Catalog - Manage vendor documents
Note
This option pertains to the Hyperproof TPRM product line.
Documents serve as internal records to facilitate communication and information sharing within the organization. If enabled, Vendor Documents display in the Vendor Details sidebar. You can upload documents from the Vendor Details window into Vendor Documents and link them to document types.
Note
Contact your Customer Success Manager to enable Vendor Contracts and Vendor Documents for a catalog and the associated vendors.
Adding a vendor document
From the menu, select Vendors.
Select Catalog.
The Catalog window displays.
Use the Search field at the top of the window to find the vendor you want.
The list of matching vendors displays.
Click the vendor tile.
The Vendor window displays.
From the left menu, select Vendor Documents.
Click New Document.
The right panel opens.
Select one of the following:
Parse automatically - Completes the fields in this panel automatically when you upload the contract based on the contents of the file.
Update manually - You must complete the fields in the panel and upload the contract.
The New Document panel displays.
If you chose Parse automatically , continue with Step 18. If you chose Update manually , continue with Step 9.
In the Document Name field, provide a name for the document you are uploading.
Click the dropdown list in the Document Type field and select a document type. To configure a new document type, see Adding a document type.
Note
If you plan to analyze this document using the preconfigured SOC 2 Compliance analysis, you must select SOC 2 as the document type, and the document must be in PDF format. See Catalog - Analyzing document compliance from vendor details.
Under Owner, click Select Users and search for an existing user. You can only add one owner.
Click + Add Collaborators to add users or teams with view or edit permissions for this document.
The Add Collaborators window displays.
Use the search field to find and add one or more collaborators.
Next to each collaborator, select either View or Edit permissions.
Click Save to save the list of collaborators.
Under Choose an existing folder, click the dropdown to select a folder to store your document. This field is optional.
To add a document link, click Add a document link, then paste the link in the Add a link field.
To upload a document, click Upload a document, then browse to or drag and drop the document into the upload field.
Click Add to store the document.
Vendor document options
Each vendor document has a ... (More) menu with the following options:
Edit - Update document details and uploaded files.
Move - Move the document to a different folder.
Delete - Permanently remove the document.
Filtering and sorting vendor documents
On the Vendor Details window, use the Filters option to search for documents by document type, status, and/or owner. Use the sort options to sort by Created at, Updated at, or Start date
Vendor document folder management
You can create folders under the Vendor Documents sidebar option in the Vendor Details window to organize your vendor documents. Nested folders are supported. Folders display in the main window when you have added at least one document to a folder. Use the ... (More) menu options for each folder to rename or delete a folder.
From the menu, select Vendors.
Select Catalog.
The Catalog window displays.
Use the Search field at the top of the window to find the vendor you want.
The list of matching vendors displays.
Click the vendor tile.
The Vendor window displays.
From the left menu, select Vendor Documents.
Click New Folder.
The right panel opens.
In the Folder Name field, provide a name for the folder.
If you want to nest the new folder under an existing folder, use the Search folders option under Folder location to find the parent folder and select it. This field is optional.
Click Create to save the folder.
Vendor document version history
Each vendor document has a History icon, allowing you to view all versions of the file. To access the document version history, click Vendor Documents and select the folder containing the document you want. Click the History icon (looks like a clock).