The advanced version of the Contracts Management module allows Vendors to access an online portal to view contracts and, if permitted, perform activities such as raising variations or reporting against KPIs. Your organisation determines which vendors have access, which contracts they can see, and which functions they can perform.
Intent: This article provides comprehensive instructions for enabling vendor access, configuring default settings, and managing individual vendor accounts.
Audience: System Administrators and Users.
Prerequisites
Module: Advanced version of the Contracts Management module.
Permissions: System Administrator role is required to enable module-level access and default functions.
Enabling Vendor Access
System Administrators must enable the portal at the module level before accounts can be created:
Navigate to the Vendor module dashboard via the app launcher icon or the navigation tile on your Homepage.
Click the Manage Module tab in the top right to open settings.
Under the General tab, select to expand the Module Settings section.
Check the box next to Creation of vendor accounts enabled.
Scroll to the bottom and click Save.
Default Vendor Access Settings & Functions
VendorPanel - a Unirmarket Company sets default vendor access settings and functions in the system, but users with relevant permissions can manage these functions as needed per contract. The list of available settings and functions is outlined below along with descriptions:
Access Settings
| Setting | Description |
|---|---|
| Enabled by Default – Vendors have access to new contracts by default | Allows vendor to access all new contracts by default Note: Vendors must have an account created for them before they can access any contracts. |
| Disabled by Default – Vendors must be given explicit access to view any contract | Requires vendor access to be enabled/managed on a contract-by-contract basis Note: Vendors must have an account created for them before they can access any contracts. |
Functions Accessible to Vendors
All submissions can be subject to approval, with exceptions for Compliances and Requests for Information.
| Setting | Description |
|---|---|
| Contacts | Allows vendor to view, create and update their company’s contacts, and link specific contacts to contracts |
| Extensions | Allows vendor to view and create extensions on a contract |
| Variations | Allows vendor to view and create variations on a contract |
| Compliances | Allows vendor to view, create and update their company’s compliance documents, and link specific compliances to contracts |
| KPI Performance | Allows vendor to view KPIs and submit KPI performance against existing records |
| Payment Certificate | Allows vendor to create payment certificates on a contract |
| Request for Information | Allows vendor to view and create requests for information on a contract |
| Work Order | Allows vendor to view work orders on a contract |
Creating Vendor Accounts
Vendors require an account to access the system. Any user can create these from the vendor's record, accessible via the Vendors module tile or the View Vendor Record button on an individual contract.
Vendor dashboard:
Vendor tab on Contract:
Organisation Accounts
Under the Summary tab of the Vendor Record, select the System Access heading.
In the Organisation Account section, verify or enter the company email address.
Click Create account.
Contact Accounts
Providing specific accounts to individual contacts is supported rather than using one shared organisation account.
Add the Contact: Under the Contacts section of the vendor record, click Add new. Enter the name, position, email, and phone, then click Add Contact.
Create the Account: Click on the contact in the table to open their details. Under the System Access heading at the bottom, click Manage and select Create an account.
Sending Login Details
Once created, usernames and passwords are automatically generated as "Guest" users.
Autologin URL: Use this to test access or send it directly to the vendor.
Send Login Details button: Triggers a system-generated email to the vendor with their account information.
Organisation Account:
Contact Account:
Managing Vendor Access Per Contract
System Administrators determine if users can manage access on a contract-by-contract basis.
Navigate to a contract record and select the Settings tab.
Access the Vendor Access function.
Enable/disable access to the contract and select which functions (from the admin-approved list) are available to the vendor.
Note: Tab names like "Settings" can be configured by administrators; if you cannot find the function, contact your System Administrator for guidance.
Results & Validation
To confirm setup is successful:
Verify the vendor appears as a "Guest" user in the system.
Ensure the vendor receives the system-generated email after clicking Send Login Details.
Limits & Notes
Account Permissions: Both Organisation and Contact accounts essentially act in the same way, whereby they have the same access and permissions.
Contact Account Benefits: Creating ‘Contact’ accounts supports the ability to provide specific accounts to individual contacts rather than requiring all individuals to go through the same ‘Organisation’ account.
Troubleshooting & Limits
Creation of vendor accounts enabled: If you cannot see the option to create accounts, ensure this checkbox is selected in the Vendor Module settings.
Naming Conventions: If the Vendor Access function is not under "Settings," it may have been renamed by your organisation.
Default Access: If a vendor cannot see a contract, check if "Default Vendor Access" is set to "Disabled by Default" for your module.