The Vendor Supplier Profiles table contains records that represent Vendor Supplier Company registrations. These records need to be reviewed and approved by Vendor Supplier Management before the Company record can be created for a vendorsupplier. Vendor Supplier Managers can communicate with vendors suppliers and request additional information if necessary.

Image RemovedVendor Profiles Table ViewImage Added

Information stored in Vendor Supplier Profile records include:

• Status (Draft, Pending Review, Pending VendorSupplier, Pending Approval, Approved, Rejected, Modification In Progress, Superseded)
• Type of Request (New or Modification)
• Assigned Vendor Supplier Manager
• Primary Contact name and email
• Company and Location details
• Stakeholders (fields for quick adding and a list of added)
• Related Companies (fields for quick adding and a list of added)
• Notes (General, Running, to/from VendorSupplier, Internal)
• Documents
• Surveys
• Approvals
• Email Communications

Use Case

The Vendor Supplier Profiles table is used for storing records that hold the registrations for Vendor Supplier Management to review and approve before the Company record is created. The vendor supplier gets access to the full Vendor Supplier Portal only after their Vendor Supplier Profile has been approved.

Image RemovedVendor Profiles Record View

...

Supplier Profile Creation

There are four ways to create Vendor Supplier Profile records:

• Vendor Supplier Self-registration: A hyperlink is added to the public-facing web-site. Clicking it allows the vendor supplier to create a new external user. After that an email containing a link to complete their registration is sent. Some fields are already populated with their user information, such as company name and primary contact.
• New Vendor Supplier from a Contract: When Vendor Supplier Management is enabled and a new Company is created from a Contract, a new Vendor Supplier Profile can be created if the Company's primary role is VendorSupplier. In that case a Company record is created as Pending and an email is sent to the new vendorsupplier's Primary Contact, asking to complete the registration. If a Contract reaches the Pending Signature state while the company is still being reviewed, a warning is shown. If needed, this warning can be changed to a mandatory requirement.
• New Vendor Supplier from a Sourcing Event: When a new company is invited to a Sourcing Event, it gets created in a Companies Table. If Vendor Supplier Management is enabled, the new company is created in a status of Pending. If the new company's representative clicks "I'm interested" in a Sourcing Event invitation - , a new Vendor Supplier Profile is created for the vendor supplier to fill in.
• Update Vendor Supplier Information (copy an existing record): After a Vendor Supplier profile has been approved, the vendor supplier can't edit it anymore besides adding new users and locations. If company details have changed, the Vendor Supplier Lead should click 'Clone and Request Changes' button to clone their current Vendor Supplier profile, make required changes and apply it for a new review by a Vendor Supplier Manager. When the new Vendor Supplier Profile gets approved, the old one becomes superseded.

...

Supplier Screening and Approval

After the vendor supplier has filled in all the generic details about their company, they click Submit and the Vendor Supplier Manager gets notified of a new Vendor Supplier Profile pending review.

The Vendor Supplier Manager reviews the request and verifies that the Vendor Supplier Profile is not too similar to existing Company records by using a lookup in the Vendor Supplier record. If the Vendor Supplier Profile is a duplicate, then the Vendor Supplier Manager can reject the request, providing a reason for rejection, which is sent to the vendor usersupplier.

If the Vendor Supplier Profile is not a duplicate, the Vendor Supplier Manager can email the vendor supplier for more information if needed, and create relevant surveys to be completed by the VendorSupplier. The survey emails will contain a guest login hyperlink so that the Vendor Supplier Lead can reassign the survey to different people in their company simply by forwarding the email. Once surveys are completed, if required, the Vendor Supplier Manager can launch approvals.

Once approved, the vendorsupplier's Company record is created in a status of active, or if it has already been created, the status is changed to active. The VendorSupplier, Location, and Person records are updated with any changes made to the Vendor Supplier Profile throughout the onboarding process, and the vendor supplier can be used throughout the system.  The vendorsupplier's main End User record, which is based on the main contact in the Vendor Supplier Profile, is updated to put the user in the Vendor Supplier Lead group along with the Vendor Supplier group, so they can also access the full vendor supplier portal.

