Contracts Module - Notifications

Contracts Module – E-Mail Notifications:

The Contracts module is used to create, edit, and keep track of contracts following the closing and award of a bid. Some helpful features of the module include the ability for vendors to upload required documentation (such as insurance and WSIB certificates) directly into the system. The system sends out automatic e-mail notifications when certain milestones are reached. Below, is the overview of the types of notifications that get sent out.

E-Mail Name

Recipient

Send Prompt

90 Day Closing

Purchasing Representative

Contract Administrator

Contract is 90 days away from expiry date.

60 Day Closing

Purchasing Representative

Contract Administrator

Contract is 60 days away from expiry date.

30 Day Closing

Purchasing Representative

Contract Administrator

Contract is 30 days away from expiry date.

15 Day Closing

Purchasing Representative

Contract Administrator

Contract is 15 days away from expiry date.

7 Day Closing

Purchasing Representative

Contract Administrator

Contract is 7 days away from expiry date.

1 Day Closing

Purchasing Representative

Contract Administrator

Contract is 24 hours away from expiry date.

Closed

Purchasing Representative

Contract Administrator

Contract has closed – the contract expiration date has been reached.

User Specified Day

Purchasing Representative

Contract Administrator

Contract closing reminder - the day for this e-mail is custom set by the user.

Insurance – 30 Day Expiration

Purchasing Representative

Vendor

Insurance certificate will expire in 30 days.

Insurance – 7 Day Expiration

Purchasing Representative

Vendor

Insurance certificate will expire in 7 days.

Insurance – 1 Day Expiration

Purchasing Representative

Vendor

Insurance certificate will expire in24 hours.

Insurance – Expired

Purchasing Representative

Vendor

Vendor’s insurance certificate has expired.

Insurance – Rejected

Vendor

Vendor’s insurance certificate has been rejected by the client (example: invalid date on certificate).

Insurance – Approved

Vendor

Vendor’s insurance certificate has been approved by the organization.

Vendor Document – Approved

Vendor

The document uploaded by vendor has been approved by the client.

Vendor Document – Rejected

Vendor

The document uploaded by vendor has been rejected by the client.

WSIB/WSCSS/WCB/OSHA – 30 Day Expiration

Purchasing Representative

Vendor

Vendor’s WSIB/WSCSS/WCB/OSHA is set to expire in 30 days.

E-Mail Name

Recipient

Send Prompt

WSIB/WSCSS/WCB/OSHA – 7 Day Expiration

Purchasing Representative

Vendor

Vendor’s WSIB/WSCSS/WCB/OSHA is set to expire in 7 days.

WSIB/WSCSS/WCB/OSHA – 1 Day Expiration

Purchasing Representative

Vendor

Vendor’s WSIB/WSCSS/WCB/OSHA is set to expire in 24 hours.

WSIB/WSCSS/WCB/OSHA – Expired

Purchasing Representative

Vendor

Vendor’s WSIB/WSCSS/WCB/OSHA has expired.

WSIB/WSCSS/WCB/OSHA – Approved

Vendor

Document uploaded by the vendor has been approved.

WSIB/WSCSS/WCB/OSHA -  Rejected

Vendor

Document uploaded by the vendor has been approved.

Other – 30 Day Expiration

Purchasing Representative

 

Document established by client as required for contract will expire in 30 days.

Other – 7 Day Expiration

Purchasing Representative

 

Document established by client as required for contract will expire in 7 days.

Other – 1 Day Expiration

Purchasing Representative

 

Document established by client as required for contract will expire in 24 hours.

Other – Expired

Purchasing Representative

 

Document established by client as required for contract expired.

Reminder Emails

Purchasing Representative

 

Reminder set on contract

New Insurance/Certificate/Vendor document uploaded

Purchasing Representative

Vendor has uploaded a new document into the contract.

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