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Workflow Template

Supplier Enquiry Contact Form Workflow

Captures supplier enquiries via a short website form, acknowledges the submitter by email (and SMS if a mobile number was given), assigns the enquiry to procurement for review against current needs, kicks off onboarding when relevant, and closes the enquiry with a final response email.

Supplier enquiries that land in an inbox often sit unread, get no reply, or never make it to procurement for a proper look. This workflow captures each enquiry through a short public form, sends an instant email acknowledgement (and SMS if a mobile number was given), assigns it to procurement for review against current needs, and closes it out with a final response email. Procurement runs the review step, and onboarding is kicked off automatically for enquiries marked relevant.

Business Outcomes

  • Faster acknowledgement of supplier enquiries with automatic email and SMS confirmation
  • Fewer enquiries lost or forgotten with a tracked status from New to Closed
  • Clearer procurement accountability with a due-dated review task and recorded relevance decision
  • Smoother handoff to onboarding for relevant suppliers without manual follow-up
  • Consistent closure communication so every submitter gets a final response

Workflow Steps

Steps

  1. 1
    Create Supplier Enquiry Recordcreate record

    Registers the submitted supplier enquiry as a new record.

  2. 2
    Set Status to Newupdate record

    Marks the enquiry status as New immediately after creation.

  3. 3
    Email Acknowledgementsend email

    Sends the submitter an acknowledgement email with their enquiry reference number.

  4. 4
    Check if Mobile Number Provided

    Branches depending on whether the submitter provided a mobile number.

    mobile_number: ""→Text Confirmation to Submitter
    Default→Set Status to Assigned
  5. 5
    Text Confirmation to Submittersend sms

    Sends a short SMS confirmation with the reference number to the submitter's mobile number.

  6. 6
    Set Status to Assignedupdate record

    Marks the enquiry status as Assigned before handing it to procurement for review.

  7. 7
    Procurement Review Taskcreate task

    Assigns procurement a task, due in 5 days, to review the enquiry against current procurement needs and record relevance and response.

  8. 8
    Save Review Outcome to Recordupdate record

    Persists the procurement team's relevance decision and response onto the record.

  9. 9
    Route on Relevance Outcome

    Routes to start supplier onboarding if the enquiry was marked Relevant now, otherwise proceeds directly to closure.

    relevance: "Relevant now"→Create Supplier Onboarding Task
    Default→Set Status to Closed
  10. 10
    Create Supplier Onboarding Taskcreate task

    Creates a fire-and-forget task for procurement, due in 5 days, to start supplier onboarding without waiting for it to complete.

  11. 11
    Set Status to Closedupdate record

    Marks the enquiry status as Closed prior to sending the final response to the submitter.

  12. 12
    Email Closure Noticesend email

    Emails the submitter that their enquiry is now closed, including procurement's response.

Fields

Show all 10 fields

FormSupplier Enquiry

  • Contact Name*· Text
  • Company Name*· Text
  • Business Email*· Email
  • Mobile Number· Phone
  • Category*· Choice
  • Products or Services Offered*· Long text
  • Short Message*· Long text

TaskProcurement Review Task

  • Relevance*· Choice
  • Response*· Long text

Other fields

  • Enquiry Status· Choice
  • Contact Name*
  • Company Name*
  • Business Email*
  • Mobile Number
  • Category*
  • Products or Services Offered*

Forms

Supplier Enquiry

7 fields

Data Views

Supplier Enquiries

contact_name, company_name, category, relevance +1 more

Dashboard Widgets

Enquiries by Status

Recommended integrations

Setup the following integrations to extend workflow capability.

  • Send SMS in the workflow

    Twilio logoTwilioAWS SNS logoAWS SNS

  • Send email in the workflow

    AWS SES logoAWS SES
supplier enquiry formvendor enquiry formsupplier contact formvendor contact formprocurement enquiry

Similar Workflows

Supplier Onboarding WorkflowVendor Selection WorkflowSupplier Risk Assessment Workflow

Similar Categories

Finance & ProcurementRisk Management

FAQs

How do I get this workflow live on our website?

The template is ready to use, so your workspace can publish it in minutes and start collecting enquiries through the public request form right away. There's no installation or development project needed. You just link to or embed the form and the workflow handles everything from there.

What information do we need to collect on the form?

The request form asks for Contact Name, Company Name, Business Email, Mobile Number, Category, Products or Services Offered, and a Short Message. Mobile Number is optional and determines whether the submitter also gets a text confirmation.

Who handles the procurement review step?

The Procurement Review Task is assigned to a team member in procurement, with a 5-day due date. The workflow waits for this task, and the person completing it records Relevance and a Response, both of which are saved to the enquiry record.

What happens if procurement marks an enquiry as relevant?

If Relevance is set to 'Relevant now', the workflow creates a Supplier Onboarding Task for procurement, due in 5 days. This task doesn't hold up the enquiry's closure — Onboarding Notes are recorded on the task itself, and the enquiry moves straight on to being closed and the submitter notified.

What does the submitter actually see and receive?

They get an acknowledgement email with their reference number right after submitting, an SMS confirmation too if they gave a mobile number, and finally a closure email once procurement's review is complete. The closure email includes procurement's response, so they know the outcome without needing an account or login.

Can we change the wording of the emails or SMS messages?

Yes. You can describe the change you want in plain English, or edit the message steps directly in the workflow editor. Earlier versions of the workflow are kept, so you can review what changed over time.

How is the status of an enquiry tracked?

Each enquiry is a record with a reference number, a status, and a timeline of everything that's happened to it. Status moves from New to Assigned to Closed, and table views and dashboards let you see enquiries grouped by status at a glance.

Can we add extra steps, like a second review or a different routing rule?

Yes. You can edit the workflow's steps directly in the editor, or describe the change you want in plain English and have it applied. This includes adding tasks, adjusting due dates, or changing what the relevance decision routes to.

Do submitters need to create an account to enquire or get updates?

No. Submitters interact entirely through the public request form and through emails sent to them, including the acknowledgement and closure notices. They never need to log in or set up an account.

What should we do about record-keeping for compliance purposes?

The workflow records each enquiry's status, the relevance decision, procurement's response, and a full timeline of activity on the record. Each business should check this against its own regulatory or record-keeping obligations, since the workflow itself doesn't determine compliance requirements.

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Supplier Enquiry Contact Form Workflow | assess.one