We generally recommend you try to avoid changing the Requested Information during the Open Stage. Sometimes, however, changes are necessary.
As such, depending on the type of project you're running, it's important to be aware that your changes can affect any Work-in-Progress vendor submissions.
Orphaned Documents/Data occur when changes that are made cause an uploaded file on a Vendor submission to no longer "match" the Requested Information slot it was originally uploaded to.
Note: Changes that simply add a new item of Requested Information (Document, Data, or Questionnaire) or change the file type/requirement won't cause Orphaned Documents/Data.
Orphan Documents/Data are not included as a part of a vendor's submission.
When encountering Orphaned Documents please download or delete and re-upload the content where appropriate. Below is what the vendor would see if a document that they had previously uploaded has become orphaned:
When running a Multi-Decision project, it is recommended that you do not change the Categories/Category Items for an item of Requested Information once the project has opened (as it can create Orphaned Documents/Data).
When running an Alternate Option project, it is recommended that you do not change an item of Requested Information from Unique Per Alternate to Common once the project has opened (as it can create Orphaned Documents/Data).
Note: The above two scenarios are only applicable if there are Work-In-Progress submissions. If no vendors have begun uploading, then changes to the Requested Information won't cause Orphans (since no files have been uploaded yet).
If you have any questions about the article above, please email [email protected]