Completing Registration Questionnaires and To Do Tasks

Objectives

After completing this lesson, you will be able to:
  • State how to complete a To Do task in a supplier registration project
  • Fill out an external registration questionnaire on behalf of a supplier in an internal registration

Registration Questionnaires and To Do Tasks

A supplier registration project always includes, at minimum, an external registration questionnaire with an approval task. However, it may also contain one or more:

  • Internal questionnaires that users at your company fill out and submit to maintain information about the supplier specific to your organization’s business processes, including ERP profile information.

    Note

    Internal questionnaires don’t need to be associated with approval tasks. However, approval of an internal questionnaire can be a required or optional part of a new registration workflow.
  • External questionnaires that suppliers fill out and submit to provide information about their organization. In internal registrations, internal recipients fill out these external questionnaires on behalf of the supplier instead.

    Note

    Each external questionnaire must have an approval task. If you're using multiple external questionnaires, your registration process will have separate approval tasks for each.
  • To Do tasks that remind internal users to complete a project activity. To Do tasks can be standalone, meaning not associated with an internal questionnaire, or they can be associated with editing an internal registration questionnaire.

About Completing To Do Tasks in Supplier Registrations

Depending on how a supplier registration project is set up, the workflow may or may not contain To Do tasks. If To Do tasks are included, they can be required or optional. If a task is required, the task owner must mark the task complete before other task owners can complete other parts of the workflow.

If a To Do task is owned by a project group, all group members can mark it complete. The first project group member to do so becomes the completed task’s owner. If the To Do task restarts because of a registration update, task ownership reverts to the entire project group so all members can mark it complete again.

To Do Tasks Associated with Internal Questionnaires

You complete a To Do task associated with an internal registration questionnaire by filling out and submitting the questionnaire.

Note

For more information, see Filling Out an Internal Registration or Qualification Questionnaire.

Standalone To Do Tasks

Completing a standalone To Do task can involve verifying or signing off on information in the project or completing an activity outside the project, after which you mark the To Do task complete. You complete a standalone To Do task by manually marking the task complete in the Registration detail area of a supplier's profile.

Note

For more information, see Completing a Standalone To Do Task in a Supplier Management Project.

How to Fill Out an External Registration Questionnaire on Behalf of a Supplier in an Internal Registration

Use these steps if you’re the recipient of one or more external registration questionnaires in an internal supplier registration so that you can fill them out on behalf of the supplier.

Prerequisites

  • To edit and submit an external registration questionnaire on behalf of a supplier in an internal registration, you must be the registration project owner or the questionnaire recipient.
  • If you're not a member of the Sensitive Data Access group, to see and edit otherwise masked answers, the self-service configuration parameter Enable questionnaire recipients in internal registrations to see and edit otherwise masked answers must be enabled in your site.

Business Scenario

Supplier manager Amy Chen has assigned herself as the recipient of an external registration questionnaire for Protech International's internal supplier registration.

In this video, you’ll watch Amy fill out an external registration questionnaire on behalf of Protech International.

Steps

  1. Perform one of the following actions:

    • Choose the link in the notification e-mail and sign into your site.
    • Navigate to the Registration detail area of the supplier's profile, then choose More → View for the external registration questionnaire.

  2. On the questionnaire details page, choose Edit.

    Hint

    In some cases, external registration questionnaires can include questions with existing answers. These answers can come from an approved supplier request, a data import, or an integrated ERP system. When you first open the questionnaire, it takes a few moments for the system to load these answers, and during that time, the Edit button is temporarily disabled. If this situation occurs, refresh the page or navigate away and back again to see the updated questionnaire and active Edit button.

  3. Fill out the questionnaire as needed. If the questionnaire includes existing answers, you can edit them or leave them as is.

  4. Choose Submit.

Result

The approval task associated with the questionnaire task starts, and approvers approve or deny your answers. Your answers aren't added to mapped database fields or synchronized to an integrated ERP system until the registration is finally approved.

Next Steps

If the internal supplier registration is approved and the supplier has Registered status, you can update the questionnaires to which you've been assigned as needed.

If a registration manager invites the supplier to participate in the registration, access to the external questionnaires to which you've been assigned transfers to the invited supplier contact, and you can no longer edit them after that point.

Fill Out an External Registration Questionnaire on Behalf of a Supplier in an Internal Registration

In this exercise, you’ll fill out an external registration questionnaire on behalf of a supplier in an internal registration as the questionnaire recipient.

ExerciseStart Exercise

Steps

  1. Navigate to the Registration detail area of the Acme Business Solutions supplier profile.

    1. Open the supplier profile for Acme Business Solutions.

    2. Choose Registration in the left-hand navigation bar of the supplier’s profile.

  2. From the Registration detail area, choose More options → View for the external supplier registration questionnaire.

  3. On the questionnaire details page, choose Edit.

  4. Fill out the questionnaire using the following data:

    Field NameValue
    Do you agree to our Code of Conduct?No
    If you do not agree to our Code of Conduct, explain why.The supplier does not agree to be monitored.
    Bank Type (Bank Account)Domestic
    Country/Region (Bank Account)United States
    Bank Name (Bank Account)Comerica Bank
    Bank key/ABA routing number (Bank Account)111000753
    Account number (Bank Account)0123454321
    Country/Region (Tax ID)United States
    Employer ID Number (Tax ID)23-4567891

  5. Choose Submit.

  6. Choose Done.

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