This article explains how to use the Vendor Portal End User Interface from an end user's perspective. This information is saved as a Microsoft Word document that is used in email templates to vendors, and is accessible here: vendor-user-guide.docx

Use Case

The Vendor Portal is an out-of-the-box End User Interface that is highly customizable for different company needs. The Vendor Portal is accessed by inputting your login information for the Contract Management system that you likely received via email from sales@agiloft.com. This login is also used to upload documents.

The Vendor Portal allows end users to view and manage their own contact and company information. Additionally, the portal can be used to upload insurance certificates, performance bonds, performance reports, and your W-9. This guide provides you with some instructions on how to use the system:

When you login, you land on the Vendor Portal home page:

From here, click the relevant hyperlinks in order to upload or manage company documents, view your existing contracts, and view your company, personal profile, and other users.

• Company Documents section allows you to create or manage Company Document records.
• Contracts section allows you to create or manage Contract records.
• My Account section allows you to view and update company and user information, as well as create new users. You can also update your own user information in this section by clicking My Profile.
• Search allows you to search specifically for a Company Document or Contract without needing to click through multiple windows. You can also search for other field values using this search bar, such as Company Contacts or Company Names.
• The Home tab redirects you to the initial landing page that contains the four sections listed above: Company Documents, Contracts, My Account, and Search.
• The New tab allows you to create a new Company Document.
• The View tab allows you to view either your Contract records, the company's Contract records, or Company Document records. This is the same as clicking the similarly named hyperlinks to the right of the Search section.
• The My Profile tab redirects you to your own user record, just like clicking My Profile under My Account.

Company Documents

This section showcases the features that are included in the Company Documents section of the Vendor Portal. 

Uploading a W-9 Form

To upload a W-9 to the Vendor Portal, follow the steps provided below:

1. Click on the New Company Document link in the menu above.
2. From the drop-down list, select W-9. Selecting W-9 in the Type of Document drop-down list causes the Contract Title and Contract Manager fields to appear. Contract Title contains a drop-down list that is pre-populated with all the existing Contract records for that specific Vendor company. The Contract Manager field automatically populates based on a linked field of the same name in the selected Contract record.
   
3. Click the Attach/Manage link and then the Attach File(s) button to open up a browse window. 
   
   
   
4. Locate the W-9, double-click to attach it, and then click Finish.
   
   
   Alternatively, you can also drag and drop the file containing the W-9 into the box labeled 'Drag&Drop files' to the right of Upload File:
   
   
   
5. Save the record by clicking Save.
    

Uploading Insurance Certificates

The Vendor Portal can also be used to upload insurance certificates and to identify their expiration date, coverage types, and so on.  You can also upload new insurance certificates when the old ones expire.

To upload an Insurance Certificate to the Vendor Portal, follow the steps provided below:

1. Click on the New Company Document link in the menu above.
2. From the drop-down list, select Insurance Certificate. Selecting Insurance Certificate in the Type of Document drop-down list causes multiple new fields to appear, such as Coverage Type, Amount of Coverage, Start Date, and Expiration Date. Coverage Type contains a drop-down list that contains the same choice list from the Type of Coverage drop-down list in the Insurance Coverages Table. Every option in the drop-down list adds the Aggregate Amount field to the right of Amount of Coverage, except for Worker's Comp, which adds the Meets Statutory Limits radio button.
   
   
   
3. Click the Attach/Manage link and then the Attach File(s) button to open up a browse window. 
   
   
   
4. Locate the Insurance Certificate, double-click to attach it, and then click Finish. Alternatively, you can also drag and drop the file containing the Insurance Certificate into the box labeled 'Drag&Drop files' to the right of Upload File:
   
5. Fill in the newly-visible fields in the Document Details section using details from the Insurance Certificate, one at a time. Click the Add Coverage button to add Insurance Coverage records to the Uploaded Insurance Coverages table, which appears below Document Details. A section for Submitter Info also appears below Uploaded Insurance Coverages that shows the default Company Contact. Remember, you can include Insurance Coverages that have different expiration dates.
   
6. Once you have added all the Insurance Coverage records, click 'Done adding coverages' to hide the data entry fields.
   
   
7. Click Save to complete the Company Document record.

If you have multiple Attached Certificate documents to upload, you need to create a separate Company Document record for each of them by repeating steps 1-7.

Updating Expired Certificates

When Insurance Certificate records with a Status of Valid are nearing the the expiration date, you might receive an email reminding you to update the certificates. When you receive new certificates from your insurer, treat them like a new Company Document record and follow the same process as described above to upload the new file and add the coverage types.

Viewing Your Company Documents

Click Manage Company Documents to view a table of the files that have been uploaded. You can edit these records from this page directly, and can search through records using either a pre-configured saved search or text querying in the upper right-hand corner.

My Account

This section showcases the features that are included in the My Account section of the Vendor Portal.

Updating Your Company Information and Adding Users

You can update company information or add new users by clicking View My Company and Users. From there, click Edit to:

• Update the fields for company Telephone, Fax, and Website URL in the Key Info tab.
  

• Update or add new Company Locations and Company Contacts in the Locations and Contacts tab.
  
  
  

• Update or add new Company Documents and Insurance Coverages in the Related Records tab.
  

Updating your User Profile

You can access information about your own password and contact information by clicking the My Profile link under My Account or the My Profile tab above the Search section. Either way, this brings up your user record:

You can change nearly everything included in your User record, such title, email, password, and phone information. However, you cannot change your first name. If your company has multiple locations, you can select your own location from the User time zone drop-down list.

Contracts

View contracts related to your company by using the links under the Contracts section of the home page.

There are two defined filters, one showing only contracts for which you are the main contact (View My Contracts) and another for all the contracts in your company that you have permission to view. Click one of these options to view a table of Contract records that have been uploaded. You can edit these records from this page directly, and can search through records using either a pre-configured saved search or text querying in the upper right-hand corner.

Search

If you know exactly what you are looking for in, use the search block to search through your company documents or contracts to find a record of interest. Check the relevant box for the item(s) you wish to search, and then input your text query.