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Release Notes for VendorInsight 10.0.0

Production Date: July-10-2024

Description of Release: Major Release

VendorInsight - Task Automation Platform (TAP) Integration Enhancements

In our ongoing commitment to improve VendorInsight(VI)-TAP Integration, clients can now utilize new features to create and update contracts directly from TAP via API integration. To support these features, we have now enhanced our ‘Setup TAP Connections’ page to support most of the contract abstract fields and also added new sections and events.

Enhancements to Setup TAP connections page
  • Trigger Events: Two new trigger events to support Create Contract and Update Contract have been added.
  • Data Field Mapping: We have added two new columns to capture Section and Required in data field mapping.
  • New fields for VendorInsight dropdown: The scope of fields have been enhanced to support most of the contract abstract fields.
  • Field type is automatically selected based on the VendorInsight dropdown option.
  • For every new connection, the system will also be creating a Connection ID and this can be used to send data from TAP to VI.
  • Data flow direction: From VI to TAP or in both directions.

Setup Tap Connection.PNG

Create Contract

Users can now create contracts directly from TAP. The following validations have been added in Setup TAP connections page for Create Contract event:

  • Trigger Event: 'Create Contract'.
  • All mandatory fields are automatically displayed.
  • Only the TAP to VendorInsight data flow direction is available.
Update Contract
  • Trigger Event: 'Update Contract'.
  • By default, a mandatory field row is displayed with the 'VendorInsight' field as ‘Workflow Request Id’ for 'Data Field Mapping'.
  • Users can add a single document field, and the 'VendorInsight' field for data flow directions is displayed as 'Upload Contract' by default.
Initiate workflow from VendorInsight for Update Contract

After completing the setup in Setup TAP connections page, users can now initiate workflow to update contracts from VI. To do this the user will have to click on Initiate Workflow in TAP on the Contract Abstract page at the top right corner. Users also have the option to select the workflow after clicking on the link. This link will be enabled only under the following conditions.

  • Available only for TAP users.
  • Available for  Active Contract only.
  • At least one ‘Update Contract’ event is present, and the Connection status is set to ‘ON’.
  • Visible to all the users with edit/view access to the contract.
  • Available only for SELF and DUAL companies.
  • Trigger event: 'Update Contract'.

Initiate TAP workflow.png

PCM Reference Link
  • New fields have been added.
  • Trigger Event: ‘PCM Reference Link’.
  • By default, a mandatory field row is displayed with the 'VendorInsight' field as ‘Workflow Request Id’ for 'Data Field Mapping'.
  • ‘Trigger Event’ and ‘Event Type’ drop-downs are displayed for the TAP to VendorInsight dataflow direction.
Data Type Validations 

To ensure data integrity, prevent errors, and maintain consistency, data type validations have been added for the Update Contract (bi-directional) as well as the Create and Update Contract functions for TAP to VI. These validations cover the following types of fields:

  • Mandatory fields.
  • Interdependency fields.
  • Configuration fields.
Auto populate certain field values from Vendor Insight to TAP

To save user’s time and reduce manual effort, system will auto populate certain fields from VendorInsight to TAP as mentioned below:

  • Vendor, Vendor Class, Owner, Vendor Management Officers (VMO), Department, Affiliate, Risk Related Data like Responsibility Center, User-defined Risk, and Residual Risk Rating (3 Tier and 5 Tier).

New Audit page for VI-TAP Integration

To view the history and details of connections between VendorInsight (VI) and TAP, a new Audit Log page has been added to the Setup TAP Connections UI. This page includes details such as Connection Name, Workflow ID, Workflow Request ID, Dataflow Direction, Contract Name, Trigger Event, Initiated On, Initiated By, Status, and an option to View Details. Additionally, there is an option to export this data to Excel, available both for individual and for all connection levels.

Audit Log.png

Updates to the Vendor Questionnaires UI

Users now have the option to add or send multiple questionnaires to multiple vendor contact/user using two newly introduced buttons called Add Contact and Add Questionnaire within the "Vendor Questionnaire" UI in ‘Vendor Records’. Users can choose whether all contacts complete the questionnaire sequentially or concurrently. However, these buttons will not be visible if the user attempts to add more than five contacts or ten questionnaires, respectively.

Add contract.png

To ensure consistent communication with multiple team members, an optional Email Instructions text box has been added under the 'Edit Questionnaire' section.

Email Instructions.png

Vendor Questionnaires List Page Updates
  • Records are now organized based on the questionnaires sent to multiple users.
  • An arrow symbol indicates sub-rows.
  • Users can access records and questionnaires by clicking on the questionnaire link.
  • Pending status questionnaires are prioritized at the top, while completed ones are moved to the bottom.
  • When the 'Show Filter' option is used for search, the list page will display without any sub-rows.
Process Vendor Questionnaire Page Updates
  • Users now have an option to change the requestor by providing edit access to the Requestor field without affecting the questionnaire. This allows users to update the requestor for all respondents for a particular instance of the questionnaire.
  • Upon clicking the edit button, a popup window will be displayed with a dropdown of Requestor, an information icon, and a text box for the Reason for Change to facilitate the audit logging. 

Change of requestor.png

  • The updated Requester details will  be displayed on the 'Vendor Questionnaire List' page.
  • The Resend Questionnaire workflow option page has been updated by displaying the similar instructions that are provided on the 'Tools - Edit Questionnaire' page.

User Interface(UI) Updates

The following are the UI Enhancements/Improvements:

Filter options.PNG

contract delete.png

Contract History.png

Setup Vendor Request Form

Reports Section Updates

To display the history of changes made by the requestor and respondent, a new standard report called the Audit Trail Report has been added within the 'Vendor Questionnaires'. This report will be visible to Admin and VMO users.

Audit Trail report.png

To view the owner type for all additional contract owners, a new dropdown called  Contract Owner Type has been added to the "Contracts - Multiple Contract Owners" report with the following options: Primary, Executive, Organization, Department, and All. This dropdown will be inactive when a specific contract owner is selected.

Contract owner type.PNG

Archived Document Search section update

To view archived, deleted, and denied contract documents, a new filter option called Archived By has been introduced on the 'Archive Document Search' page within the 'Tools' section. If the data is unavailable, it will display 'NA'.

archived by.png

Contract-Level Documents Report
  • Added new columns including Created Date, Expire Date, and Affiliate.
  • Improved column arrangement for better clarity.
  • Expanded Document Sort dropdown options to include Vendor Name, Document Name, Document Type, and Expiration Date.