Send a data request to a supplier

With a data request, you ask a supplier by email to submit its GHG emissions data via the supplier portal. A three-step wizard guides you through setup, email preview and sending; afterwards you track the deadline and reminders in the overview.

Prerequisites

• The supplier has been created with a valid “Contact Email”.
• You are signed in to your team and have the administrator role.

Step by step

1. Open the supplier detail page, click “Actions” in the upper right and select “Send data request”. The side dialog “Send data request” opens on the right with the three steps “01 Set up request”, “02 Email preview” and “03 Review & Send”.
2. In the “Questionnaire template” section, check the template used under “Template”: “Request standard emissions data”. The expandable question “What is the supplier being asked?” shows the contents of the questionnaire: emissions data, production data, revenue data, methodology and verification.
3. In the “Reporting period” section, set the mandatory fields “Start of period”, “End of period” (pre-populated with the current calendar year) and “Response deadline” (pre-populated with a date 30 days ahead). Adjust the dates if necessary and click “Next”.
4. In the “Email preview” step, check the “Invitation email” section with the note “This email will be sent to [Contact Email]”. The fields “Email subject” (mandatory) and “Email text” are pre-populated with a draft that inserts the supplier name, contact person, team name and response deadline. Adjust the subject and text if necessary and click “Next”.
5. In the “Review & Send” step, the “Review details” section summarizes “Supplier”, “Contact Email”, “Reporting period”, “Response deadline” and “Email subject”. Click “Send data request”. Use “Back” to return one step, or “Cancel” to discard the request.

What happens next

• The invitation email with the personal, time-limited portal access link is sent to the supplier's contact email; the supplier does not need its own user account.
• The request receives the status “Sent” and appears in the “Data Requests” overview.
• The supplier's engagement status changes from “Not engaged” to “Invited”, and the “Engagement activities timeline” logs the “Invited” entry.

Tracking deadlines and reminders

1. Open the “Suppliers” page via “Collection of Supplier Data → Climate Data” in the left-hand menu and click “Data Requests” at the top right.
2. In the table, compare the columns “Response Deadline” and “Reminders” — the latter shows the number of reminders already sent. Both columns are sortable, so you can bring overdue requests to the top.
3. The table is prefiltered by “Reporting Period” by default. If the list appears empty, remove the filter via “Remove Filter Selection”.
4. As long as a request has the status “Sent”, you can withdraw it from the row's “Actions” menu via “Cancel invitation”; the status then changes to “Canceled”.

Reminders are sent automatically by the application. Store a central sender address and a signature under “Settings → Email” so that the invitation and the reminders reach the supplier as a message from your company rather than an anonymous system notification.

Practical tip: check the response deadline against your internal reporting cutoff for the reporting period and allow buffer time for review and any revision cycles.