1. Navigating to the Vendor Management page

Click on the Vendor Management menu on the left navigation panel.

Fig: 1 - Vendor Management menu

The following screenshot displays the Vendor Management screen, with its sections rendered as blank by default. The page lists the actions that are needed by your organization in the system for vendor management.

Fig: 2 - Vendor Management page

2. Understanding the Vendor Management page elements

Refer to the following screenshot which is marked with numerical values that correspond to the below stated points.

Fig: 3 - Understanding the Vendor Management page

You can click on the below card header labels to navigate to the respective sections.

1. 1

   Vendors by Risk Tier

   Displays vendors grouped by risk tier for quick risk-level analysis.
2. 2

   Vendors by Category

   Shows vendors categorized by their assigned category for better segmentation.
3. 3

   Upcoming & In Progress Assessments

   Lists assessments that are scheduled or currently in progress for tracking. A Needs Review section below it shows any assessments that require attention or remediation prior to its completion.
4. 4

   Vendors Grid View

   Provides a tabular view of vendors with key details for easy navigation. Contains search bar and filters for better usability.
5. 5

   Pagination

   Enables navigation across multiple pages of vendor records efficiently.
6. 6

   Creating a New Vendor

   Allows users to add new vendor records to the system. Created vendors can be assigned assessments.
7. 7

   Creating Vendor Assessment

   Enables initiating a new assessment for selected vendor and employee. Assessments can be set for manual or automated AI-assisted workflow.
8. 8

   Viewing Completed Vendor Assessment

   Provides access to completed assessments for reporting and reference.
9. 9

   Rescheduling Vendor Assessment

   Allows users to modify the schedule of vendor assessments which are past its starting date.

2.1. Vendors by Risk Tier

---

A pie chart representation denotes up to three different tiers of any existing vendor risk status. The total count of vendors belonging to the organization is displayed at the center. The vendor risk tiers are High Risk, Medium Risk and Low Risk.

Fig: 4 - Vendors by Risk Tier visualization

To facilitate ease of application usage, unique color coding is implemented for each of the vendor risk tiers. High Risk is red, Medium Risk is orange and Low Risk is green.

Hover your mouse pointer over any section of the pie chart to load applicable color-coded tooltip over that section. It displays the count of vendors belonging to that risk tier or category.

You can also notice that the associated risk type legends are present at the bottom of the pie chart. Small colored bars corresponding to the same color of the legend items are displayed, so that the user can easily understand which types are present.

2.2. Vendors by Category

---

A bar chart representation shows the existing categories of the created vendors. It plots the vendor categories versus the number of vendors. The count of all the vendor categories are displayed at the ends of the bar depictions.

Hover your mouse pointer over any bar chart to load applicable color-coded tooltip over that. It displays the count of vendors belonging to that category.

Fig: 5 - Vendors by Category tooltip getting displayed over bar chart on mouse pointer hover

2.3. Upcoming & In Progress Assessments

---

The Upcoming & In Progress section lists out the various assessments which are to be performed at the given time or are to be initiated soon.

Fig: 6 - Upcoming Assessments section view

You can click on the refresh icon at the top-right to reload the vendor assessments displayed in this Upcoming & In Progress section.

The section header has a View More button to view a grid view of all such vendor assessments. You can use the Action column vertical ellipsis icon to toggle the menu options and start the assessment, provided the necessary permissions are granted to your user account.

Notice that the vendor name is displayed in the view when vendor assessment(s) populate this section, followed by the color-coded status of the vendor assessment and its assigned due date of completion.

An eye icon is present after it. Click on it to load a modal view to view the details of the assessment. But the assessment cannot be started from here.

Fig: 7 - Modal view

A Begin button is present to initiate the vendor assessment.

A Resume button is present to continue submitting the vendor assessment.

Fig: 8 - Buttons to initiate and continue with the assessment

The following modal window loads. There are two tabs - Manual and AI with the number of assigned vendors displayed in parenthesis beside the labels.

Fig: 9 - Loaded modal window

The following columns are present to display the related data in either tab of the loaded modal window:

1. 1

   Vendor Name

   Displays the name of the vendor assigned to perform this assessment, helping users identify the responsible party quickly.
2. 2

   Contact

   Shows vendor contact name(s), preceded by a circular color-coded icon indicating whether the contact is an active user or not yet enrolled.
3. 3

   Actual Start Date

   Displays the date when the vendor assessment began. Blank if the assessment has not started.
4. 4

   Actual End Date

   Displays the date when the vendor assessment was completed. Blank if the assessment is still in progress.
5. 5

   Status

   Shows the current status of the vendor assessment for quick progress tracking.
6. 6

   Action

   Contains the vertical ellipsis icon that reveals applicable row-context menu options such as Edit, View, or Delete.

