Review vendor artefacts and evidence

The project Assets area separates buyer-managed project assets from vendor artefacts supplied through vendor workflows. Artefacts may support questionnaire answers, demos, security review or delivery claims. Keep them linked to the correct vendor, retain meaningful versions and assess the evidence in context rather than treating an upload as automatic proof.

Before you start

• Know whether the file is a buyer asset or vendor-supplied artefact and which project vendor owns the evidence.

• Check access, retention and malware-handling policy before downloading or sharing external files.

Step by step

1. Open the correct tab

Go to Project → Assets and choose Vendor artefacts for vendor-supplied evidence. Use Assets for documents your project team owns and maintains.

2. Filter to the evidence

Search by name and use vendor, folder or type filters. Open the surrounding questionnaire, meeting or request when you need the claim the artefact is intended to support.

3. Inspect metadata and content

Confirm the vendor, uploader, date, description and file identity. Review the content using approved tools and note whether it actually supports the stated requirement.

4. Manage versions deliberately

When corrected or renewed evidence is supplied, use the supported version path so the previous file remains attributable. Do not overwrite history with an unrelated document using the same filename.

5. Record the review outcome

Put structured verdicts or scores in the relevant evaluation and substantive discussion in the appropriate note or review area. Keep the artefact itself as source evidence.

What happens next

• Request clarification from the vendor when an artefact is incomplete, expired or conflicts with a response.

• Move execution-ready agreements into the signable-document workflow instead of treating an ordinary artefact as signed.

Troubleshooting

An expected file is not in Vendor artefacts

Check the project vendor and source request, clear filters and confirm the vendor actually uploaded and submitted the item.

Two files have the same name

Use vendor, upload date and version metadata to distinguish them. Rename descriptively where supported without changing the underlying evidence.

A colleague cannot open an artefact

Check project membership, vendor-data permissions and whether the file is still processing or restricted by policy.

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