Reviewer Process Guide
How to manage your review queue and take action on vendor submissions.
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.
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.
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.
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.
If revision requested — wait
The vendor is notified automatically and will re-upload corrected documents here. Do nothing until they resubmit.
Review the resubmission
Once the vendor re-uploads, the request updates automatically. Open it again, review the new documents, and make your final decision.
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.
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.