Launch & Use a Workflow
Alex Johnson avatar
Written by Alex Johnson
Updated over a week ago

Which of Vendr's products is this article applicable to?

Applicable

  • Vendr 2.0

Not Applicable

  • Freemium

  • Premium Intelligence

  • Premium Procurement

Guest Users

Launch a Workflow from your Home page

  1. Login to your Vendr account

  2. From your Home page, click the [+] "Submit a new purchase" button

  3. Answer the questions you're prompted with (you'll see each question one at a time)

  4. After answering all the intake questions, click "Submit". This will kick off the Workflow

  5. Assigned User completes each step

    1. Once a Workflow is launched, it will proceed through the steps in the Workflow.

      Click on the step in the Workflow diagram to see the details of that step pop-out in a sidebar on the right side of the screen.

    2. As each step is completed (by whomever it is assigned to), the next steps in the process will become unlocked and whoever is assigned to that step will get an email notification (or a slack notification, if you've setup our integration for Slack).

    3. Guest User vs. Admin User

      • Guest Users will only be able to interact with the Workflow steps they're specifically assigned to.

      • Admin users will be able to interact with all the steps in the Workflow, regardless of who the step is assigned to.

  6. Negotiation Strategy Step

    1. If the Workflow you're in was launched from a Workflow Plan that allows for a choice of whether or not you want Vendr Involvement as part of the procurement process, when you get to the Negotiation Strategy step, whoever is assigned to the step will have to make that choice:

      • Involve Vendr

      • Don't involve Vendr

    Vendr Involvement

    Custom Products & Products that aren't in Vendr's Catalog

    Vendr involvement can only be selected for a Workflow for SaaS Products that are already part of Vendr's Catalog (ie., the Product shows up on the Explore page).

    This means two things:

    1. You cannot request Vendr involvement for Custom Products

    2. If there's a SaaS Product that you'd like to request Vendr involvement for during a Workflow, it must be added to Vendr's Catalog before you launch the Workflow.

    To get a SaaS Product added to Vendr's Catalog, please reach out to [email protected] and we'll get that done for you in a jiffy.

    Warning! If you don't complete this step properly, Vendr won't actually be notified

    More detail will be provided about each step in the step-by step instructions below, but there are a couple key details to be aware of:

    • All the questions in the sidebar in this step need to be completed in order for the task to be submitted and for Vendr to be notified

    • There are 3 questions in total, but each question only appears once the previous question has been answered

    $5,000 Contract Value minimum for Vendr Involvement

    The purchase amount of the Product you're trying to buy must be $5,000 or more in order to qualify for Vendr involvement.

    First, select [Yes] in the sidebar as the answer to the "Does your organization want a Vendr SaaS Consultant to assist with this purchase?" question.

    Then answer the following questions in the sidebar (each question will appear as the previous question is answered):

    1. How much do you expect this will cost you?

      • Vendr can only help if the purchase amount is above $5000

    2. What is your deadline for this purchase?

      • Note: Deadlines under 15 business days will only be eligible for Vendr background support

    3. Does your organization want a Vendr SaaS Consultant to assist with this purchase?

      • Select either Supplier-facing negotiations or Background Support

    4. (Optional) Enter a Sales contact name and Sales contact email (ie., the name and email of the sales contact at the Supplier)

    5. Click the purple Continue button at the bottom of the sidebar - depending on which option you selected for Vendr involvement, the button will either say Continue with supplier-facing negotiation or Continue with Vendr background support

    Once you click Continue, two things happen:

    On your end, the Workflow will automatically move down the Vendr involvement path:

    1. Negotiation Strategy step will be marked complete

    2. No Vendr involvement path will be locked and minimized

    3. Vendr involvement path will be unlocked and highlighted

    On Vendr's end, we'll be notified of the need for involvement, the correct person(s) will be assigned to your Workflow, and you'll be notified and introduced via a comment in the Workflow itself.

    Who gets assigned?

    Who gets assigned is based on the type of involvement you chose:

    • For Supplier-facing negotiations, you'll be assigned both a SaaS Consultant and a Procurement Operations Specialist.

    • For Background support, you'll only be assigned a SaaS Consultant.

    Communication in a Workflow

    You can @mention "@vendr" in Workflow comments only after a Vendr SaaS Consultant has been assigned to your Workflow.

    See the Communication in a Workflow help article for more detail.

    No Vendr Involvement

    This option is straightforward:

    • Click the Negotiation Strategy step in the Workflow diagram

      1. Select [No] in the sidebar

      2. Click the Continue with no Vendr involvement button that appears

    • Workflow automatically continues down the No Vendr involvement path

      1. Negotiation Strategy step will be marked complete

      2. Vendr involvement path will be locked and minimized

      3. No Vendr involvement path will be unlocked and highlighted

  7. Complete the Workflow

    • The last step in the Workflow is the Final Purchase step.

    • This can only be completed once all other steps in the Workflow have been completed.

    • Completing this step not only completes the Workflow as a whole, but also adds either a Contract or a Subscription to your Contracts page (you choose which).

    • Note: Final Purchase is often the final step, but doesn’t have to be if your procurement process has more steps after the Contract (eg., invoice received, invoice paid).

    Add a Contract

    The following fields are required in order to add a Contract; all other fields are optional:

    1. Choose the Contract option in the Final purchase step in the Workflow diagram.

    2. Product - the Product should be automatically filled-out, based on the initial Product selected when the Workflow was launched.

    3. Total contract value

    4. Contract start date

    5. Contract end date

    6. Contract owners - default option is whoever is assigned to the Final Contract Workflow step

    7. Click the Create contract button

    Add a Subscription

    The following fields are required in order to add a Subscription; all other fields are optional:

    1. Choose the Subscription option in the Final purchase step in the Workflow diagram.

    2. Product - the Product should be automatically filled-out, based on the initial Product selected when the Workflow was launched.

    3. Start date

    4. Billing frequency - monthly or annual

    5. Billing amount

    6. Subscription owners - default option is whoever is assigned to the Final Purchase Workflow step

    7. Click the Create Subscription button


Admin Users

Workflows work exactly the same as the process outlined above for Guest users, with two exceptions:

  1. First, while Guest users can only interact with Workflow steps they've specifically been assigned, Admin users can interact with all Workflow steps, regardless of who the step is assigned to.

  2. Second, you've got two other ways to launch a Workflow besides from your Home page:

    • Launch a Renewal workflow from a Contract

    • Launch a Workflow from the Workflows page

Launch a Renewal Workflow from a Contract

  1. Go to the Contracts page and click into a specific Contract

  2. Click the "Start renewal workflow" button

  3. Answer the questions you're prompted with (you'll see each question one at a time)

  4. After answering all the intake questions, click "Submit". This will kick off the Workflow

Launch a Workflow from the Workflows page

  1. Go to the Workflows page and click the "Start a workflow" button

  2. Answer the questions you're prompted with (you'll see each question one at a time)

  3. After answering all the intake questions, click "Submit". This will kick off the Workflow

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