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Workflow Template

Supplier Enquiry Contact Form Workflow

Manages public website supplier enquiry submissions end-to-end: captures a short contact form, confirms receipt by email/SMS, uses AI to categorise the enquiry and assess procurement relevance, assigns it to the right procurement owner for review and response, closes the enquiry, sends a closure confirmation, and requests brief feedback a day later.

Supplier enquiries from your website often pile up in a shared inbox, get triaged manually, and take days to reach the right procurement owner. This workflow captures the enquiry, confirms receipt by email and SMS, uses AI to categorise it and assess procurement relevance, routes it to a human review step when confidence is low, and either closes irrelevant enquiries with a feedback request or assigns relevant ones to a procurement owner for response. Procurement teams and ops managers run it as-is or customise the routing logic to match their org structure.

Business Outcomes

  • Helps cut manual triage time on inbound supplier enquiries
  • Supports faster routing of relevant enquiries to the right procurement owner
  • Reduces missed or lost enquiries with automatic confirmation and status tracking
  • Improves response consistency with structured closure and feedback steps
  • Frees procurement staff from sorting irrelevant enquiries out of the inbox

Workflow Steps

Steps

  1. 1
    Create Supplier Enquiry Recordcreate record

    Registers the incoming supplier enquiry as a record.

  2. 2
    Set Status to Newupdate record

    Marks the enquiry as newly received.

  3. 3
    Send Confirmation Emailsend email

    Sends an immediate confirmation email to the submitter.

  4. 4
    Check if Phone Number Provided

    Routes to SMS confirmation only when a mobile number was supplied.

    phone_number: ""→Send Confirmation SMS
    Default→Categorise Enquiry
  5. 5
    Send Confirmation SMSsend sms

    Sends a confirmation SMS when a mobile number is provided.

  6. 6
    Categorise Enquiryai classification

    Uses AI to categorise the type of supplier enquiry.

  7. 7
    Check Classification Confidence

    Routes low-confidence classifications to human review.

    _ai_clf_classify_enquiry_needs_human_review: "true"→Manual Category Review Task
    Default→Persist Enquiry Category
  8. 8
    Manual Category Review Taskcreate task

    Procurement team manually reviews and sets the enquiry category.

  9. 9
    Persist Enquiry Categoryupdate record

    Saves the AI-determined category onto the record.

  10. 10
    Assess Procurement Relevanceai decision

    Uses AI to determine whether the enquiry is relevant to current procurement needs.

  11. 11
    Check Relevance Confidence

    Routes low-confidence or explicit human-review outcomes to a manual relevance check.

    _ai_decision_assess_relevance_needs_human_review: "true"→Manual Relevance Review Task
    _ai_decision_assess_relevance_decision: "Needs Human Review"→Manual Relevance Review Task
    Default→Persist AI Relevance Outcome
  12. 12
    Manual Relevance Review Taskcreate task

    Procurement team manually determines whether the enquiry is relevant.

  13. 13
    Persist Manual Relevance Outcomeupdate record

    Saves the manually determined relevance outcome to the record.

  14. 14
    Persist AI Relevance Outcomeupdate record

    Saves the AI-determined relevance outcome to the record.

  15. 15
    Route on Relevance Outcome

    Relevant enquiries are assigned to a procurement owner; irrelevant ones are closed directly.

    relevance_outcome: "Relevant"→Set Status to Relevant - In Progress
    relevance_outcome: "Not Relevant"→Close as Not Relevant
    Default→Set Status to Relevant - In Progress
  16. 16
    Close as Not Relevantupdate record

    Marks the enquiry closed as not relevant to current procurement needs.

  17. 17
    Send Closure Email (Not Relevant)send email

    Notifies the submitter that their enquiry has been reviewed and closed.

  18. 18
    Request Feedback (Not Relevant Path)request external input

    Sends a short feedback request to the submitter after closure.

  19. 19
    Assign Procurement Ownerassign user

    Assigns the relevant enquiry to the appropriate procurement owner for response.

  20. 20
    Respond to Enquiry and Record Outcomecreate task

    Procurement owner responds to the supplier and records the review outcome.

  21. 21
    Persist Review Outcomeupdate record

    Saves the procurement owner's review outcome and notes to the record.

