Onboarding Workflow

The supplier organization Onboarding module is a supplier/vendor facing tool that allows you to managed documents in the VMS without relying on outside tools (email, cloud storage). Using the Onboarding module presents a series of screens to the supplier document manager that displays the status of required and optional documents as they move through the onboarding process. Because the system only keeps current versions, the risk of incorrect version storage is greatly reduced.

Documents that flow to the Onboarding module are created at the MSP organization level in the Supplier Documents section (see Agreements and RFI Documents), and flow to the supplier organization assigned to a client organization, defined by country. You trigger the Onboarding process from the supplier level, where the document is specific for that supplier organization to that client organization's defined country. Documents are defined as:
  • Contracts
  • RFI Documents

The process is managed by MSP users with the 'Contract Management' permission on their user account. This allows them to manually trigger the onboarding process by sending documents to the Supplier Primary Contact user for review, and/or signing and remittance. The MSP users (validators) review the documents as they flow back to the MSP organization and sign off on the documents. Once the onboarding is complete, the supplier organization can have their service line agreements created.

In addition to interacting with documents in the Supplier view, documents can be routed to DocuSign®, where an integration allows users (supplier and MSP organization) to electronically sign any documents. The system keeps track of the documents and their statuses.

General Onboarding Workflow

Onboarding begins when an MSP user with the correct permissions accesses the supplier documents section (Configuration > Supplier tab > Supplier Documents > Supplier Documents > Client Country) for that supplier organization. See Trigger Supplier Document.

The MSP user clicks and selects the documents to send. The Supplier Primary Contact user is notified via email that onboarding has begun, and is prompted to log in and begin reviewing the documents.

Note: The Exit to Homepage and Don't remind me options only appear for supplier organizations that have completed onboarding for another client organization or country for the same client organization. These options are used to skip the onboarding workflow pages and access the Supplier view.

If a supplier organization is onboarding for multiple client organizations, a tile view appears on the welcome page. The supplier selects the client organization by clicking .

After the Supplier Primary Contact selects a client (if onboarding for multiple clients) they review the welcome page information and click . A summary page opens with all documentation that needs to be reviewed, downloaded, signed, and/or uploaded.

Note: Documents that have been routed for electronic signature do not appear in this view. Suppliers are notified via email.
Each document that the supplier needs to take action on appears on this screen. The status of the document is displayed, along with a timestamp for the last action that set the status. Some documents might require repeat action, for example, a document has been rejected because a certification date has passed (expired document). A blue action button appears for each document row. Suppliers can take the following actions:
  • - Document upload is required. Clicking this button opens the upload popup.

    Browse for a file, or drag and drop the file to the popup area. The popup displays upload progress.

  • - Document has been received and reviewed by the supplier user.
  • - Supplier has completed all required actions.

Once the supplier has completed all of the actions, the validation team for the MSP organization completes the onboarding and activates the supplier organization's service line agreements.