Vendor Profile: Internal Documents

The Internal Documents page [Vendor Profile ➔ Internal Documents] is where you upload and manage documents for a selected vendor, including contracts, certifications, audit reports, insurance policies, and more. Documents are organized into structured categories with metadata fields that vary by document type, making it easier to find, filter, and act on vendor documentation at scale.

Document Categories

Each document belongs to one of the following categories. Categories are assigned at upload and can be edited afterward.

• Questionnaires: Vendor-completed questionnaires and assessment responses
• Certifications & Assurance Reports: SOC 2 reports, ISO certificates, and similar compliance attestations
• External Audits & Assessments: Third-party audit results and external assessment documents
• Insurance Policies: Vendor insurance certificates and coverage documentation
• Organizational Policies: Internal security, privacy, or operational policies
• Additional Documentation: Any vendor document that does not fit the categories above
• Unclassified: Default state for newly uploaded documents; update the category after upload

Metadata Fields by Category

All documents share the following universal fields regardless of category:

• File Name
• Description
• Tags
• Expiration Date

Additional fields surface depend on the category selected (e.g., Audits include Type, Provider, and Date Received).

Managing Documents

Internal Documents are displayed in a table view with the following columns:

• File Name: Document name
• Category: Assigned Document category
• Type: Document type within the category (where applicable)
• Tags: User-assigned tags
• Expiration Date: Document expiration date (if set)
• Uploaded: Created date and created by
• Last Modified: Last modified date and modified by

Sorting

Documents are sorted by Upload Date (newest first) by default. You can also sort by: Name, Category, Upload Date and Expiration Date.

Filtering

Use the Filter panel to narrow the document list by:

• Category: Show documents of a specific type
• Expiration Status: Filter by Expired, Expiring in 30 days, Valid, or No Expiration Date
• Tags: Filter by one or more assigned tags

Actions

Upload Documents

Two methods to upload documents are available:

1. Select Add Document at the top-right and choose one or more files. Newly uploaded documents land in Unclassified by default. You can update the category after upload.
   OR
2. Drag and drop files directly onto the document table.

View / Preview a Document

Select a document row to open an in-platform preview for supported file types. For unsupported formats, download the file to view its contents.

Download a Document

Select Download from the document's action menu to save a copy locally.

Edit a Document

Select Edit from the document's action menu to update the file name, category, type, description, tags, or expiration date.

Delete a Document

Select Delete from the document's action menu to remove the document.

Get Instant Insights on SOC Reports

Instant Insights extracts structured risk signals from SOC reports.

1. Upload the SOC report or drag and drop it onto the document table.
2. Assign the Report tag to the document.
3. Select Get Instant Insights from the document's action menu.

Instant Insights can also be leveraged from VRM Internal Documents by adding the Report tag to the document.

Bulk Actions

Select two or more documents using the checkboxes in the table to access bulk actions.

• Bulk Download: Download all selected documents as a batch
• Bulk Edit: Update metadata across multiple documents sequentially, one document at a time. Use Save to apply changes to the current document and advance to the next, or Discard to skip to next without saving.

Important Notes

• Documents upload as Unclassified by default. Assign a category after upload to enable metadata capture and improve discoverability.
• Instant Insights requires the Report tag to be assigned to the document before it can be triggered and does not activate automatically based on file content.
• Bulk edit processes documents one at a time. Save or discard changes for each document before the next one is presented.