  22. 22
    Route on Review Outcome

    Determines closure handling based on the procurement owner's decision.

    review_outcome: "Responded - Route to Onboarding"→Close Enquiry - Route to Onboarding
    review_outcome: "Responded - No Further Action"→Close Enquiry - No Further Action
    review_outcome: "Not Relevant"→Close Enquiry - Not Relevant After Review
    Default→Close Enquiry - No Further Action
  23. 23
    Close Enquiry - Route to Onboardingupdate record

    Closes the enquiry as reviewed; a suitable supplier is handed off to the separate onboarding process.

  24. 24
    Send Closure Email (Route to Onboarding)send email

    Confirms closure to the submitter and notes that their details are being progressed separately.

  25. 25
    Request Feedback (Onboarding Path)request external input

    Sends a short feedback request to the submitter after closure.

  26. 26
    Close Enquiry - No Further Actionupdate record

    Closes the enquiry as reviewed and responded to, with no further action required.

  27. 27
    Close Enquiry - Not Relevant After Reviewupdate record

    Closes the enquiry as not relevant following procurement owner review.

  28. 28
    Send Closure Confirmation Emailsend email

    Sends a closure confirmation email to the submitter once the enquiry has been reviewed.

  29. 29
    Request Feedback (General Path)request external input

    Sends a short feedback request to the submitter after closure.

  30. 30
    Persist Manually Reviewed Categoryupdate record

    Saves the manually determined category onto the record after human review.

  31. 31
    Set Status to Relevant - In Progressupdate record

    Marks the enquiry as relevant and in progress before assigning a procurement owner.

Fields

  • Contact Name*
  • Supplier / Company Name*
  • Business Email*
  • Phone Number (optional)
  • Products or Services Offered*
  • Short Message*
  • +5 more fields

Forms

Supplier Enquiry

6 fields

Data Views

Supplier Enquiries

company_name, contact_name, business_email, enquiry_category +2 more

Dashboard Widgets

Enquiry Pipeline SummaryEnquiries by Category

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 onboardingvendor selectionsupplier risk assessment

Similar Categories

finance procurementrisk management

FAQs

How do I set up this workflow for my team?

Publish the Supplier Enquiry Contact Form template inside assess.one and it's live immediately. You then customise the categorisation categories, confidence thresholds, and procurement owner assignments to match your team structure. No separate setup project is needed — the workflow runs as soon as you publish it.

What do I need before publishing this workflow?

You need a list of your procurement categories and the owners responsible for reviewing each one. It also helps to have your email and SMS sender details ready so confirmation messages go out under your organisation's name. Everything else is configured inside assess.one's builder.

How long does implementation take?

Publishing takes minutes. Once live, the workflow starts capturing and processing supplier enquiries right away — there's no multi-week rollout or external development work involved.

How does the AI decide if an enquiry is procurement-relevant?

The AI reviews the enquiry content and scores it against your defined categories and relevance criteria. If confidence is high, it proceeds automatically. If confidence is low, the workflow routes it to a manual review task so a person makes the final call before the outcome is recorded.

What happens when an enquiry is marked not relevant?

The workflow closes the enquiry, sends a closure email to the supplier, and schedules a brief feedback request a day later. This keeps the enquirer informed without requiring procurement staff to manually respond to every non-relevant submission.

Who needs access to this workflow in assess.one?

Procurement owners need access to review assigned enquiries and respond. Anyone doing manual category or relevance review also needs access to those specific review tasks. You control these permissions directly in assess.one when you set up the workflow.

Can I change the confidence thresholds for AI categorisation?

Yes. The confidence check steps are configurable, so you can set how confident the AI must be before it skips manual review. Lowering the threshold sends more enquiries to human review; raising it lets more enquiries pass through automatically.

Is there an approval step before an enquiry is closed?

Enquiries only close automatically when the AI relevance assessment is high-confidence and marks them not relevant. Anything uncertain goes to a manual relevance review task first, so a person confirms the outcome before closure and confirmation emails go out.

Can I customise the confirmation and closure messages?

Yes. Email and SMS content, timing, and triggers are all editable directly inside assess.one. You can adjust wording, branding, and the delay before the feedback request without needing any external tools.

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Create a free account and customise this workflow for your business.

Supplier Enquiry Contact Form Workflow | assess.one