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Vendors form the basis of our external collaboration and Risk Management Platform. Our platform allows you to easily publish questionnaires to vendors, track the risk for vendors over time, and analyze the overall risk across all vendors for your organization.
In our platform, you can easily view and add Vendors if you have the appropriate permissions. Users with the View Vendor Information permission have the ability to see information about a vendor including Inherent and Residual Risk, Status, and more. The Add/Edit Vendor Access permission allows you to add vendors and edit any vendor's information. By default, System Administrators have the ability to View, Add, and Edit vendors.
Note: If you are a Partner Connect user, click here to learn more about Adding and Editing Clients/ External Partners
This article covers the following topics:
- Editing Vendor Details
- Updating Vendor Status
- Adding a Vendor Contact
- Attaching Files to a Vendor's Profile
- Importing Vendor Details
- Exporting Vendor Details
- Setting a Vendor Contact as Primary
Editing Vendor Details
Users who are System Administrators or Users who have the Add/Edit Vendor permission can edit the details of the Vendors they have access to.
From the System Admin Module
1. Navigate to the Vendor screen from the System Admin module. The Vendor screen will display the list of Vendors.
2. Click on any Vendor Name as shown below.
3. You can view and edit the details as necessary. (Note: You can also add/edit the Contacts and Products information associated with the Vendor by visiting the relevant tabs.)
4. Click on the Save Changes button to save the details.
From your Vendor Space
1. Navigate to the Vendor Space and click on the Vendor name of your choosing.
2. Click on the Profile link on the top as shown below. You can view the vendor details here.
3. Click on the Edit Details button to edit. Once done, click on the Save Changes button to save the details.
Note: You can also add/edit the Contacts and Products information associated with the vendor by visiting the relevant tabs.
Updating Vendor Status
Users who are System Administrators or Users who have the Add/Edit Vendor permission have the ability to update the status of a Vendor profile. When a new vendor is added, the status will be set to Active by default. Users can update the vendor status to Inactive if they no longer wish to publish assessments to that vendor.
Note: Vendor status is available only to Partner Connect/Vendor Connect users.
1. To update the status, navigate to the Vendor profile screen and click on the Edit Details button.
2. Select the status you wish to update to and click on the Save Changes button.
3. If you set the Vendor Status to Inactive, you will be asked for confirmation as shown below. Click on Save Changes to proceed.
Note: Once you have set the vendor status to Inactive, you can no longer publish assessments to that vendor. In addition, marking a vendor as Inactive will cancel all upcoming assessments for that vendor and a confirmation message will appear as shown below.
Adding a Vendor Contact
Users who are System Administrators or Users who have the Add/Edit Vendor permission have the ability to add more contacts to a specific Vendor. Please note that users can also add a vendor representative/contact with a different email domain from their Primary Vendor Contact This is especially useful when adding one vendor representative for more than one organization.
1. Click on the Add Contact button as shown below.
1. Click on the Add Contact button as shown below.
2. Enter the details for your vendor contact and click on the Add button.
3. A success message will appear and the new contact will be added to the list of Vendor Contacts.
Attaching Files to a Vendor's Profile
Users who are System Administrators or Users who have the Add/Edit Vendor permission have the ability to attach vendor-related files/documents to the vendor profile.
1. Navigate to the Vendor Profile screen and click on the Files link at the top as shown below.
2. Click on the Attach Files link to upload files and save them to your vendor's profile.
3. You have the option to download the attached files using the download/download all icon. You can also delete the files using the delete icon.
Importing Vendor Details
System Administrators have the option to bulk import Vendors from an Excel or CSV file that has the data in a pre-approved format. This enables users to easily create multiple Vendors at once.
1. Navigate to the Vendors screen from the System Admin Module and click on the Bulk Import link as shown below.
2. Click inside the drag-and-drop zone to upload your approved file as shown below.
Note: We currently support only .xls and .xlsx files.
3. You can click on the Download System Template link to download the approved excel template.
4. Once the excel file has been selected, click on the Close button to proceed.
5. The confirmation page shows the details of the systems imported. Click on the Close button to proceed.
Exporting Vendor Details
System Administrators have the option to export the vendor details for reporting needs.
1. Navigate to the Vendor screen from the System Admin module.
2. Click on the Export Data button and select Download Detailed Report as shown below.
3. Our platform will begin generating the report. When done, you will see the link to Download Report as shown below. Click on the Download Report link to download the data as an Excel file.
Setting a Vendor Contact as Primary
Users who are System Administrators or Users who have the Add/Edit Vendor permission have the ability to set any Vendor Contact as 'Primary'.The first contact added to a Vendor will be set as the Primary Contact by default, but a different contact can be made 'Primary' for that Vendor at any time. Click here to learn more about this.