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      Vendor Portal Features

      This article describes what Vendor Users can do within the Vendor Portal.

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      Estimated Read Time: 4 Minutes

      Sections in this article:

      The Vendor Portal (also known as the Supplier Portal) is a Vendor management solution that allows you to collaborate with your vendors in a secure and auditable online environment. This article describes the various features available to Vendor Portal Users.

      To learn more about moving some of your online Vendor Interactions to a Portal, see our webinar The ROI of a Vendor Portal.

      What Can Vendor Users Do?

      In summary, vendor users can:

      • View and complete Workflow Forms, providing data, documents and comments on your Workflow assessments and review.
      • Update their own User Profile details, such as name, email, and profile picture.
      • Add in colleagues as new Vendor Portal Users, inviting in any collaborators needed to assist with Workflows.
      • Participate in message threads, either that they started or have been tagged in by internal Gatekeeper Users.
      • View details about their own organisation (Vendor) and agreement (Contract) records you have stored in your Gatekeeper repository. They can only view core data fields,  any custom data will not be visible to them.
      • View and complete Events tasks.

      Vendor Users cannot directly amend details of their Vendor/Company record; 

      This is a deliberate restriction to ensure that you have complete control of the data in your Vendor Repository which can be trusted as your Central Source of Truth!

      Note: To ensure you have complete control data in your Vendor Repository, vendor users cannot directly amend details of their vendor record. You can allow vendors users to request updates to their Vendor record using out Best Practice Templates Vendor Portal Update Request Form workflow.

      The Vendor Portal Dashboard

      When you log in to the Vendor Portal, you will automatically be directed to the Vendor Portal Dashboard. This is designed to give Vendor Users an overview of all data, events, and notifications that have been sent or shared between themselves and their customer.

      The Dashboard is split up into four key sections:

      • Quick Links Toolbar
      • My Open Forms
      • My Open Events
      • My Messages

      Quick Links Toolbar

      The Quick Links Toolbar contains useful links for completing key tasks in the Vendor Portal:

      • Update Profile
      • Add Contacts
      • Contact Support

      Update Profile

      The Update Profile link opens the Profile Manager, where Vendor Users can manage their own profile updates by editing their:

      • *First Name
      • *Last Name
      • Job Title
      • Telephone
      • Mobile
      • Email

      *Fields with an asterisk are Mandatory and cannot be left blank

      Add Contacts

      Note: Only Vendor Users with the Administrator Role have access to the Add Contacts option.

      The Add Contacts option allows Vendors to add colleagues as users, or update existing contacts that have been added to their vendor record in Gatekeeper. This enables them to self-manage collaborator invitations for their processes without needing your assistance.

      The Add Contact window displays a list of contacts that are currently listed under their Vendor record. The vendor user can complete the following fields to add a new contacts:

      • Email (if Autobuild is enabled, Gatekeeper will use this to populate the rest of the Profile details automatically)
      • First Name and Last Name
      • Job Title
      • Role - This refers to their permission as a Portal User
      • Invite Into Gatekeeper - This must be selected to grant the new user access to the Vendor Portal.

      Contact Us

      The Contact Us option allows Vendor Portal Users to send messages to all internal Vendor Portal Administrators. These function as support requests, so recipients should be Gatekeeper users who manage vendor interactions and workflows.

       

      My Open Forms

      My Open Forms displays a list of all open forms that are currently visible to the vendor user.

      Forms will only be visible to a vendor user if:

      1. They are currently assigned to that vendor user (these forms will also display an UPDATE THIS FORM button).
      2. They have previously been assigned to that vendor user.
      3. The vendor user has been tagged in a message thread for the form.

      My Open Events

      My Open Events displays all open and live events that are linked to the vendor user

      My Messages

      My Messages displays any live message threads the vendor user is currently included in.

      They can filter this to display Archived Messages, or All Messages (a combined view of Archived and Live messages).