While in the Smart RFX module of LevaData Platform, you will often want to add or modify vendors (suppliers) and their users so that they can be setup and configured to respond to your requests on the platform. Doing so occurs in an administrative area of the site called Manage Vendors. Not all users have access to Manage Vendors, it is a function reserved for an organization's administrator. Reach out to LevaData Customer Support if you need help with administration.
To navigate to Manage Vendors, (1) select the three-dot menu in the upper right and (2) pick Manage Vendors under the Settings. If you have access, you should end up in the (3) Manage Vendors area of Smart RFX.
From within the Manage Vendors interface:
- you will have the ability to select the Manage Users "persons" icon for any given vendor and modify the users for that vendor.
- In the upper right you can search for a match of any text element on the page (i.e. vendor name, vendor email or proxy GCM user if listed, user count by number, etc.
- You can bulk add vendor users.
- You can also Export this data to an Excel Workbook if you would rather manipulate it there.
Manage Vendors Fields
The fields in this initial table are:
|Vendor Name||The name of the vendor/supplier as it appears in the RFX|
|Vendor Email||Primary email contact of the vendor/supplier|
|Country||Country of the supplier they provided during registration|
|Manage Users||Icon to enter the user management screen|
|Proxy GCM User||A person authorized to act on behalf of a vendor/supplier who does not currently use the LevaData Platform, for more information see: How can I manage supplier responses conducted outside of the platform?|
|Users > Total||Total number of users for the supplier|
|Users > Account Created||Created users who have not yet activated their accounts|
|Users > Active||Number of registered and active users|
|Users > Deactivated||Number of deactivated and closed user accounts|
|License Agreed||Yes/No field indicating whether the supplier has agreed to the terms and conditions during registration|
To get new vendors into the platform you have two options:
- You can reach out to your customer success manager, and they will facilitate addition of new vendors to the LevaData Platform via your next data load. Make sure you can provide all pertinent vendor information, i.e.:
- Vendor name, email, and country
- Name and email of any users
- Associated global commodity manager or proxy GCM if you plan to act on behalf of a supplier.
- You can use the Add Vendor functionality in the Manage Vendors interface to onboard new vendors without requiring a data ingestion.
If you have a small number of vendors to input, doing so via the Add Vendor functionality increases the speed with which new vendors can be stood up in the LevaData Platform to receive requests from your organization. If you have a large number of vendors to input, requesting a data load is more prudent.
If you choose to input yourself, the Add Vendor button will be present in the Smart RFX/Admin > Manage Vendors interface. Selecting it will prompt the ability to add a new vendor and fill out their basic information:
As mentioned above, selecting the "persons" icon in the Manage Users column will take you to the User Management interface
Within the User Management interface, you can see information for each vendor/supplier contact currently in the platform. (1) Selecting the row for a user enables conditional actions in the row above the table, two examples:
- If the user selected is in Activated Status, the option to Delete or Deactivate them will become available when they are selected.
- If the user selected is in Mail Sent Status, the option to Resend or Delete them will become available when they are selected.
Like other areas of this module, you can also (2) search for plain text matches, (3) export to Excel Workbook, and (4) press the red X to close out of this and return to the previous Manage Vendors screen.
Users Management Fields
|Email:||Email for the contact|
|First Name:||First name of the contact|
|Last Name:||Last name of the contact|
|Status:||Can be one of the following:
|Phone:||Phone Number of the contact|
|Last Name:||Last name of the contact|
|Address:||Address of the contact|
|Admin:||Yes/No field which defines which contact of the vendor/supplier is the primary account contact and has administrator permissions|
|License Agreed:||Yes/No field which indicated whether the contact agreed to the terms and conditions of the LevaData platform|
Adding a New User Contact
Selecting (1) Add User will bring up the (2) Add User area at the bottom of the screen. Here you will input the required contact information and add additional optional areas. It is important that if you are inviting the first and/or the only supplier user contact that you (3) select "Yes" for admin. Additionally, you can also (4) assign the supplier to a Commodity Manager.
Once a supplier contact has been added to the platform. An automated email is sent to the supplier's email for them to complete the registration. The status for a supplier who has been added to the platform but not completed the registration is "Mail Sent". Once the supplier has completed the registration the supplier contact's status will be "Activated".
As previously mentioned in the second of two example above, if you need to resend the supplier activation email to a supplier who has not yet responded, select a user in Mail Sent status, then click the Resend button on the top menu interface. This will immediately resend the activation email to the supplier contact's email on file.
Bulk Add Supplier/Vendor Users
Users can download a template and fill out basic mandatory information for a new supplier user and which vendor they are associated with, including adding multiple users to the same existing vendor. Vendors cannot be added this way, as noted above, they must be added individually, or bulk added via data load.
This option is prompted by the Excel Upload icon in the Manage Vendors interface:
Selecting this option prompts the user to download a vendor input template file, and when they have modified it locally, they can use the same prompt to upload it.
Once uploaded, these new users are added to the appropriate vendor accounts and are automatically sent activation instructions to access LevaData Supplier Portal and respond to your requests on the platform.
This reduces time and effort required for proper vendor management if you have to add multiple users simultaneously.