The approved Vendor Supplier Profile fields are then locked down from editing for Vendor Supplier Leads. A 'Clone and Request Changes' Button is used to create a new Vendor Supplier Profile record with a type of 'Existing Vendor Supplier Change'. The details from the original Vendor Supplier Profile are carried over to the new Profile where the vendor supplier will complete and click a Submit button

Automation

Rules in Vendor the Supplier Profile table include:

• Create: All Create Actions: this rule runs after a new Vendor Supplier Profile record is created.
  • It sets the fields based on the source the record was created from:
    • If it was created via a Contract: the rule creates a link to the source Contract, sets Source field to Contract and shows all linked records.
    • If it was created when a vendor supplier clicks “I’m interested” in a Vendor Supplier Response to a Sourcing Event: the rule creates a link to the source Vendor Supplier Response, sets Source field to Vendor Supplier Response, shows company-related linked records.
    • If it was created by cloning an existing Vendor Supplier Profile: the rule updates links from Vendor Supplier Related Companies and Vendor Supplier Stakeholders to lead to the newest Vendor Supplier Profile, sets Source field to Clone, sets Status of the source Vendor Supplier Profile to Modification in Progress.
  • If the source is Contract or Self-Registration, the rule sends the Primary Contact an email with a link which they can click to finish registering their Vendor Supplier Profile.
  • Another notification is sent to the Vendor Supplier Manager Team if during Vendor Supplier Profile creation Primary Contact Email remains empty. This situation should never happen, but is built in as a safety precaution.
• Edit: All Edit Actions by web or API: this rule runs when the record is edited.
  • If Vendor Supplier submits the profile for review, a notification is sent to the Vendor Supplier Management Team
  • If the Vendor Supplier Manager rejects the Vendor Supplier Profile after reviewing it – , a notification is sent to the Primary Contact. Email contains the reason of for rejection.
  • If a new note addressed to Vendor the Supplier was added – , it is copied to Running Notes, sent to the Primary Contact and cleared. If Status was Pending Review, it is changed to Pending VendorSupplier.
  • If a Vendor Supplier responds to the note – , the response is copied to Running Notes, sent to Assigned Manager and cleared. If Status was Pending VendorSupplier, it is changed to Pending Review.
  • If all Approvals get approved – , the Vendor Supplier Profile gets approved.
  • Vendor Supplier Approval Actions: this rule runs if the last edit of the record the Status is changed to Approved.
    • It creates a new Company or updates an existing one based on matching Company Name.
    • The status of the company is set to Active.
    • The Company Name is updated in the Primary Contact user record in case the name has changed.
    • The Primary Contact is added to Vendor Supplier Lead group that allows cloning the existing Vendor Supplier Profile to update the details.
    • Primary Contact is notified of approval.
    • If the Vendor Supplier Profile is a modification, the status of the source profile is set to Superseded.
    • Company address information is saved as Location record(s) and linked to the Company record.
• TB: Remind Vendor Supplier Primary Contact to Submit Profile: This rule serves to remind the vendor supplier to submit their profile. It checks for profiles in Draft Status that were last updated 5 days ago and for which a reminder mail has not been sent yet. It sends a reminder email to the vendorsupplier's Primary Contact and sets the Reminder Sent flag to Yes.

Saved Searches

Saved searches in Vendor Supplier Profiles table include:

• My Vendor Supplier Profiles

Workflow

Vendor Supplier Profile workflow is linear, and records are created in Draft status. Status changes are performed with action buttons and automatic changes when certain conditions are reached. Workflow status transitions do not execute any actions.
Image RemovedVendor Profiles WorkflowImage Added

Ownership

Vendor Supplier Profile records are owned by the person who is listed as the company’s Primary Contact. The field by which the ownership is determined is user Email.

Reports

Charts and Reports in Vendor Supplier Profiles table include:

• In Progress Vendor Supplier Profiles by Assigned Vendor Supplier Manager
  Output format: Ring Chart
  Ring segmentation: by Assigned Vendor Supplier Manager
  Width of the segment: Number of Vendor Supplier Profiles assigned to each Vendor Supplier Manager
  Records included in the report: All in Statuses of Pending Review, Pending Vendor Supplier and Pending Approval