For: Admins
Use this feature to ask a supplier or third-party contact to upload documents directly into your Safe Food Pro Resource Library — without them needing an account.
Sending an upload request
Go to Resources in the Admin Console
Click the dropdown arrow next to the Upload File button
Select External Approval Portal
Enter one or more recipient email addresses — type each address and press Enter to add it to the list
Toggle on Notify me of updates via email if you want to be notified when files are uploaded
Add instructions in the Instructions field (up to 500 characters) — for example, which documents you need and any specific requirements
Select how long the link should remain active using the Link Expires After field — options are 1, 2, 3, 5, 7, or 14 days
Click Save Document To and select the folder in your Resource Library where uploaded files should be saved
Click Send
What the recipient sees
The recipient receives an email with the subject Document Upload Required, containing your instructions and an Open Upload Link button.
When they click the link, they are prompted to enter their first and last name (required), then click Upload Files to select and upload one or more documents. Once submitted, they see a confirmation with the date and time of their upload.
Reviewing uploaded documents
Uploaded documents go into a Resource Approval queue before they are added to your Resource Library.
Go to Resources in the Admin Console
Open Resource Approval
Click on a pending document to open it
Review and edit the document details as needed — including name, location, certificate status, expiry and issue dates, and whether it is recommended for offline use
Click Advanced Details to add a description or use Resource Sharing to assign the document to specific suppliers in your account
If multiple files were uploaded, use the options at the bottom of the preview to set which file is the Primary File — this appears as page one of the preview
Click Approve to add the document to your Resource Library, or Reject to decline it
Note: If AI auto-population is enabled in your My Business > Settings, Safe Food Pro will scan uploaded documents and attempt to fill in fields such as the resource name and ID automatically.
How uploaded documents are recorded
Uploaded documents are assigned to the external person who submitted them. A record is created automatically for them in your Staff & Users list under the External Person access level.