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:
- Customer and product information at the top
- The customer's message (if any)
- The list of requested fields
- A Documents section for supporting evidence
- A message thread for communication with the customer
Step 2: Complete Each Requested Field
Completing a data request is AI-assisted (powered by Anthropic Claude). Traceable can suggest field values for you — for example, by reading an evidence document you have uploaded or mapping a material-library record to the requested fields. This assistance is optional, and every suggested value is editable: you review and confirm all values before you submit, and you remain responsible for the accuracy of the data you provide.
The fields requested by the customer 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).
Using your material library as a reference
Your material library is a manual reference you can consult while answering — open it in another tab to look up a material's stored details and copy the values into the response fields.
One-click "populate from library" — selecting a stored material and having its values flow into the matching request fields automatically — is planned. It is not available today; enter values directly for now.
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 customer's DPP uses a fixed unit, the unit is pre-selected and cannot be changed — enter your value in that unit.
Dropdown selections
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 customer 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: Complete the Response in One Sitting
You complete the response and submit it in a single action — there is no background auto-save of an in-progress response. Fill in the requested fields, attach any supporting documents, and submit before leaving the form. Plan to work through the response in one session so you do not lose entries.
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 customer — 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 customer 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:
- Complete all fields for which you have data
- For fields you cannot yet provide, leave them blank
- In the cover note, explicitly list the missing fields and the reason or expected timeline for each
- Submit (see Step 6)
The customer 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:
- Click the Submit Response button at the bottom of the response form
- 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
- On passing validation, a confirmation dialog summarises what you are submitting
- Click Confirm and Submit
The customer 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.
Request Statuses
| Status | Meaning |
|---|---|
| Action Required | The request has been sent to you and is waiting for your response |
| Submitted | You have submitted your response and it is with the customer for review |
| Approved | The customer has accepted your response |
| Rejected | The customer has rejected the submission — check the customer's feedback and contact them for next steps |