form, updated with each auto-save cycle.

Step 4: Add a Cover Note (Optional)​

At the top of the response form, there is a Cover note field. Use this to add context for the operator — for example:

  • Explaining that the carbon footprint value is based on a 2024 LCA study and a more recent study is in progress
  • Noting that a specific certificate is currently being renewed and will be uploaded within two weeks
  • Flagging that values for one field are estimates pending laboratory confirmation

A clear cover note reduces back-and-forth between you and the operator and demonstrates professional rigour.

Step 5: Partial Submissions​

If you cannot complete all fields before the due date — or if you have some data but are waiting on third-party information for other fields — you can submit a partial response.

Before submitting a partial response:

  1. Complete all fields for which you have data
  2. For fields you cannot yet provide, leave them blank
  3. In the cover note, explicitly list the missing fields and the reason or expected timeline for each
  4. Submit (see Step 6)

The operator is notified of the submission and can see which fields are populated and which are blank. They can then decide whether to accept the partial response, wait for the complete submission, or send a follow-up request for the missing fields.

Partial submissions are acceptable practice — what is not acceptable is missing the due date without communication.

Step 6: Submit​

When you are ready to submit:

  1. Click the Submit Response button at the bottom of the response form
  2. Traceable validates the form — if there are mandatory fields left blank without explanation, or composition percentages that do not total 100%, you will see validation errors that must be resolved before submission proceeds
  3. On passing validation, a confirmation dialog summarises what you are submitting
  4. Click Confirm and Submit

The operator is notified immediately by email and dashboard alert that your response is ready for their review.

Your response is now in Submitted status. You can view it but cannot edit the field values after submission unless the operator returns it to you.

What Happens If the Operator Returns Your Response​

If the operator reviews your response and determines that something needs to be corrected or supplemented, they can return the request to you. When this happens:

  • You receive an email notification
  • The request appears in your Data Requests list with Returned status
  • The operator's specific feedback is shown in the message thread

A returned request is effectively a new response cycle. Review the feedback carefully, make the necessary corrections or additions, and re-submit following the same steps above. Your original submission and the operator's feedback are preserved in the message history — do not attempt to rewrite them.