In Supplier Data Manager (SDM), when you create a Supplier Access portal and invite collaborators, your suppliers log in to a dedicated interface where they can submit product files and media. This article describes the supplier's view and the actions they can take in their Supplier Access portal.
This article describes the legacy Supplier Access flow configured directly in SDM.
For the recommended solution to set up dedicated supplier accounts, see Set up Supplier Authentication.
Welcome and instructions
When a supplier opens their Supplier Access portal in Supplier Data Manager, the left side of the screen displays a welcome area with:
- Written instructions — any guidance or notes you configured for this portal, such as submission rules, naming conventions, or deadlines. These instructions are set on the Instructions page of your SDM project. See Customize your Supplier Access for setup details.
- Documents to download — any reference files you uploaded for the supplier, such as product file templates, legal notices, or specification sheets.
- Instructional video — if a video URL is configured for this Supplier Access portal or for the project, the video is displayed here. A portal-level video overrides the project-level video. If no video is configured at either level, the system default video is shown.
The welcome area of the Supplier Data Manager Supplier Access portal, showing the instructions panel on the left with written guidance and downloadable reference documents.
Sharing product files and media
In the Upload section on the right side of the Supplier Access portal, suppliers submit their product data. They can upload a product file in two ways:
- Drag and drop a product file into the dedicated area.
- Click Upload file and browse to select the file.
The Upload section in the Supplier Data Manager Supplier Access portal, showing the drag-and-drop zone and the Upload file button for submitting product files.
After uploading a product file, click CONTINUE to proceed to the media step.
Media files are optional. Suppliers can skip this step. Media cannot be submitted without a product file. To link media files to products, the product file must include at least two columns:
- One column for the product identifier (for example, product ID or SKU).
- One column for the media file name (for example,
my-product-image.png).
A product can have multiple media files — separate the file names in the same cell with a comma. Always include the file extension (for example, .png or .jpeg).
When submitting media files, add a column in the product spreadsheet with the media file name for each product row. The system uses this column to automatically link each media file to its associated product.
The optional media upload step in the Supplier Data Manager Supplier Access portal, showing the media file upload area below the product file step.
Tracking submitted files
In the History section, suppliers can review all the files they have submitted to Supplier Data Manager. This lets them monitor their submission activity and track processing statuses.
Suppliers can filter the history by:
- File name
- Submission period
- File status
The History section in the Supplier Data Manager Supplier Access portal, showing submitted files with their status, date, and available actions.
Suppliers can only access jobs they have started themselves.
- If only an Import step is assigned, a DOWNLOAD button appears in the History section so the supplier can retrieve their submitted file.
- If multiple steps are assigned, suppliers can click EDIT on any unfinished job to continue working on it.
Suppliers cannot access the output file produced by the remaining workflow steps in Supplier Data Manager.
Suppliers can also cancel a job from the History while it is still on one of their steps, for example when they uploaded the wrong file: click Cancel job on the job and confirm. A cancelled job stops right away, shows the Cancelled status and can't be resumed: they upload a new file to start again. A job that is done or failed can't be cancelled, and while a job is moving to its next step or still reading its file, they wait until it's finished and try again.