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Conga Support

Adding a Supplier Registration Type

Administrators create and design the types of supplier registrations that are used to evaluate prospective suppliers/vendors. An Administrator designs a supplier registration form by adding fields to the form in order to capture information for a prospective supplier so that their information can be evaluated before they are approved (or declined) as one of your organization's suppliers. The fields that an Administrator can add to a supplier registration type form include two system fields in the Company Profile (i.e., Company Type and Category), along with any additional fields that have been added to the profile.

Some supplier registrations types may involve "Requiring a Document Attachment" (shown below) to be provided or completed by a supplier/vendor during the registration process. Administrators are also responsible for identifying the Novatus user(s) who can approve each type of supplier registration.

Once a supplier registration type is added, the Novatus system generates a link, which Administrators must furnish to each supplier so that they can log into the Novatus Portal and complete the process of registering as a supplier.

  Before creating a supplier registration type that requires the supplier to complete an attached document, be sure to have the correct document template available and ensure it is in a format that can be edited (filled in) by the supplier. Documents in PDF format cannot be edited by most users.

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A

Navigation Toolbar

Click on Admin to display a menu, and select Supplier Registration Types to display the Supplier Registration Types browse screen.

Note: If the Supplier Registration Types link is not present, you do not have the permissions to use this feature.

B

New button

Click to display a screen that allows you to a new supplier registration type.

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C

Name field

Enter a name for the supplier registration type.

D

Description field

Enter a description for the supplier registration type. The supplier will be able to view your description.

Note: If the text you enter exceeds the viewing area of the field, click the Expand link to display a window that will allow you to view the text in its entirety.

E

Supplier Instructions field

Enter basic instructions for completing the form, including uploading documents and completing attached documents. Your instructions will appear at the top of the program screen under an "Instructions" heading and will be the first thing the supplier/vendor sees once they log into the Portal and finish providing basic information on their company.

Note: You can copy and paste instructional text into this field.

F

Approvers multi-select list

Select the Novatus user(s) that have the authority to approve this type of supplier registration. To select more than one approver, simply click on additional names. To de-select a selected approver, click on their name a second time.

G

Add Field button

Click to display an Add Field dialogue box, containing the Company Type and Category lists from the Company Profile, along with any additional fields that Administrators have added to the Company Profile.

H

Add Field dialogue box

Make a selection in the Field Type list, and click the Save button to add the new field to the supplier registration type form.

I

Form field

Click on the new field to select it, and display its properties in the Field Properties grid. A selected field is outlined with a red segmented line.

J

Field Properties grid

Provide and/or edit the information for the field, as needed:

  • Field Label - type over the existing text to change the name of the field.
  • Required list - change the selection, as needed. The "true" option makes the field required and the "false" option makes it optional.
  • Quick Tip - edit (or enter) instructional or informational text in the field. Users will see this text when they "mouse-over" the field.
  • Decimal Precision - this field is only present for a Currency field, and the number of decimal places can range from 0 to 5.
  • Parent Field - this field is only present for a Linked Combo Field or a Linked Multi-select Field, and allows you to select a different Combo List as the parent field for the linked field.
  • Person Filter - this field is only present for a Person Field, and allows you to change the function of the person named in this field.
  • Default Value - this field is only present for a Hyperlink field, and is used to automatically populate the field. For example, the supplier can provide the URL for their company website.

Note: The Field Type cannot be edited.

K

Possible Values field

If the field is a list, the Possible Values field displays in the grid with a "0" value. You must customize the list of selections for the field by clicking in the field to display a Possible Values dialogue box. If the Possible Values field is not in the grid, proceed to Step M.

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L

Possible Values dialogue box

Locate all the values you want to include for the field in the Available Values list, and click on each value to select it. Click on the image470.png icon to move all the selected values to the Selected Values list, and then click the Save button.

Note: To remove a selected value, simply click on it in the Selected Values list, and then click the image471.png icon to move it back to the Available Values list.

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M

Add Information Panel button

Click to insert an editable and movable field in the form, which allows you to create a heading that you can position in either Column 1 or Column 2.

N

Information Panel field

Click inside the field to select it. A selected field is outlined with a red segmented line and its properties display in the Field Properties grid.

