Accepting / Refusing Evidence

This guide explains how Security Officers review, accept, or reject evidence submitted by vendors in questionnaire responses.

Overview

When a vendor submits a questionnaire, the Security Officer reviews each piece of evidence. The AI Analyst Agent provides recommendations, but the final decision to accept or reject evidence rests with the Security Officer.

Reviewing evidence

For each question that includes evidence, the Security Officer can view:

• The uploaded document or comment provided by the vendor.

• The AI analysis with a recommendation (accept or reject) and reasoning.

• A comment field to add notes or feedback.

Accepting evidence

To accept a piece of evidence:

1. Review the vendor's submission and the AI recommendation.

2. Click Approve on the evidence item.

3. Optionally add a comment explaining the decision.

Approved evidence is marked as validated and will not require further review unless the vendor modifies it.

Rejecting evidence

To reject a piece of evidence:

1. Review the vendor's submission and the AI recommendation.

2. Click Reject on the evidence item.

3. Add a comment explaining why the evidence is insufficient (recommended).

Rejected evidence will be flagged to the vendor during a clarification request, allowing them to provide updated documents.

Review indicators

Questions requiring review are marked with a to_review indicator:

• For a questionnaire that has never been reviewed: to_review appears on questions that include evidence.

• For a questionnaire that has already been reviewed: to_review appears on all modified questions:

  • If the question does not include evidence: a "Mark as reviewed" button is shown, along with an AI explanation.

  • If the question includes evidence: Approve/Reject buttons are shown with an AI comment.

Filtering

You can filter questions by:

• Evidence presence -- Show only questions with evidence attached.

• Finding presence -- Show only questions with findings flagged.

Impact of re-submissions

When a vendor resubmits after a clarification request:

• Previously approved evidence that was not modified retains its approval status.

• Editing a previously approved piece of evidence resets the approval and removes the AI analysis.

• Only modified evidence needs to be re-reviewed.

Export

The Security Officer can export the questionnaire to CSV with:

• One line per question.

• File name format: questionnaire_name_vendor_name_timestamp.

• If multiple answers are selected, they are separated by ;.