When a supplier has been added or reviewed, it's sent to someone to approve. In the Approve stage you review and approve the work that's been done or delegate further action.
Quick steps to approve an supplier:
- Go to the Task management component
- Select from the Task options provided
- Complete the required fields
- Click Submit
Form components
| Action history | A chronological list of the instructions and actions recorded to date within each stage of the workflow. |
| Task management | Your options for approving the supplier. |
| System event history | A chronological list maintained by the system of all entries and linkages in the system relating to this supplier. |
Workflow
There are two reasons why you will receive a task to approve an asset:
Scenario 1: A new supplier has been sent to you to approve
Scenario 2: An existing supplier has been managed or reviewed and sent to you to approve
Action history
This component displays the commentary by the assigned officers at each stage of the workflow.
Hover over the date to display who recorded the note.
Task management
This supplier has been managed and sent to you to approve
When a supplier has been sent to you to approve.
Task options
Assign a task
Choose this option to define and delegate the tasks relating to the supplier.
- Task instructions - provide instructions for the review. Prior to approving the supplier, you can use the workflow to delegate a further task. For example, if related records relating to the assessment of the supplier's performance were not attached to the Supplier details form, you might assign a task with the following instructions: 'Attach copies of all records relating to the assessment of the supplier's performance.'
- Assign to - select the user responsible for carrying out the task. Select Assign to me to assign the task to yourself.
- Task due date - select the date the task is to be completed by.
Approve the supplier
Choose this option to approve the supplier to be added to the Supplier register.
- Next review date - this is the proposed date the supplier will be reviewed again in the future, which can be changed.
- Additional Comments (optional) - use this field to add any additional comments relating to the supplier. These comments will appear in the Action history and will therefore be visible when the supplier is next reviewed.
Submit/save the form
The green Submit button will save the form and in most cases progress the item to the next stage of the workflow. The button label, however, will change depending on certain conditions to make it quicker to complete tasks. For example, The green button will change to Approve if you choose Approve the asset. If you have assigned a task to someone other than yourself it will change to Submit, and if you have assigned a task to yourself it will change to Next.
Select the purple Archive button when the supplier is to be archived and the Supplier details form will be moved to the 'Archived suppliers' tab on the register.
Select Create a related item if you want to create a separate linked item on another register when you save the form. A link between the two items will be displayed in each item's System event history. For example, if you need to suggest an improvement opportunity for the supplier, you could select the Improvement option to create a new item in that register. The platform will display a link between the two items in the System event history.