Supplier Performance Review Workflow

What happens if the supplier disagrees with the review?

The supplier's response, including their agreement status and comments, is saved to the record when they submit the emailed form. This information is visible to the procurement manager during their review task, so their recommendation can take the supplier's comments into account. The disagreement itself doesn't block the workflow — it moves forward to manager review regardless.

What happens if the procurement manager doesn't respond within 5 days?

The task remains open and assigned to the procurement manager until they complete it, since the workflow waits for this step before moving on. The record's status stays at Manager Review and the task appears in the record's timeline and the manager's task list until it's actioned. There's no automatic reassignment built into this workflow, but the task can be reassigned manually by an admin.

Can this handle a recommendation that isn't Continue, Improve or Escalate?

Yes, the routing step includes an otherwise branch for any recommendation value that doesn't match Continue, Improve or Escalate. This means the workflow won't get stuck if the manager enters something unexpected. The otherwise path can be customised to route to a specific task or status depending on how a workspace wants to handle exceptions.

What if we need a different set of ratings or a fifth category?

The request form and rating fields can be edited directly in the workflow editor, or you can describe the change in plain English — for example, adding a fifth rating category or changing the scale. The overall score calculation step would need to be updated to reflect any new fields. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

Who is responsible for each task in this workflow?

The reviewer submits the initial request form and later completes an improvement actions task if the recommendation is Improve. The supplier contact responds to a form emailed to them without needing an account. The procurement manager records a recommendation and notes, and the head of procurement handles the escalation outcome task if the recommendation is Escalate.

What happens at the Improve vs Escalate decision point?

If the manager's recommendation is Improve, the status changes to Improvement Plan and the reviewer gets a task to record improvement actions and a target date, due in 5 days. If the recommendation is Escalate, the status changes to Escalated and the head of procurement gets a task to record the escalation outcome, also due in 5 days. If the recommendation is Continue, the workflow moves straight toward completion without either follow-up task.

What does the supplier see at the end of the process?

Once the status is set to Completed, the supplier contact receives an email with the final outcome of the performance review. This happens regardless of whether the path taken was Continue, Improve or Escalate, so the supplier always gets a closing communication. The details captured in the improvement or escalation tasks are saved to the record and reflected in the review's timeline.

Can multiple supplier reviews be tracked at once?

Yes, each submitted request form creates its own record with a unique reference number, status and timeline. Table views and dashboards show all reviews by their current status, so a workspace can see at a glance which reviews are in Manager Review, Improvement Plan or Escalated. This makes it easier to track multiple suppliers through the process at the same time without losing sight of any single review.

What information is kept for audit or reporting purposes?

The record's timeline tracks each status change, the ratings submitted, the calculated overall score, the supplier's response, and the values entered by the manager, reviewer or head of procurement at each task. Workspace activity is also logged. Each business should confirm its own record-keeping obligations against what this workflow captures.