Overview
This guide explains how to assign and manage supplier tasks in Tropic, such as uploading documents or completing questionnaires. It also covers delaying assignments, skipping tasks, and sending reminders to ensure smooth collaboration with suppliers.
Supplier tasks are assigned through the Review & Assign Supplier Tasks feature and completed via the Supplier Portal.
Assign Supplier Contacts to Tasks
An assigned user can follow these steps to complete the Review & Assign Supplier Tasks task:
- Access the assigned task from:
- Action Center
- The Purchasing Portal
- The link in your email or Slack notification
- Under Supplier Assignee, use Select Supplier contact to assign a supplier contact to each listed task. The dropdown pre-populates the supplier’s existing contacts.
- If the contact doesn’t exist, type the contact’s first and last name in Select Supplier contact
- Click Add new Supplier contact.
- Fill out the contact’s details. First name, Last name, and Email are required.
- Click Continue.
- After assigning each listed task to a contact, click Assign Tasks.
How to Delay Assignment of a Supplier Contact
If you don’t know a supplier contact to assign a task to, you can delay assignment. This leaves the related task unassigned, allowing a user with Tropic platform access to reassign the task later.
- Click the ellipsis […] next to Select Supplier contact.
- Click Assign Contact Later.
After assigning other listed tasks, click Assign Tasks.
How to Skip Assignment for Document Uploads
You can skip document assignment if the task is unnecessary.
- Click the ellipsis [...] next to Select Supplier contact.
- Click Skip Task.
After assigning other document upload tasks, click Assign Tasks.
How to Send Task Reminders
Requires the following role: Owner
Tropic sends an initial notification email to assigned supplier contacts. To send a reminder:
Note: Tropic doesn’t automatically send other reminders. However, users with the owner role can resend the notification email.
- In the Tropic platform, click Requests.
- Click the related request.
- Click Workflow Tasks.
- Click the ellipsis […] next to the task name.
- Select Send Reminder.
- Click Send Reminder.
Reassign Supplier Tasks
Reassign to Another Supplier Contact
Requires one of the following roles: Owner, Platform Member, Department Admin
- Click the ellipsis (...) next to the task name.
- Select Change Assignment.
- Choose another supplier contact as the New Assignee.
- Click Save.
Reassign to a Teammate
- Click Re-assign Task at the bottom of the task card.
- Click Continue in the Replace the Task modal to create a new task assigned to you.
- Click the ellipsis (...) next to the task name.
- Select Change Assignment and choose a teammate.
- Click Save.
How to Reopen Supplier Tasks
Requires the Role: Owner
If a task needs to be revisited, you can reopen it:
- Navigate to the task in the Tropic platform.
- Click Reopen Task.
Additional Notes on Task Visibility
- Supplier tasks may not appear in workflows unless specific conditions are satisfied. For example, document upload tasks might only activate if the purchase exceeds a defined spend threshold.
- Use the Workflow Studio to review task visibility rules within your workflows.
Additional Resources
- For more help with supplier tasks, visit Understanding and Using the Supplier Portal.
- For advanced workflow customization, see Add a Supplier Task to a Workflow.
- For more detailed information, guides, and support, visit our Help Center.