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How do I use the built-in Automations within Supplier Approval

How do I change my Automation settings?

N.B. Only a user with Admin privileges can change the accounts settings. These users will have an additional “Settings” tile.

Click on the “Settings” tile. Choose the “Account Settings” view. Click the holding row to access your account’s setting data.

How do I control the chaser and reminder setting for each Supplier

Every Supplier has a Supplier Approval record. It contains a section that allows you to block the “chaser” and “reminder” functionality for the individual Supplier’s record.

Unticking the appropriate checkbox will exclude the Supplier from the automated chaser and reminder.

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Chasing for an Ingredient's Specification Documentation

The system will automatically send an email every 7 days after an Ingredient Supplier record is created if:

  • The option to chase is turned on within settings
  • The Spec Document status is “2) requested”, or “3) chased”
  • Specification Document Required is ticked

 

Options within settings:
Ticking the check box will enable Auto chasing. The system will endeavour to send the email to any technical contacts that are logged against the Supplier’s record. If no email address is found then it will send the email to the user who created the Ingredient Supplier record. You can override this logic by setting a specific email address within the settings. You can also override the default chase period of 7 days.

chasing-ing-spec-doc

The following screenshot shows an example record that is in the middle of Auto chasing the Supplier for a Specification Document

 

 

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Chasing for a Reponse to a Non Conformance

The system will automatically send an email after the Response Required By Date if:

  • The option to chase is turned on within settings
  • The Non Conformance status is “1) awaiting response”
  • The Reponse required by date has been set

 

Options within settings:
Ticking the check box will enable Auto chasing. The system will endeavour to send the email to any technical contacts that are logged against the Supplier’s record. If no email address is found then it will send the email to the user who created the Non Conformance record. You can override this logic by setting a specific email address within the settings.

The default chase period is 1 day for critical, 7 days for major, 28 days for minor severity. If no severity is set then it will be chased every 7 days. Recommendations are not chased by the system.

Use the settings to enable and disable the ability to send an email to the supplier upon Raising a Non Conformance and on Closing one. (n.b. Non Conformance Closed emails can optionally also be sent to internal team members)

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Chasing an SAQ

The system will automatically send an email every 7 days after the SAQ Sent On date if:

  • The option to chase is turned on within settings
  • Spec Document status is “1) waiting for response”, or “2) chased”

 

Options within settings:
Ticking the check box will enable Auto chasing. The system will endeavour to send the email to any technical contacts that are logged against the Supplier’s record. If no email address is found then it will send the email to the user who created the Suppplier Audit record. You can override this logic by setting a specific email address within the settings. You can also override the default chase period of 7 days.

chase-saq

The following screenshot shows an example record that will Auto chase the Supplier for the SAQ

saq-details

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Reminder of Supplier Audit expiry

The system will automatically send an email to the specified email address 4 weeks before the calculated expiry of an audit if:

  • The Supplier Approval record has “Chase Audit” ticked
  • The option to remind has a valid email address set within settings

 

Options within settings:
Setting an email address will enable a Auto reminder. The system calculates a pseudo expiry from the data entered in to the Audit record. The reminder email is sent to the specified address 4 weeks before the calculated Expiry. You can also override the default reminder period of 4 weeks.

remind-supplier-audit

The following screenshot shows an example Audit record that will Auto remind on 19th November 2018.

audit-details

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Reminder of Supplier Accreditation expiry

The system will automatically send an email to the specified email address 4 weeks before the expiry of an accreditation if:

  • The Supplier Approval record has “Chase Accreditation” ticked
  • The option to remind has a valid email address set within settings

 

Options within settings:
Setting an email address will enable a Auto reminder. The system uses the Expiry date of the Accreditation record. The reminder email is sent to the specified address 4 weeks before the Expiry date. You can also override the default reminder period of 4 weeks.

remind-supplier-accred

The following screenshot shows an example Accreditation record that will Auto remind on 27th January 2017.

accreditation-details

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Reminder of Upcoming Supplier Review

The system will automatically send an email to the specified email address 4 weeks before the next Supplier Review is due if:

  • The Supplier Approval record has “Supplier Review Due Reminder” ticked.
  • The option to remind has a valid email address set within settings

Options within settings:
Setting an email address will enable a Auto reminder. The system uses the due date of the previous Review. The reminder email is sent to the specified address 4 weeks before the due date. You can also override the default reminder period of 4 weeks.

 

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Reminder of Upcoming Supplier Risk Assessments

The system will automatically send an email to the specified email address 4 weeks before the next Risk Assessment is due:

  • The Supplier Approval record has “Supplier Risk Assessment Dure Reminder” ticked
  • The option to remind has a valid email address set within settings

Options within settings:
Setting an email address will enable a Auto reminder. The system uses the date the previous risk assessment was finished and adds an appropriate number of months to calculate the due date. The number of months added depends on whether the Supplier’s current Risk rating is Low risk or not. Low risk companies dewfault to 24 months, whilst Not Lol risk default to 12 months. These values can be altered within the settings section.

The reminder email is sent to the specified address 4 weeks before the Expiry date. You can also override the default reminder period of 4 weeks.

 

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Reminder of Ingredient Risk Assessments

The system will automatically send an email to the specified email address 4 weeks before an Ingredient Risk Assessment is due:

Options within settings:
Setting an email address will enable a Auto reminder. The system uses the Due date of the last Ingredient Risk Assessment. The reminder email is sent to the specified address 4 weeks before the Due date. You can also override the default reminder period of 4 weeks.

The system will attempt to set an appropriate Due date once you have completed and verifed the Risk Assessment. Use the options in settings to override the defaults of:
Very High – 6 months, High – 12 months, Medium – 18 months, Low – 24 months

 

 

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Reminder of Supporting Document Expiry

The system will automatically send an email to the specified email address 4 weeks before the calculated expiry of a supporting document if:

  • The Supplier Document has a status of “Current”.
  • The option to remind has a valid email address set within settings

Options within settings:
Setting an email address will enable a Auto reminder.  The reminder email is sent to the specified address 4 weeks before the calculated Expiry. You can also override the default reminder period of 4 weeks.

 

 

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Please email us at support@agilechilli.com