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For AI agents: a documentation index is available at https://docs.coverbase.com/llms.txt. This page is also available in markdown by appending .md to the URL.
This guide is part of the User Guides collection. It covers Configuration → Supplier Portal Controls. It sits beside Due diligence methods and the portal, which covers sending requests, and The supplier portal, for suppliers, which covers the vendor’s side.
Supplier Portal Controls sets four rules for every vendor request in your organization: who may answer it, what the person submitting attests to, how a due date extension is approved, and when an unanswered request closes as Unmeasured. The mistake people make most often is approving an extension and expecting the due date to move at once. With two approvals needed, the first approval only records itself. The due date moves when the second, different approver approves.

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Before you start

Viewing the page needs organization settings read permission. Saving the settings needs organization settings update permission. Who can decide an extension is set on the page itself.

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Step 1: Choose the settings

Under Settings, change what you need and click Save.
Settings with Respondents restricted to the vendor's own email domains, Submitter Attestation on with the statement I am authorized to respond on behalf of {vendor} and the responses are accurate, Due Date Extensions needing 2 approvals from the Admin role or the TPRM Office group, and Unanswered Requests closing as Unmeasured after a 3 day grace period

The Settings section of Supplier Portal Controls.

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What the vendor sees

  • Adding a colleague. With the respondent rule on, a vendor’s portal owner who invites someone outside the vendor’s domains is told: “This colleague’s email domain is not one of the supplier’s. Ask the customer to approve them instead.” The ask then waits for you under Respondent Requests.
  • Submitting. With the attestation on, the final submit opens Confirm and Submit. The respondent confirms the statement and types Your Full Name, then clicks Submit. Coverbase keeps their name, email address, the time and their IP address with the submission.
  • Asking for more time. A vendor asks for an extension with a reason and a new due date after the current one. Only one extension per request can wait at a time.

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Step 2: Decide colleague requests

Respondent Requests lists each ask with the Colleague, the Vendor, the Reason and when it was Asked, and who asked. Click Approve to add the colleague to the vendor’s portal, or Reject.

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Step 3: Decide extensions

Due Date Extensions lists every extension a vendor asked for, with counts for Waiting, Granted, Rejected and Days Granted.
Due Date Extensions with 1 waiting: Synapse Clinical AI asks to move its due date from Nov 12, 2026 to Nov 19, 2026, with 1 of 2 approvals, approved by Dana Mitchell, and Reject and Approve buttons. Below, By Vendor and By Approver tables

An extension waiting on its second approval, with the reports by vendor and by approver.

Each row shows the Vendor and request, the Reason, the Due Date change, and the Approvals so far, for example “1 of 2 approvals” with who approved. If you can decide, Approve and Reject are shown.
  • An extension is granted once the required number of different eligible approvers approve it. The due date then moves. The status is Granted.
  • One rejection ends it. The status is Rejected.
  • The same person cannot approve twice. A second approval from you is refused with “You already decided this extension. Another approver must decide next.”
By Vendor totals what each vendor Requested, how many were Granted and Rejected, and the Days Granted. By Approver totals each approver’s Approvals, Rejections and Days Granted; each approver is credited with the days of every extension they approved.

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Requests closed as Unmeasured

With Unanswered Requests on, a daily check closes a request whose due date and grace period have passed without a submission. It skips a request your team has put on hold and one with an extension waiting. The request and its assessment close with the outcome Unmeasured, so the vendor reads as one that did not respond rather than one that responded well, and the owners are told. Closed as Unmeasured lists each one with the Vendor, Assessment, when it was Due and when it was Closed.

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Troubleshooting

Due diligence methods and the portal

Sending a request to a vendor.

The supplier portal, for suppliers

What the vendor sees.

Centralized supplier portal

One portal per vendor across requests.

Email notifications

The notifications these controls send.