What are Client-managed Documents?
Client-managed documents are files your organisation collects as evidence. These can include certificates, policies, contracts, and completed questionnaires.
Upload them to a supplier profile to keep your evidence in Risk Ledger. You can add documents for any supplier, including those that haven’t joined Risk Ledger or completed an assessment.
Key benefits
Keep evidence with the relevant supplier profile
Reduce reliance on spreadsheets and shared folders
Track document expiry dates in Risk Ledger and get notified when a document is about to expire
Manage evidence for suppliers that haven’t joined Risk Ledger
Keep uploaded documents private to your organisation
How it works
Each supplier profile has an Evidence tab. This gives your organisation a dedicated library for evidence about that supplier.
You can upload several documents and add an optional expiry date to each one. Risk Ledger reminds you 30 days before the expiry date and again on the day it expires.
Documents your organisation uploads are private. The supplier and other organisations on the Risk Ledger network can’t see them.
How to upload supplier documents
Open a supplier’s profile then click the Evidence [1] > Your uploads [2] > Upload documents [3] then choose which documents to add:
Once the document has been uploaded you can download, rename, replace or delete the document:
Additionally, clicking into a document will bring up a side panel where you can:
Preview a document
Set an expiry date
See details about the document such as who uploaded it and when
Add private notes
See if other versions of a document have been uploaded and download the current version
You can also add documents via the Private notes [1] tabs on a supplier's profile. Just write your private note and upload a document [2], then click Add note [3]:
💡 Tip: Any documents uploaded via Private notes will be viewable in the Evidence tab. Conversely, any documents uploaded via the Evidence tab that include private notes for will also be viewable in the Private notes tab.
Track document expiry
If you've added an expiry date to a document you've uploaded, Risk Ledger sends reminders:
30 days before the document expires
On the document’s expiry date
Use these reminders to review or replace expiring evidence.
Permissions
💡 Your role controls what you can do in the Evidence tab. If you can't take the actions you require, ask a workspace administrator to review your permissions.
The table below details what can be seen by role, specifically in the context of creating custom roles:
Page | View suppliers only | + notes view | + notes manage |
Private notes tab | Not available. | Notes with attachments. | Edit notes, upload and attach from library. |
Evidence tab | Library, read only. Drawer without notes tab. | Drawer with notes tab. | Upload, replace, edit, retire. |
FAQ
Can I add documents for an unresponsive supplier?
Yes. You can add documents to any supplier profile, even if the supplier hasn’t joined Risk Ledger or completed an assessment.
Can the supplier see my documents?
No. Documents uploaded by your organisation are private to your organisation.
Can other clients see my documents?
No. Other organisations on the Risk Ledger network can’t see your uploads.
Do documents replace the supplier assessment?
No. Uploaded documents keep your supporting evidence organised. They don’t replace the standard supplier assessment.
Why can’t I upload a document?
Your role may only allow you to view documents. Ask a workspace administrator to review your permissions.
💬 If there’s anything we haven’t covered, feel free to contact us at support@riskledger.com or select the Chat icon in the bottom right corner.