Suppliers
Weitere Optionen
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.
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:
| 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. |
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| Deactivated | This switch is visible as soon as the supplier is created. A deactivated supplier is no longer able to respond to or view assessments. Any of the supplier's users are informed of this. |
Create/edit supplier users
Supplier users for the individual suppliers can be created/edited here.
This is an editable grid, in which the plus button creates a new line. It is therefore possible to click directly into a cell of the grid and enter/edit its content.
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.
Important: Supplier users can only be created if a company name has been entered in "Administration → Global Settings".
Special fields:
| 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. |
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| 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. |
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. Additionally, the review is automatically created as a self assessment.
The users of a selected supplier have the option in their portal to view the 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.
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.
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.
