How can I add or edit a supplier’s (preferred) contact person in the Evaluator?

What will you find in this article?

• Summary: The basics of managing supplier contacts.

• Requirements and target audience: What you need to manage contacts.

• Supplier overview: Accessing contact information.

• Contact overview: Adding new contacts and favorites.

• Editing existing contacts: Updating information.

• Frequently Asked Questions (FAQ): Questions about favorite contacts.

• Troubleshooting: What to do if a contact isn’t filled in automatically.

Summary

When conducting an evaluation, you select a recipient from a supplier’s available contacts. By marking a contact as a “favorite,” you speed up the process: this person is then automatically selected when submitting or publishing an evaluation.

Prerequisites and Target Audience

This article is intended for administrators and initiators responsible for keeping the supplier database up to date. Ensure that the supplier has already been added to your overview before you begin managing contacts.

Supplier overview

You manage contacts specifically per supplier from the central overview.

1. Go to the Suppliers overview.

2. Locate the relevant supplier in the list.

3. Click the icon with the three figures next to the supplier’s name. 

Contact Overview

On this screen, you can see who is currently associated with this supplier and add new contacts.

1. Click the Add Contact button.

1. In the pop-up, enter the contact person’s Name and Email address.

2. If desired, check the Favorite contact option.

   • Note: From now on, this person will automatically be entered as the recipient when publishing evaluations for this supplier.

3. Save the information.

Edit existing contacts

If details change or another person needs to be designated as the favorite, you can easily edit this.

1. Find the contact in the supplier overview.

2. Click the pencil icon next to the person’s name. 

3. Update the name, email address, or favorite status in the edit screen.

4. Save the changes.

Frequently Asked Questions (FAQ)

Question: Can I have multiple favorite contacts per supplier? Answer: The system is designed to automatically fill in one primary contact. Although you can save multiple contacts, it is recommended to mark the most relevant recipient as a favorite.

Question: Does the contact receive a notification immediately when I add them? Answer: No, adding a contact is purely for administrative purposes. The person will only receive a message once an evaluation is actually published to them.

Troubleshooting

• Symptom: When submitting a review, no recipient is automatically filled in.

  • Cause: No contact person has yet been marked as a 'favorite' for this supplier.

  • Solution: Go to the contacts (the three little people) via the supplier overview and edit the desired person to check the box next to "Favorite contact."