Find your way around a supplier's page
In short
A supplier's page shows everything about that supplier: what you require, what they sent, what your team decided and who did what. Until the supplier has a current requirement, the top of the page offers one step: assigning a requirement. Then its actions are Upload an existing document, Prepare request and More actions, with Share a link and Pause reminders below. Eight tabs hold the work: Overview, Requirements, Documents, Requests, Messages, Tasks, Contacts and Activity. Which actions you see depends on your role and the supplier's state.
Open a supplier from Suppliers, or from any link that names it. Each requirement row on the page says whether it is current, and until when.
What can I do from the top of the page?
Until the supplier has a current requirement, nothing can be requested or shared yet, so the top of the page offers only the step that leads there: Assign requirement, or Choose a requirement when your workspace has no requirement yet. The other actions appear once a requirement is assigned.
| Action | What it does | Who sees it |
|---|---|---|
| Assign requirement | Say what the supplier must provide. At the top until the supplier has a current requirement, then on the Requirements tab. | Owner, Admin, Manager |
| Choose a requirement | Open the starting examples to publish your workspace's first requirement, then assign it to this supplier. | Owner, Admin |
| Upload an existing document | Add a document your team already has, for review. | Owner, Admin, Manager, Reviewer |
| Prepare request | Write a request to a supplier contact, check it and send it, or save it as a draft. | Owner, Admin, Manager |
| More actions | Holds Resolve duplicate and Archive supplier. | Owner, Admin, Manager |
| Share a link | Create a link that works for 7 days and copy it to a contact yourself. | Owner, Admin, Manager |
| Pause reminders | Stop new requests and queued reminders to this supplier, with a recorded reason. | Owner, Admin, Manager |
When the supplier has no contact with an email address, Add contact appears in place of Share a link. When reminders are paused, a notice headed Reminders paused for this supplier shows the recorded reason.
What does each tab show?
| Tab | What you find there |
|---|---|
| Overview | Owner, Document coverage, Risk level, Approval, business identifier and country, with Edit details and Record approval decision. Below it, What needs your attention lists each requirement that isn't current, other than those marked not required. |
| Requirements | Each assigned requirement with its response due date, site, status and the reason for it, and the date it stays current until; its version too, once the requirement has more than one. It also lists any minimum insurance limits and terms to confirm. Actions include Assign requirement, Review, Link existing document and Requests and replies. With no requirement in your workspace yet, it links to the starting examples and offers New requirement. |
| Documents | Document history: every document linked to a requirement, when it was received, where it came from and its state. |
| Requests | Request history: drafts, queued and sent requests with their recipients and requirement versions. |
| Messages | Shared messages, which the supplier's authorized contacts also see, and Reply to your supplier. |
| Tasks | Findings & tasks for this supplier's requirements, visible to your team only. |
| Contacts | Supplier contacts, contacts the supplier proposed, and removed contacts for Owners and Admins. |
| Activity | Decision & activity history, with filters, and Add internal note. |
A requirement row reads “Current until” and a date while accepted documents keep it current, or “Current, with no end date” when they have no expiry or review date. There is no date when the requirement isn't current.
A message you share appears on the supplier's request page. An Owner, Admin or Manager can also have Vendarity email it to the supplier's primary contact (the box is ticked; untick it to not email) while the requirement still needs something from them and no earlier change request or message to that contact about it is waiting to send; otherwise they see it the next time they open their link.
What is in the side panel?
Primary contact shows the main contact's name and email address, and the supplier's site. Related links to related pages when they are available in your workspace.
Why can't I see an action?
- Your role doesn't include it. For example, Viewers read the page but change nothing, and Managers prepare requests but don't record review decisions. See Roles and what each one can do.
- The workspace is read-only, for example after a trial ends. Actions that only end access, such as removing a contact, stay available.
- The supplier is archived. Its history stays readable, and the top of the page offers Reactivate supplier.
- The supplier was merged into another record. Its page keeps the history and links to the supplier you kept.
Common questions
- Where do I find a supplier's documents?
- On the Documents tab. Each entry opens the document's review page, where you can see the preview and its recorded decision.
- Can the supplier see internal notes and tasks?
- No. Internal notes on the Activity tab and findings and tasks on the Tasks tab are for your team only. Only shared messages on the Messages tab reach the supplier's authorized contacts.
- What does Document coverage on Overview mean?
- How many of the supplier's applicable requirements have an accepted, in-date document, such as 3 of 4 current. It reads Not assessed when no requirement applies yet. It isn't a legal compliance check.
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