Estimated Read Time: 4 Minutes
☑️ Requires: Vendor Portal
Sections in this article:
- Introduction
- Submit a Request via the Vendor Portal
- Configure Submit Requests via the Vendor Portal
- FAQs
Introduction
The Vendor Portal allows authenticated vendors to submit workflow requests directly, without relying on internal staff to start the process. For example, this is useful when vendors need to notify you of updated details, such as a change to their registered address.
The request form captures key data and documentation directly from vendors, while your team retains oversight to review each submission.
Note: This method requires the Vendor Portal to be enabled on your Gatekeeper tenant.
Submit a Request via the Vendor Portal
Vendor users who have been invited to the Vendor Portal can initiate a workflow request. To do this:
- Log in to the Vendor Portal.
- Click New Request.
- Click Submit Form on the relevant workflow.
- Complete the required fields, then:
- Click Save to close the form and save it as a draft.
- Click Submit to move the request to the next phase.
This will automatically create a card on the relevant workflow, which will progress according to the transitions you have configured. Vendor users can track the progress of this from Open Requests.
Note: When completing the form, vendor users can only select from the vendors they have access to and their associated contracts. Once a vendor or contract is selected, any relevant fields in the form are automatically populated.
Configure Submit Requests via the Vendor Portal
Vendors can only submit requests for workflows that you enable. This is configured per workflow, giving you control over which request types are available.
Note: Users must be a Workflow Administrator or Local Workflow Administrator to perform these steps.
To configure this:
- Navigate to the relevant workflow and click the start phase to edit it.
- From Form Access, select the Vendor Portal Submit Requests radio button. Your changes are saved automatically.
Vendor users can now submit requests for this workflow via the Vendor Portal.
Note: Before enabling this, ensure the workflow is fully configured, including its phases, form, transitions, owners, notifications, actions, and any required approvals.
FAQs
Q: Can I limit a workflow to specific vendors?
A: No. When Vendor Portal submission is enabled, the workflow is available to all vendors with portal access.
Q: How should I manage multiple vendor request types?
A: If multiple request forms are available in the Vendor Portal, use clear titles and descriptions for the workflow so vendors can easily understand the purpose of each request type. See Add a Workflow Description for further details.
Q: Can vendors edit a request after submitting it?
A: No. Once submitted, the request follows the configured workflow phases. To close the form and return later, they can click Save to store it as a draft.