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Under "Administration → Suppliers" you find all suppliers, regardless of the selected management system.

For the menu item to be available, one needs to have a Supplier Risk Management license and be assigned the role Expert in SRM.

SRM Experts find an overview of all suppliers on this page with their code, name, country, state (active or deactivated) and optionally their expiration date.

Overview of the suppliers

Create/edit suppliers

Suppliers can be created and their basic data recorded here. Other than the code and name, this also includes details on their address and general contact.

Special fields:

Create/edit supplier

Create/edit supplier users

Supplier users for the individual suppliers can be created/edited here.

For every user, record first name, last name and e-mail address. The e-mail address is a mandatory field, as it also serves as the username for the user's login. Users that have already logged in once using the welcome link (sent automatically when creating the user) and created their password are marked as "verified" in the overview. Users who have entered their password incorrectly too many times and locked themselves out, are marked as "locked out" in the overview. This can be remedied by resending the welcome e-mail.

Important: Supplier users can only be created if a company name has been entered in "Administration → Global Settings".

Special fields:

Expiration date	A date can be entered from here, after which the supplier is no longer able to respond to or view assessments. A month before the expiration date, any supplier users are informed of this. The date can be modified at any time. Expired suppliers are shown as such in overviews. If you set an expiration date that lies before the answer deadline of a sent assessment, you receive a warning. The expiration date can also be set automatically. For this, define a period under Administration > Global Settings > Security settings for supplier risk managmeent, then the expiration date will be preset by HITGuard accordingly. Note:Expired suppliers do not use up a license. Caution: The deactivated slide control is not automatically adjusted.
Deactivated	This switch is visible as soon as the supplier is created (after the first save). A deactivated supplier is no longer able to respond to or view assessments. Any of the supplier's users are informed of this. Deactivated suppliers are marked as such in overviews and reviews. <brNote: Deactivated suppliers do not use up a license.
External ID	This is the ID of the supplier in other systems. It is especially relevant when im- and exporting via the REST API.
Score	Here you can give the supplier a score per the CMMI degree of maturity model.
Protection needs	Here you can record the supplier's protection needs, which is especially important for the structural analysis.
Supplier categories	You can assign suppliers to different categories in order to better order and sort them.
External metric	You can record an evaluation metric from another system in this text field. This can also be done via the importer.
Justification	Here you can justify the scores and assessments you gave the supplier.

Administrator	A supplier user can be made into a supplier administrator with a checkmark here (not for the entire application). This user (multiples possible) then has the possibility to create and edit users themselves in their own supplier portal. The checkmark can be removed as well.
Deactivated	A deactivated supplier user is no longer able to respond to or view assessments. A supplier user can be deactivated or reactivated at any time. They are informed of this via e-mail.
Button: Resend welcome mail	Upon creation every supplier user receives a welcome mail, through which they can log in for the first time and create their password. From this moment on, their login works. The link for the initial login is valid for 48 hours and can be resent if the user has not logged in within that timeframe. Resending the welcome mail also resets the password and any 2-factor-authentication.
Button: Delete user	A supplier user can be deleted with this button. They can then no longer log in and are not able to respond to or view assessments. They are informed of this via e-mail.

Create/edit supplier user

Suppliers as interview partners

If the option "Supplier evaluation" is activated under Risk management → Settings, then the checkbox "Supplier assessent" is available when creating a gap analysis or review result. Then the created suppliers are available as interview partners instead of regular HITGuard users. Suppliers are also saved as linked entities in all review objects. If the review is created as a self assessment, the supplier's users can see it in their portal. This is not the case with interviews.

Checkbox for supplier assessments

The users of a selected supplier have the option in their portal to view the self assessment, respond to it, and return it. This works the same as the response by an interview partner or responsible im a regular self assessment. Interviews are available for the use case of a supplier risk manager wanting to enter the review information into the system themselves, without any assessment being sent to the supplier at all.

Notifications

• The users of the selected supplier receive an e-mail with an invitation to respond to the review.
• The users of the selected supplier receive an e-mail with a warning if the response deadline is up.
• The users of the selected supplier (or just the administrator) receive an e-mail with a warning when the expiration date of their accounts is nigh.
• The optionally entered internal team responsible for handling the supplier receives an e-mial with a warning when the expiration dates of the accounts is nigh.

Supplier portal

Using your regular link for HITGuard, configured for your organization, with the addition of "/Supplier", supplier users can log into HITGuard.

Suppliers who have forgotten their password can also reset it here. Any 2-factor-authentication is also reset along with it.

Supplier login

In this portal supplier users see the reviews assigned to them and can also manage their 2-factor-authentication. Find more on 2-factor-authentication here. Administrators additionally see the tab "User management", in which they can create further users and edit existing ones.

Badges beside the folders show how many reviews in which state are waiting for interaction. These are also highlighted in bold. Overdue reviews, meaning whose response deadline has passed, are also especially highlighted with a badge.

Supplier users can view assessments here, respond to them, and retourn them to the risk manager.

Supplier portal

Supplier categories

Here you can create and manage categories for your suppliers. Alternatively, you can also create supplier categories by typing them directly into the respective field on the supplier page and confirm the creation. All categories are then shown in this list.

Supplier categories

Online help for supplier users

A help page you can share with the supplier users can be found here.
A link to the help page for supplier users is also found in their welcome e-mail.