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How to Set Up an Automated Supplier Update Process in Prospeum

Prospeum Support Team
Updated

Introduction

This article guides you through the steps to configure and automate supplier update processes. You will learn how to request regular data updates from your existing suppliers by defining automated rules.

Prerequisites

  • You must have Administrator permissions to perform these actions.
  • At least one "Update Template" (update process) must already be created.

Step-by-Step Instructions

  1. Navigate to Administration: Click the Settings icon (gear) in the top right corner of the navigation bar to go to the Administration settings.

  2. Open Automated Policies: In the left menu, navigate to Supplier Management and click on the Supplier Updates sub-item.

  3. Add a New Rule: Click the Add Automated Update Process button in the top right.

  4. Define Basic Rule Data: In the side panel that opens, enter a descriptive Name and Description for your rule.
  5. Set the Update Cycle:
    • In the Cycle field, select the time unit for the process repetition (e.g., Years).
    • In the Cycle Size field, specify the frequency (e.g., "2" for every two years).
  6. Configure the Notification Cycle: Optionally, set the interval at which suppliers will be reminded if they do not respond. Select a time unit in the Notification Cycle field (e.g., Weeks) and the frequency in the Notification Cycle Size field (e.g., "1" for weekly reminders).
  7. Select Process Type and Template:
    • In the Process Type field, select the Data Update option.
    • In the Template Group field, select the desired, previously created update process (e.g., "Update Process 2022").

  8. Apply Filters (Optional): Click Filter to restrict the rule to a specific group of suppliers, for example, based on their classification.

  9. Save and Activate the Rule:
    • First, click the Create button to save the rule.
    • Open the newly created rule for editing again.
    • Toggle the Active switch to start the automation.
    • Save the changes.

Pro-Tips

  • Process Configuration: Creating and configuring a supplier update process (template) is technically identical to creating a supplier onboarding process. Detailed information can be found in the corresponding article.
  • Rule Activation: A newly created automated rule is inactive by default. It must be edited again after the initial save and explicitly activated for it to run.

Related Articles

  • [Placeholder: How to Configure a Supplier Onboarding Process]
  • [Placeholder: How to Manually Invite Suppliers to an Update Process]