Tasks, notifications and reminders

Almost all work in SupplierVault is a task: a named step with an owner, a due date and, when it's done, a recorded outcome. Tasks are created for you when you raise a requirement, add a supplier, start a renewal review or risk re-assessment, or start offboarding. You can also add your own. Alongside tasks, SupplierVault watches your records and raises attention items for anything at risk, and the notifications bell tells you what's new.

The Tasks page

Select "Tasks" in the menu. The heading is "All tasks", or "Name's tasks" when filtered to a person. The menu badge shows the number of open tasks (just that person's when "Show work for" names someone) and is highlighted when any are overdue.

Filters

Tasks are sorted open first, then by due date, with undated tasks last. The Area filter in the top bar also applies: tasks not tied to a supplier or sourcing event always show.

What each task row shows

• a "Mark done" tick box and the task title
• links to the supplier, sourcing event or purchase request it belongs to
• an action button such as "Open form ›" or "Go to section ›" that takes you straight to where the work is done
• an Assignee list (Unassigned or any stakeholder) and a Due date, both changeable on the row
• "nd overdue" in red when late
• "Send reminder", which opens an email to the assignee in your email program, headed "Reminder: title" (only if they have an email address on the Stakeholders page)
• a Status list: To do, In progress, Blocked, Done
• the process it belongs to

How to complete a task

1. Tick the box or set the status to Done. A "Complete: title" window opens.
2. Choose an Outcome: "Done", "Done, with points to follow up" or "Not needed".
3. Fill in "What was the result?". Write enough for a colleague or auditor to understand without asking you. A note is required for "Not needed" (say why) and for follow-up (say what still needs doing).
4. Optionally add evidence: paste a link or attach a file.
5. Select "Complete task".

"Done, with points to follow up" creates a new task, "Follow up: title", due in 7 days. If the task is linked to a form that isn't approved yet, you'll be warned and offered "Open the form". Completed tasks show the outcome, note, evidence and "by who on date". Untick a task to reopen it.

Some tasks complete themselves when the linked action happens, for example approving a form, the supplier signing the code of conduct, a passed penny test plus call-back, or budget approval on a sourcing event.

Bulk actions

1. On the Tasks page, tick "Select" on the open tasks you want, or use "Select all n open tasks shown".
2. Use the bar that appears: "Mark done", "Reassign to…", "Move due date to", or "Clear selection".

Where tasks come from

Each automatic task is given to a team, with a due date a set number of days from when it's created. It's assigned to the first person added to that team on the Stakeholders page, unless Settings › "Who reviews what, by area" names someone for that team and the supplier's area (this applies to new tasks only). Note that the Stakeholders page is sorted by team and name, so the person who receives tasks is the one added first, which isn't always the one shown first.

If a supplier's tier changes and checklist items are missing, the record offers "Add n tier checklist item(s)".

Adding your own task

On a supplier record (Summary › Tasks), type a title such as "Collect SOC 2 bridge letter", choose a process (Other by default), an assignee and a due date (7 days ahead by default) and select "Add". Sourcing events have the same box.

The attention list

SupplierVault checks every record and raises an item when something needs action. These appear in "Do these first" and "Everything that needs attention" on the Dashboard, and red ones also appear in the bell. Items are red (act now), amber (attention) or blue (for information), and are ordered by type first:

1. Money and fraud: bank details, penny tests, sanctions, disputed invoices
2. Deadline: notice and renewal deadlines, offboarding end dates, overdue obligations
3. Blocked: blocked tasks, late escalations, issues without a plan, requests waiting for sign-off or approved but not ordered
4. Review: everything else

Then red before amber before blue, then the nearest deadline. Some common items and their triggers:

Selecting an item opens the supplier at the right section (bank items open Payments & accounts, notice items open the contract section, and so on). Items for modules you've switched off are not shown. Every article in this help centre lists the items its page can raise.

The notifications bell

The bell in the top bar shows a count (9+ above nine). Open it to see:

• Needs action now: up to 5 red attention items. When "Show work for" names a person, only items on suppliers they manage, plus items not tied to a supplier.
• New since you last looked: up to 30 items, newest first: new tasks, forms submitted for approval (to the team that approves them), forms rejected, activity on suppliers you manage (not your own actions), and purchase requests waiting for sign-off.

Select "Mark all as read" to clear the "new" list. This is remembered in your browser, so on another computer or phone you'll see the items again. If there's nothing: "You're up to date."

The calendar feed

Each person can subscribe to a private calendar of their key dates in Outlook, Google or Apple Calendar. It updates by itself.

1. Open the account button (top right) and go to the You tab, then Calendar feed.
2. Select "Create my calendar link". Any older link stops working.
3. Select "Open in Outlook or Apple Calendar" or "Add to Google Calendar", or "Copy link". In Outlook on the web: Calendar › Add calendar › Subscribe from web, then paste the link.

The calendar ("SupplierVault · your organisation") contains all-day events for:

Suppliers being offboarded, and contracts where notice is served or the renewal is agreed, are left out. The feed follows your area access. Calendar apps check for changes about every 6 hours.

Related

• The Dashboard
• Stakeholders and templates
• Contracts, renewals and notice periods
• Account and security