You can find a refresh icon (beside the close icon) at the top-right. Click on it to reload the data displayed in this modal window. A notification labeled as Data refreshed successfully can be seen once it is done.

Fig: 10 - Refreshing the data of the modal window when the AI prefill is going on

2.3.1. Inviting the Vendor while Beginning Assessment

---

1. Click on the Begin button against any vendor assessment listed on the Upcoming & In Progress Assessments section.

Fig: 17 - Begin button

2. Next, the Action column vertical ellipsis icon to toggle the menu options and click on the Invite context menu option. The system will trigger an email containing the invite link and the button to navigate to the login page.

Fig: 18 - Invite option

3. A success notification can be seen at the top.

Fig: 19 - Success notification

4. An email also gets triggered to the registered email addres. Here is the view of the invitation email.

Fig: 20 - Triggered email view

2.3.2. Beginning the Assessment

---

1. As vendor admin or similar role user, you can click on the Begin button against any vendor assessment listed on the Upcoming & In Progress Assessments section. A Resume button is present to continue submitting the vendor assessment which was started earlier but was not completed.

Fig: 21 - Buttons to initiate and continue with the assessment

If you are assigned vendor then you can login, access the company, find the assessment in the My VDD page and click on the View Details menu option toggled from the vertical ellipsis icon of the Action column.

2. The following modal window loads in either case to display the vendor details such as the name, starting date, ending date, status etc. and contains an Action column. There are two tabs - Manual and AI with the number of assigned vendors displayed in parenthesis beside the labels.

Fig: 22 - Loaded modal window

3. Click on the status tag (for example: the Not Started button in the below image) to load the assessment page.

Fig: 23 - Not Started button

4. The following page loads to display the questionnaire of the vendor assessment.

Fig: 24 - Assessment response page

5. The left panel lists out selectable sections of questions that are to be responded to. You can see how many questions have been answered in comparison to the total number of questions of that category. Refer to the following screenshot.

Fig: 25 - Number of questions answered preview

6. The right panel loads out questions which belong to the selected category or section. The vendor must provide responses to all questions. Proceed to complete the questions of each category/section one by one.
7. Click on the Submit button to record the completed assessment.

Fig: 26 - Submit button of vetting info

You can click on the Save Draft button to store responses to the partially filled-up assessment. The page closes and the status of the assessment changes to In Progress, while the button label changes from Begin to Resume.

8. Get redirected to the Vendor Management screen if you are the Vendor Admin, or the My VDD page if you are the assigned Vendor.

In the Vendor Management screen, as the Vendor Admin you can notice that the entry has shifted from the Upcoming & In Progress Assessments section to the Needs Review section if there are any red flagged responses that need remediation.

Fig: 27 - Entry shifts to the review section

2.3.3. Inviting the Vendor while Reviewing Assessment

---

1. Click on the Review button at the right side of an Upcoming Assessments entry.

Fig: 28 - Review button

2. A modal window loads to display the vendor details such as the name, starting date, ending date, status, etc. and contains an Action column. Click on the vertical ellipsis icon to load the Invite context menu option. Click on it to trigger the email containing the invite link and the button to navigate to the login page.

Fig: 29 - Invite option

3. A success notification can be seen at the top.

Fig: 30 - Success notification

4. An email also gets triggered to the registered email addres. Here is the view of the invitation email.

Fig: 31 - Triggered email view

2.3.4. Reviewing a Completed Assessment with Red Flagged Responses

---

1. Click on the Review button at the right side of a Needs Review section entry. A Click here to review the assessment tooltip can be seen when you hover your mouse pointer over this button.

Fig: 32 - Review button

2. A modal window loads to display the vendor details such as the name, starting date, ending date, status, etc. and contains an Action column.

Fig: 33 - Modal view

3. Click on the status button (for example: the Remediation button in the above image) to load the assessment remediation page.

Fig: 34 - Remediating a flagged assessment

4. Click on the Resolve button against each red flagged response to provide your resolution.
5. A modal window loads to obtain your confirmation. Click on the Resolve button to confirm.

Fig: 35 - Resolve button loads confirmation prompt

The Resolve button label changes from Resolve to Unresolve. You can click on it again to undo your resolution.

6. Notice that the progress percentage is displayed as 100% completed at the top-left. Click on the Finalize button at the bottom-right to complete the assessment review.

Fig: 36 - Finalize button

7. A modal window loads to obtain your confirmation. Click on the Finalize button to confirm.

Fig: 37 - Finalize confirmation modal window

8. Get redirected to the Vendor Management screen. You can notice that the entry has been removed from the Needs Review section.

