Supplier Data Requests

Peter Campbell Updated by Peter Campbell

What is a Supplier Data Request?

A Supplier Data Request acts similarly to an assessment. A request is emailed to the supplier, they access the form via a link, fill out what they need to and select submit to send it back to you.

The key difference is that data requests do not contain pre-configured questions. Data requests send key information that you hold about the supplier back to them for their review and verification.

This functionality facilitates the process of gathering information from a supplier and updating the supplier record in a more streamlined manner than using assessments. Data Requests empower the supplier to directly update the information in their supplier record, rather than responding to assessment questions which would require the system user to review the response and then manually update the record.

When creating a Data Request, users can choose to approve any updated information before it is applied to the record to reduce the risk of incorrect updates.

On receipt of a Data Request, the supplier will see the information that is currently held about them and can add or edit information to ensure that it is up to date. Depending on the type of request sent, this includes identification, contact details, addresses, contact information and insurances and certification information.

Making a Data Request

Navigate to the Supplier Data Request tab of the supplier record for which you want the data reviewed.

Inside this tab, select the + Request button to make the creation wizard appear.

Within this wizard, the supplier contact has been prepopulated with the name of the primary contact.  If this is incorrect, another contact from the Supplier record can be selected from the dropdown.

The user has to specify which type of request they wish to send:

  • General - includes all information listed in the "What is a Supplier Data Request" section, including insurances and certifications
  • Insurance - contains only insurance information
  • Certification - contains only certification information

As with the supplier contact, the owner of this request is pre-populated but can be edited.

Finally, there is a toggle for whether approval is required. This is to indicate whether the edits and additions made by the supplier contact in their response need to be approved by the owner of the request, before the record is updated with this information.

Once this request has been sent, the request will be logged in this tab of the Supplier record with a status of Underway.

General

What the supplier sees

Initially, the supplier will receive an email, alerting them to the fact they have been asked to update the information you hold on their company.

When they click the View Item link, they may be asked to verify their email address, to ensure they are the correct person to update this information.

Once they have access, they will see the following webpage and be able to edit and/or add to the information that is held.

You will see these buttons across the bottom of this page in the above video:

Any changes made have to be saved before they are submitted, to avoid changes being made in error.

What you will see

Once the form has been filled out, the owner of the request will be notified via email.

Selecting the link in the email will take you to the data request within the supplier record itself so you can view the response.

If approval is required to apply the answers to the record, that is done here as well.

Once the supplier has completed the data request and submitted their response back to you (And approval is granted if this step was required), the entry in the Supplier Data Request screen will update and show as approved.

Insurance & Certification

These types of data requests follow the same process as the above.

The difference being the form the supplier receives is restricted to just the information being requested and does not include the overall supplier data. The images below showcase the full form a supplier will see for each of these requests:

Insurance
Certification

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