Two optional extras keep people up to date without opening SupplierVault: a Monday email, Your week in SupplierVault, and posts to a Microsoft Teams channel. Both are included in every plan, and both are off until someone switches them on.
What the weekly email contains
It's sent on Monday mornings and lists:
- Waiting for sign-off: purchase requests waiting for sign-off, and suppliers waiting for the second of two go-live sign-offs.
- Notice deadlines in the next 30 days.
- Certificates and documents expiring in the next 30 days, and any already expired.
- Overdue tasks.
- Onboarding that has been going on for more than 14 days.
It only includes what the person (or the team mailbox) is allowed to see. If there's nothing to report that week, no email is sent. Every email has a one-click link to stop it, which works without signing in, and a link to your settings. Items in the email open the supplier or purchase request in SupplierVault after you sign in.
Switch it on for yourself
- Open the account button (top right) › You.
- Under Weekly email: Your week in SupplierVault, tick Email me "Your week in SupplierVault" every Monday. It goes to the email you sign in with.
- Select Preview what it would contain to see this week's list. The preview says "Nothing has been sent": it's only a preview.
If your organisation requires two-step sign-in or company sign-in only, the setting says: "Emails list supplier names and dates. Your organisation requires two-step sign-in for the app; emails can't enforce that." Opening an item from the email still asks you to sign in as usual.
This is separate from email reminders, which tell you about your own tasks and sign-offs as they come up.
Team mailboxes (admins)
An admin can send the weekly email to a shared mailbox, such as procurement@yourcompany.com:
- Open Account › Organisation › Weekly email to team mailboxes.
- Enter the mailbox address and choose what it covers: Whole organisation, or one team from Settings › Teams (a team mailbox only gets that team's suppliers).
- Select Add mailbox. It shows as Waiting for confirmation.
- We email a confirmation link to the mailbox. Nothing else is sent to it until someone with access to that mailbox opens the link and selects "Confirm this mailbox". This stops anyone signing up an address they don't control. Once confirmed, it shows as Active.
The confirmation email also has a Never email this address again link. If someone uses it, that address can't be added again by any organisation.
Some additions are refused, with a message saying why: an address that asked never to be emailed; during the free month, a mailbox that isn't on your own email domain; and too many confirmation emails (at most 3 to one address in 7 days, or 10 from your organisation in a day). Removing a mailbox and adding it again doesn't reset these limits.
If the confirmation email is lost, select Resend confirmation. Remove stops the emails straight away. If an email can't be delivered, the mailbox shows "last email failed" with the reason, and the date of the last email sent.
Microsoft Teams channel posts (admins)
SupplierVault can post to a Teams channel using a Teams workflow. Set it up once in Teams:
- In Teams, go to the channel, select More options (…) next to its name, then Workflows.
- Choose Post to a channel when a webhook request is received.
- Name it SupplierVault, choose the team and channel, then select Add workflow.
- Copy the link Teams shows you.
- In SupplierVault, open Account › Organisation › Microsoft Teams, paste the link, tick what to post and select Save.
- Select Send a test message to check it reaches the channel.
What can be posted:
- Sign-offs waiting: a purchase request, or a supplier ready to go live, when it starts waiting for sign-off.
- Monday summary: the same as the whole-organisation weekly email.
- Expiring soon: a certificate or notice deadline reaching 30 days.
Each post has a button that opens the item in SupplierVault, where people sign in as usual. Posts never include bank details.