Fig: 38 - Entry removed from the Needs Review section

The entry post-remediation can be found in the Completed Assessments page.

Fig: 39 - Entry visible in the Completed Assessments page

2.4. Vendors Grid View

---

The Vendors grid view lists out all the existing vendors of your organization.

Fig: 50 - Vendors grid view

The following columns populate the grid view:

1. 1

   Vendor Name

   Shows the name of the vendor for easy identification.
2. 2

   Status

   Displays the vendor due diligence status as seen in the Status column of the Vendors grid. For example:

   1. Not Reviewed – Created vendor has this initial status. It can remain so if assessment is assigned to this vendor and that assessment is not yet started, or is in progress.
   2. Not Approved – Assessment exists for the vendor and it is in remediation stage.
   3. Approved – Does not have any pending assessments associated with him / her or have all the vendor assessments completed (without any current red flags)

   Status can change dynamically based on pending assessments.
3. 3

   Documents

   Displays the total count of active documents for the vendor. Includes an info icon beside the column header that shows an Active Documents tooltip on hover.
4. 4

   Last Vetted

   Shows the date (month, day, year) when the vendor was last vetted.
5. 5

   Risk Score

   Displays the numerical risk score calculated by the system.
6. 6

   Risk Tier

   Shows color-coded risk tiers: Low, Medium, and High for quick risk assessment.
7. 7

   Action

   Contains row context menu options: Edit, View, and Delete for managing vendor records.

2.4.1. Search Facility

---

The vendor search functionality transforms the Vendor Management page into a more efficient and user friendly workspace. The Vendors section contains the following two filters Due Diligence Status and Risk Tier, along with a search bar and reset icon. The search bar in the Vendors grid view now allows users to search for existing vendors by typing either the full name or just part of it, making it easier to find records even when exact details are not known. The search query is executed on only the Vendor Name column data and no other column data.

Fig: 51 - Filter options

Here is the view of the dropdown options of the Due Diligence Status filter. Select any one option to filter out matching results.

Fig: 52 - Due Diligence Status filter options

Here is the view of the dropdown options of the Risk Tier filter. Select any one option to filter out matching results.

Fig: 53 - Risk Tier filter options

Enter text in the search bar to quickly find existing vendors. As users input text in this new search bar, results update dynamically without requiring a page reload, delivering a smooth, uninterrupted search experience. This real time responsiveness not only saves time but also keeps the focus on the task at hand. The following image shows a sample results view populating the grid based on the search criteria set.

Fig: 54 - Filtered results view

When no matching vendor is found, the system displays a clear 'No matching records found' message, eliminating uncertainty and helping users quickly decide their next step. The following image shows the view when there is no fetched data to populate the grid view, based on the search bar text input and the filters set.

Fig: 55 - No results view

You can click on the reset icon to remove any text input made in the search bar, reset the report filters to the default state and reload the vendors grid view entries.

2.4.2. Row-context Menu Options

---

Click on the ACTION column vertical ellipsis icon to reveal the two row-context menu options Edit, View and Delete.

Fig: 56 - Context menu options

2.4.2.1. Editing Vendor Details

---

To edit details about any listed vendor, click on the expanded row-context menu option labeled as Edit.

Fig: 57 - Edit option

Next, proceed through each of the three stages of the vendor details view - which are as follows: VENDOR DETAILS, CONTACT DETAILS and VENDOR DOCUMENTS. You can make necessary changes to the respective field values or details which are already present. Click on the Next button to proceed to the next stage. On the final (third) tab, click on the Submit button once done. All the changes made will be saved.

The following images show these three stages:

Fig: 58 - First stage

Fig: 59 - Second stage

Fig: 60 - Third stage

You will get redirected to the Vendor Management screen after you click on the Submit button and a success notification will be displayed at the top.

Fig: 61 - Success notification

2.4.2.2. Viewing Vendor Details

---

To view details about any listed vendor, click on the expanded row-context menu option labeled as View.

Fig: 62 - View option

The following modal window titled as Vendor Information loads to display the relevant details.

Fig: 63 - Modal view

The following dataset are presented (if available). These have been explained in brief below.

1. Vendor Details
2. Contact Details
3. Vendor Documents

A. Understanding the Vendor Details section

1. 1

   Vendor Company

   Displays the name of the vendor company for easy identification.
2. 2

   Last Vetted Date

   Shows the date when the vendor was last vetted to track compliance.
3. 3

   Category Name

   Indicates the category assigned to the vendor for classification.
4. 4

   Phone

   Displays the vendor's contact phone number for quick communication.
5. 5

   Address

   Shows the vendor's registered address for reference.