O

Display Text field

Type over the default text (i.e., Please change the display text...) and enter a name for the column heading (e.g., MBW WBE DBE).

P

Style list

Make a selection (None, Exclamation, Information, or Bold) in the list to identify the way you want the column heading to display in the form.

Note: None - Text display is the default system text. Exclamation - Display is a pink background and an "!" icon. Information - Display is a blue background and an "i" icon. Bold - Text displays in a bold font style.

Note: You can delete an Information Panel by right-clicking on the field and selecting the button.

Q

Save button

Click to save your information and create a supplier registration type. The screen refreshes and displays an Attach Document button, and the system also generates a URL for the Novatus Portal in the Supplier Link field.

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R

Supplier Link field

The URL in this field will display the Novatus Portal login screen for this supplier registration type.

You must provide this URL to the supplier that you want to register using this type of supplier registration. Simply copy and paste the URL into an email message and send it to the supplier. Alternatively, you can place a link for the URL on your organization's website.

S

Attach Document button

Click if this registration type requires the supplier/vendor to attach one of their documents. This feature can also be used to upload a document or form that your company would like the supplier/vendor to download and complete. See Requiring a Document Attachment below.

Requiring a Document Attachment

Some supplier registrations may require the supplier/vendor to attach one of their own company documents, such as proof of insurance, during the supplier registration process. Other supplier registrations may require the supplier/vendor to fill out one of your company's documents or forms.

  • To request that the supplier/vendor attach one of their company documents, click the Attach Document button (shown above as Callout S) and proceed to "Requiring a Supplier to Provide Their Company's Document or Form" below.
  • To request that the supplier/vendor download, complete, and attach one of you organization's documents, click the Attach Document button (shown above as Callout S) and proceed to "Requiring a Supplier to Complete Your Company's Document or Form" below.
  • You can add as many document attachments as you like to a Supplier Registration Type.
Requiring a Supplier to Complete Your Company's Document or Form

In the example below, a form that the supplier/vendor is required to complete is being uploaded to the supplier registration type. The supplier/vendor would download the form, complete it, and then upload the completed form in the Novatus Portal.

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A

Name field

Enter a name for the document you are uploading for the supplier to complete.

B

Document Type list

Select the type of document you are uploading from the list of available selections.

Note: If the document type is not listed, use the Lists feature to add it.

C

Instructions field

Enter instructions for the document (e.g., Download the form by clicking on the hot link below, complete all portions of the form, and then upload the completed form by clicking the Upload button). Your instructions will appear under the name of the document in the Documents section of the Registrations program screen.

D

Require Document check box

Select if the supplier must attach this document before submitting the registration. This option is useful if you are requesting several types of documents to be uploaded to a supplier registration, and not all document types apply to all suppliers (e.g., minority certificates, small business licenses).

E

Include Template check box

This field is auto-selected by the system, resulting in the display of the File and Template Description fields.

F

Select button

Click to open a File Upload window that will allow you to navigate your computer's hard drive to locate the document or form you need. Select the correct file, and then click the Open button in the File Upload window to populate the File field.

G

Template Description field

Enter a description of the document or form (template) you are attaching.

H

Save button

Click to save your information and request the su

Requiring a Supplier to Provide Their Company's Document or Form

In the example below, the supplier is required to provide one of their company's documents, such as an insurance certificate, during the registration process by simply uploading the document in the Novatus Portal.

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A

Name field

Enter a name for the document you are uploading for the supplier to complete.

B

Document Type list

Select the type of document you are uploading from the list of available selections.

Note: If the document type is not listed, use the Lists feature to add i.

C

Instructions field

Enter instructions for the document (e.g., Upload a copy of your company's most up-to-date insurance certificate). Your instructions will appear under the name of the document in the Documents section of the Registrations program screen.

D

Require Document check box

Select if the supplier must attach this document before submitting the registration. This option is useful if you are requesting several types of documents to be uploaded to a supplier registration, and not all document types apply to all suppliers (e.g., minority certificates, small business licenses).

E

Include Template check box

Deselect the check box since you are requesting the supplier to upload one of their company's documents.

F

Save button

Click to save your information and request the supplier to complete the document attachment.