Action Item: Change Request

Should an entity's information require updating, a "Change Request" can be actioned to do so.

There are 2 types of Change Requests:

1) Internal Change Request: a person from your organisation who has the necessary rights to do so, will action a change by updating the vendor's details internally (i.e. will not send a Change Request to the vendor to complete externally).

To note here, is that any changes made through an Internal Change Request will go through an internal approval process, and only once the second approver has approved the changes, will the vendor's details be updated in the master vendor data list.

By selecting the "Internal-only change request" checkbox, an internal change request form will appear.

2) External Change Request: a form is sent out to the vendor to update required information externally. To trigger

In order to trigger the sending of the invite to the vendor, you will populate the fields below with the vendor representative's details who will be responsible for updating the information. Ensure that the "Internal-only change request" checkbox is unticked.

The external Change Request form has a field in which you can input the sections that you require the supplier to update. In the "Sections to Update" field, you will select these sections from a drop down list.

Removing or adding sections from the "Sections to Update" will customise the information and questions asked in the external Change Request form that the vendor will need to complete and update.

There is an Email Message box in which you can type a customised message which will be displayed in the email which is sent to the vendor requesting details to be updated.

Insert the message to appear on the body of the invite email and select "Preview email to send to entity" to view what the vendor will receive on their end once the invite is sent out.

 

Once the vendor completes the Change Request form and has updated the necessary information, the form will be sent back to you, and will then go through the usual internal approval process.

Only once the second approver has approved the changes, will that supplier's details be updated in the master vendor data list.

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