Vendor Selection Workflow

What does this workflow record at each stage of vendor selection?

The record captures the initial submission details (business need, estimated value, selection criteria, candidate suppliers), the compliance officer's screening result and suppliers that passed, and the reviewer's commercial and capability scores, preferred vendor, and justification. It also tracks the procurement manager's approval decision and the record's status as it moves through Screening, Evaluation, Selected, or No Suitable Vendor. Every step is reflected in the record's timeline for later reference.

Who is involved in the vendor selection process?

The selection owner submits the initial request and receives email updates at key points. A compliance officer is assigned the task of screening candidate suppliers, a reviewer is assigned the task of scoring suppliers and recommending a preferred vendor, and a procurement manager is asked to approve the recommended vendor. Each of these tasks is assigned to a specific team member within the workspace.

What happens if no candidate suppliers pass compliance screening?

If the compliance officer records that none of the candidate suppliers passed screening, the workflow routes the record to a No Suitable Vendor status. The selection owner is then emailed to be notified that no suitable vendor was found. The screening result and any suppliers that did pass are still saved on the record.

What happens if the procurement manager rejects the preferred vendor?

If the procurement manager's decision is rejection, the workflow routes the record back to the reviewer task so evaluation can be redone, and this loop can run up to two times. The reviewer's updated scores, preferred vendor, and justification are saved on the record after each pass. Once the manager approves, the record moves to Selected status and the selection owner is notified.

How do we change this workflow to match our own vendor selection process?

A workflow can be adjusted by describing the desired change in plain English or by editing individual steps directly in the workflow editor. This makes it possible to add, remove, or reorder tasks such as additional screening checks or scoring criteria. Earlier versions of the workflow are kept, so changes can be made with a record of prior configurations.

How does the selection owner interact with this workflow?

The selection owner submits the initial request through a public request form, providing the business need, estimated value, selection criteria, and candidate suppliers. They receive email notifications at key milestones, including acknowledgement of their reference number, screening outcomes, and the final approved preferred vendor. They do not need an account to take part in any of these interactions.

Can the vendor selection workflow be used immediately without setup?

Yes, once published, a workspace can run the live vendor selection process straight away with no installation or development project required. Requests can be submitted through the public form immediately after publishing. Any later refinements can be made by editing the workflow's steps as needed.

What information is available on a vendor selection record for oversight purposes?

Each vendor selection request is a record with a reference number, a current status, and a timeline showing what has happened at every stage. Table views and dashboards display records grouped by status, such as Screening, Evaluation, Selected, or No Suitable Vendor. Workspace activity related to the record is also logged, supporting a clear view of process progress; each business should confirm this meets its own record-keeping obligations.