The article provides an overview of standard notifications related to Information Requests and Vendor Ratings within the Source to Contract (S2C) process, specifically for Vendor Management applications.
It outlines how to configure notifications, detailing various settings such as activation status, notification timing, recipient details, and email content. Additionally, it explains different notification types, including those for vendor rating and survey periods, audit workflows, and vendor responses.
Each notification type includes specific actions and available tokens for customisation. The article serves as a guide for managing and setting up notifications effectively in vendor management systems.
The article below pertains to Source to Contract (S2C) for the following applications and/or module(s):
Vendor Management
This page provides an overview of all current standard notifications regarding Information Requests and Vendor Ratings. Here it is possible to set various notifications.
While adding or editing a notification, there are various properties that you can define. The meaning of each setting is explained in the table below.
| Setting | Explanation |
| Notification active | Indicates whether the notification is active. If a notification is not active, the notification will not be sent. |
| Notification moment | The type of notification (e.g. end of contract). |
| Period before notification moment number | The number of times the chosen unit at 'Period before notification period'. |
| Period before notification period | The type of period (day, month, year etc). |
| Mail to managers | Determines whether notifications are sent to the contract manager(s). |
| Default recipient | Determines who or which e-mail address receives a notification by e-mail as standard. |
| Subject e-mail | The subject of the e-mail notification. |
| Description e-mail | The content (body) of the e-mail notification. |
Notificatie types
All notification types are explained in the table below.
| Notification type | Action | Available VL Tokens |
| End of Vendor rating | An email to the notification user (if checked) and the default recipient (if selected) when the selected period before the end of the vendor rating has expired. Period settings, 'Mail to alert user', 'Email subject' and 'Email description' are required. | [VL:VENDORRATINGNAME] [USER:DISPLAYNAME] [VL:VENDORRATINGENDDATE] |
| End of Survey | An email to the notification user (if checked) and the default recipient (if selected) when the selected period before the end of the survey has passed. Period settings, 'Mail to alert user', 'Email subject' and 'Email description' are required. | [VL:SURVEYNAME] [USER:DISPLAYNAME] [VL:SURVEYENDDATE] [VL:URLLINK]* |
| Creation of Planned Vendor Rating | When a scheduled Vendor Rating is created, an email will be sent to the user who set the schedule. Period settings are not supported with this notification. | n/a |
| Automatic survey reminder before end of survey date | An email to the respondents in the survey group, and the default recipient (if selected) when the specified time period prior to the end of the survey has passed. The fields 'Number of periods', 'Period', 'Email subject' and 'Email description' are mandatory. | [VL:SURVEYSUBJECT] [VL:SURVEYNAME] [VL:SURVEYENDDATE] [VL:VENDORRATINGNAME] [VL:SIGNALUSER] [VL:SURVEYTEXT]* |
| Invalid audit warning | An email is sent to the signal user at the audit end date minus the specified period in the 'Number of periods' and 'Period' fields. The 'Email to signal user' function, 'Default recipient', and the 'Email subject' and 'Email description' fields are not supported for this notification. A standard format is used instead. | A standard format is used for this type of notification; no adjustments or token usage are allowed. |
| Workflow invite user information requests | An email to the user who is currently in an audit workflow. The fields 'Email subject' and 'Email text' are mandatory. Period settings and mail to contract managers are not supported with this notification. | [USER:DISPLAYNAME][VL:DISPLAYNAME][VENDOR:VENDORNAME][VL:VENDORNAME][AUDIT:NAME][AUDIT:WORFKLOWTEXT]* |
| Information request Vendor response | An email to the audit notification user when the audit has been answered by the supplier. | [USER:DISPLAYNAME] [VENDOR:VENDORNAME] |
| Confirmation vendor for received audit | An email to the Supplier Portal user who submitted the audit on behalf of the supplier. The fields 'Email subject' and 'Email text' are mandatory. Period settings and mail to contract managers are not supported with this notification. | n/a |
| Workflow Audit Approval | An email to the notification user of an audit when a workflow step has been approved. Period, mail to contract managers, default recipient and e-mail subject/text are not supported with this notification. | n/a |
| Workflow Audit Reject | An email to the notification user of an audit when a workflow step is rejected. Period, mail to contract managers, default recipient and e-mail subject/text are not supported with this notification. | n/a |
| Creation of vendor rating | ||
| Creation of survey | ||
| All survey e-mail sent |
* = can only be used in the e-mail description