Enhancement Request - Notification to Vendor Manager When New Vendor Added

[JSteph]

I asked this question on a support ticket:

Is there any option to notify our Vendor Managers when a request for a new vendor has been submitted by a user? We're looking for something that triggers upon submission.

This is the response from Concur:

There is not an email notification to Vendor Managers when a new vendor request is submitted. When users may request new vendors in Concur, the best practice is for Vendor Managers to regularly monitor the queue in the Vendor Manager tool for User Requested Vendors.

[KevinD]

@JSteph did you submit this enhancement request through our CEI program?

[JSteph]

Can you please provide a link? I tried searching and all I can find is general information, no actual link to where you submit an idea.

[PoojaKumatkar]

Hi @JSteph ,

I think there is no direct solution for this. However, you can try below workaround:

1. Go to invoice approval workflow and add new step before vendor approval with below conditions. Done

Note - Please note that, it will trigger only basic email notification with some default text configured in workflow. Vendor manager will not receive any additional information related to the newly requested vendor. Upon receiving email they can go to the Vendor Manger section and see vendors pending for their approval. 

I have tried this solution in our internal sandbox and it is working as per my testing.

Testing:

1. Click on Invoice >> Create new invoice >> Request New vendor >> fill in all the required details 

2. fill in invoice header details

3. fill in line item details

4. submit invoice

5. vendor manager will receive email notification as shown below.

6. Vendor manager can open, save and approve vendors.

7. next approval process will happen as per defined workflow

8. Done

I hope it would help. 

Thanks!

[KevinD · Accepted solution]

@JSteph I found this response from one of our internal SME networks regarding your question:

"there is no automatic email before or after submit. If you set the email reminder for 1 day then the user(s) with the vendor manager role will receive an email reminder for the unapproved vendor, this is after submit. I understand your client requires the email immediately, one thing you might want to try is to move your vendor step up in your workflow and have an exception email sent if unapproved to the specified user with the vendor manager role, but again after submit. Before submit would have to be handled outside of Concur, you can create an audit rule for no unapproved vendors to be submitted with the instructions on the exception to manually notify the vendor manager, the vendor manager would then have to approve the vendor before they could submit."