Requires the following user role: Owner
Overview
This article covers how to add the Review & Assign Supplier Tasks task to a workflow. It also covers best practices for using the task.
The Review & Assign Supplier Tasks task lets you assign document upload tasks to supplier contacts. For example, you can ask the contacts to upload documents or fill out a questionnaire.
Once assigned, the contact can upload the documents in the Supplier Portal. This streamlines requirements gathering, which can speed up approvals and purchases.
For more on completing the task, see Assign Tasks to a Supplier. For supplier instructions, see Using the Supplier Portal.
Task Order
FYI: To assign document upload tasks to supplier contacts, the workflow must include the following task types in order.
- A Review & Assign Supplier Tasks task.
- One or more of the following task types in parallel:
- Upload Contracts & Documents
-
Form
These tasks will be assigned to the supplier contact. Each task must be triggered by the preceding Review & Assign Supplier Tasks task.
- One or more optional To Do tasks for review. These tasks must be triggered by one or more of the preceding Upload Contracts & Documents tasks.
For instructions on adding a task, see Add tasks to a workflow.
Important: When using the "Review & Assign Supplier Tasks" in a workflow, make sure to include a Supplier field in your General Request form. This field enables the task to reference a supplier ID. If you receive a 500 error when completing this task, check that you’re using a Supplier field rather than a text field like "Vendor Name."
Conditional Supplier Tasks
If any supplier tasks are conditional, the Review & Assign Supplier Tasks task must have the same task rules.
For example, the Upload Contracts & Documents task has an Assignee Type of Supplier Portal User and includes a task rule. The preceding Review & Assign Supplier Tasks task must use the same task rule.
If workflow includes the Review & Assign Supplier Tasks task without the Upload Contracts & Documents task, the Review & Assign Supplier Tasks will be blank.
Review & Assign Supplier Tasks
A user assigned this task must select a supplier contract for each task. The user can also choose to delay or skip assignments.
When you set up the task, we recommend using the following field values:
- Task Type: Review & Assign Supplier Tasks
- Task Name: Review & Assign Supplier Tasks
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Instructions:
Assign a supplier contact to each task. You’ll need each contact’s email address. - Assignee Type: Requestor
- Due Date: 2 days
Upload Contracts & Documents
These tasks are assigned to selected supplier contacts. Once assigned, the contact can upload their assigned documents in the Supplier portal. The documents are automatically added to the purchase request.
The task must be triggered by the prior Review & Assign Supplier Tasks task and have an Assignee Type of Supplier Portal User.
When you set up the task, we recommend using the following field values:
- Task Type: Upload Contracts & Documents
- Task Name: Upload <Document Type> for <Your Organization>’s Review
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Instructions: Tropic is <Your Organization>’s procurement platform. To proceed with our purchase, upload the requested documents.
To provide a link, click I don’t have documents and include the link using a comment.
If you have questions, leave a comment. Use @ to mention your contact at our organization.
- Assignee Type: Supplier Portal User
- Due Date: 2 days
- Trigger: <Preceding Review & Assign Supplier Tasks task>
Questionnaire
These tasks are assigned to a selected supplier contact. Once assigned, the contact can fill out the assigned questionnaire in the Supplier portal. The submission is automatically included in the request.
When you set up the task, we recommend using the following field values:
- Task Type: Questionnaire
- Task Name: Complete <Questionnaire Type> Questionnaire for <Your Organization>’s Review
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Instructions: Tropic is <Your Organization>’s procurement platform. To proceed with our purchase, fill out the following form.
If you can’t complete the questionnaire or have questions, leave a comment. Use @ to mention your contact at our organization. - Assignee Type: Supplier Portal User
- Due Date: 2 days
Review
In these optional tasks, an assigned user reviews documents uploaded by the supplier contacts. This catches mistakes early in the process and saves the time of approvers later.
When you set up the task, we recommend using the following field values:
- Task Type: To Do
- Task Name: Review <Document Type/Questionnaire Type> Provided by Supplier
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Instructions:
[FOR DOCUMENT REVIEWS]
Go to the Documents section of this request. Confirm the supplier has uploaded the <Document Type>.
If the <Document Type> is not in the Documents, review the Activity section for a related link. Ensure you can access the link and that any needed access instructions are provided.
If the <Document Type> is missing or incorrect, contact the supplier directly to get the <Document Type>. Upload it to the Documents section of the request before marking this task complete.
[FOR QUESTIONNAIRE SUBMISSION REVIEWS]
Go to the Submission section of this request. Confirm the supplier has made a <Questionnaire Type> submission.
If a <Questionnaire Type> submission is not in the Submission, review the Activity section for related comments from the supplier. - Assignee Type: Requestor
- Due Date: 2 days
Additional Resources
For more information about workflows and tasks, please visit our Help Center.