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. |
|
Warranty Start Date Email Warranty End Date Email |
Purchasing Representative Contract Administrator Vendor |
Both Emails are triggered when their respective dates are reached. |
|
Contracts - Vendor Bond & Securities - Approved |
Purchasing Representative Vendor |
The document uploaded by vendor has been approved by the client. |
|
Contracts - Vendor Bond & Securities - Rejected |
Purchasing Representative Vendor |
The document uploaded by vendor has been rejected by the client. |
- Vendors are able to upload bid securities such as bonds into the contracts module as they would WSIB and Insurance forms into the tab called bonds & security.
- An Email notification will be sent automatically by the system based on workflow events
