Larson ElectronicsVendorHub

Reviewer Process Guide

How to manage your review queue and take action on vendor submissions.

Document Naming Rules

These controls check filenames during reviewer uploads and approved-file linking, not a separate document-title field or the title printed inside a document.

  1. Include the correct OTS identifier. Use T followed by exactly six digits, matching the request. Matching is case-insensitive: T123456_Drawing_RevA.pdf and t123456_Drawing_RevA.pdf both match request T123456. Separate the identifier from adjacent letters or digits with a space, underscore, or hyphen.
  2. Check every filename warning. A missing OTS, a different OTS, or multiple distinct OTS identifiers triggers a warning. Even if one identifier matches, a filename containing another OTS still needs review.
  3. Confirm exceptions with a reason. Verify that the document belongs to the request, then explicitly confirm the exception and enter a nonblank reason before continuing. The exception is audited with the request, filename, detected OTS identifiers, person confirming, time, and reason. Cancel if the document is incorrect or uncertain.
  4. Correct invalid request data first. A missing or invalid request OTS blocks the action and cannot be overridden with a filename exception. Correct the request to T followed by six digits; an existing six-digit numeric OTS is normalized by adding T for comparison.
  5. Recognize the approved-copy convention. The convention is T######_Approved_originalName. For a filename beginning with its OTS, the app inserts the Approved marker after that OTS and retains the original remainder, including separators. If the filename does not begin with an OTS, it prefixes Approved_ instead; the source filename must still pass the check or have a confirmed exception.
A filename is an additional safeguard, not approval. A matching OTS or an Approved label does not prove the document is correct. Review its contents; filename exceptions do not bypass normal approval or required internal screening before linking an approved file.

Process Update — Drawing Reference Spec

For drawing requests, the original file submitted via Power Automate is now the authoritative Reference Spec File. When you open a drawing request, you will see this file pinned in the Documents section as the "Reference Spec." All vendor submissions must be evaluated against this file. If the design changes and a new spec is needed, a reviewer can upload an updated reference spec directly on the request — this will automatically trigger a revision request to the vendor.

Specification Standard — Which spec applies?

For drawing requests, the Reference Spec File pinned on the request is your authoritative source. For nameplate and test report requests, the SP File Compliance Form (updated P.I.) remains the governing reference. When drawing specs and nameplate SKU specs conflict, the SP File Compliance Form governs for non-drawing types.

The Golden Rule

Everything happens inside VendorHub. When a vendor needs to revise documents, they re-upload directly here. You never need to request a new MS Form submission or contact the vendor outside of VendorHub.

Your Review Workflow — Step by Step
1

Request arrives in your queue

When a new vendor approval is submitted, it appears in your review queue as "Pending." You will be notified automatically.

2

Open and review the documents

Click into the request to view the vendor's submitted files. For drawing requests, compare the submission against the Reference Spec File pinned in the Documents section — that is the authoritative design file.

3

Take action in VendorHub

Mark the request Approved, Rejected, or Revision Requested — all within VendorHub. Add clear notes explaining your decision. When requesting revisions, set the Required Page Count so the vendor knows exactly how many pages the complete package must have.

4

If revision requested — wait

The vendor is notified automatically and will re-upload corrected documents here. Do nothing until they resubmit.

5

Review the resubmission

Once the vendor re-uploads, the request updates automatically. Open it again, review the new documents, and make your final decision.

Do This
Review documents thoroughly before taking action.
Leave clear, specific notes when requesting revisions.
Wait for the vendor to resubmit before reviewing again.
Escalate to your manager if something seems wrong.
Use VendorHub for all review actions.
Never Do This
Ask the vendor to submit a new MS Form.
Take action outside of VendorHub.
Approve a request without reviewing all documents.
Reject a request without leaving detailed notes.
Try to cancel or delete requests yourself.

Preventing Partial Resubmissions — Required Page Count

When you flag a problem and request revisions, you can now enter a Required Page Count — the total number of pages the complete drawing package must have. When the vendor uploads their resubmission, VendorHub will automatically detect the page count of their PDF and show them a warning if it falls short. This reduces back-and-forth caused by vendors submitting only their revised sheets instead of the full package.

How to use it: Click "Flag a Problem" on any request → enter the required page count in the field provided → submit as normal. Leave it blank if page count is not relevant for that submission type.

Common Questions

Not sure what to do?

Stop. Do not click anything. Contact your manager and describe what you see. It is always easier to fix a problem before additional actions make it worse.