B. Understanding the Contact Details section

1. 6

   First Name

   Displays the first name of the contact person.
2. 7

   Last Name

   Displays the last name of the contact person.
3. 8

   Email

   Shows the email address of the contact.
4. 9

   Work Phone

   Displays the work phone number of the contact.
5. 10

   Primary

   Indicates if the contact is the primary point of contact.
6. 11

   Active

   Shows whether the contact is active or not enrolled.

C. Understanding the Vendor Documents section

1. 12

   Summary

   Displays the text which was entered in the Summary field of the VENDOR DOCUMENTS tab during the vendor creation or editing
2. 13

   Contract Type

   Displays the option which was selected in the Document Type dropdown of the VENDOR DOCUMENTS tab during the vendor creation or editing
3. 14

   Effective On

   Displays the date which was set in the Effective Date field of the VENDOR DOCUMENTS tab during the vendor creation or editing
4. 15

   Valid Till

   Displays the date which was set in the Expiration Date field of the VENDOR DOCUMENTS tab during the vendor creation or editing
5. 16

   # Attachments

   Displays the total count of attachments successfully uploaded in the VENDOR DOCUMENTS tab during the vendor creation or editing
6. 17

   Action

   Contains the down arrow icon by default, which can be used to reveal the document details. When the document details are toggled, the arrow icon changes to an up arrow icon.

Fig: 64 - Vendor Documents section of Vendor Information modal window

Clicking on the down arrow of the ACTION column reveals the document(s) details in the following columns.

1. 1

   File Name

   Shows the filename or attachment title for easy identification.
2. 2

   File Size

   Shows the estimated size of the attachment provided.
3. 3

   Upload Date

   For reference it shows the date on which the attachment was uploaded.
4. 4

   Uploaded By

   Shows the username of the person who provided the document.
5. 5

   Action

   Contains the appropriate icons for performing actions on the file.
6. 6

   Active

   Contains a slider to toggle the document as active or inactive. Active documents can be processed by AI during vendor assessment prefillings.

Each file row entry can be toggled, enabling users to download or preview the document depending on its type, without having to navigate away from the modal. The design is responsive, ensuring fast load times and optimal usability.

Fig: 65 - Vendor Documents section expanded view showing document details

Here are some of the additional functionalities of this modal window:

• The ACTION column contains the eye icon which can be used to view the file contents
• The ACTION column contains the download icon which can be used to save a local copy of the file
• The ACTION column contains the delete icon which can be used to remove the previously uploaded file (check the below NOTE section for more info)
• The ACTIVE column contains the slider to keep the file active or inactive
• The up arrow icon can be clicked on hide the revealed document / file details
• The expand icon at the top-right of the modal window can be used to toggle the width of this modal window between default size and fullscreen size

2.4.2.3. Deleting Vendor Details

---

To remove any listed vendor, click on the expanded row-context menu option labeled as Delete.

Fig: 70 - Delete option

The system will first check whether there are any active assessments. If yes, the system will not permit the vendor deletion operation and the following tooltip will get displayed at the top.

Fig: 71 - Cannot delete tooltip

However, if there are no active assessments assigned to this vendor, the system will permit the vendor deletion operation after obtaining your confirmation. The following confirmation modal loads. Click on the Yes button to proceed to delete the vendor.

Fig: 72 - Confirmation prompt modal

After you provide your confirmation, the modal window closes, the vendor gets removed from the grid view and the following success notification gets displayed at the top. The vendor counts of the graphical representations as well as the number of vendors displayed in the grid view get updated (reduced) accordingly by one. The deleted vendor cannot be restored.

Fig: 73 - Success notification of vendor deletion

2.5. Pagination

---

Pagination options are provided at the bottom for ease of access to the vendors list view.

Fig: 74 - Pagination options

2.6. Creating a New Vendor

Let us assume that you have navigated to the Vendor Management page. Click on the Add Vendor button at the top right of the Vendors section.

Fig: 75 - Add Vendor button

There are three stages labeled as follows: Vendor Details, Contact Details and Vendor Documents. Each stage has been briefly described in the following sub-sections.

Fig: 76 - Adding new Vendor

2.6.1. Step #1 - Providing Vendor Details

Enter the requisite vendor basic information to provide necessary details in the Vendor Details tab:

1. Enter an appropriate name for the new vendor in the Vendor Name field. Validation is employed in the name of the vendors.
2. Enter an appropriate number to contact the new vendor in the Phone field. Validation is employed in the field such that it cannot be left blank as it is a mandatory field.
3. Select a Category dropdown option.

Fig: 77 - Category options

4. Select a Risk Tier dropdown option.

Fig: 78 - Risk Tier options

5. Enter an appropriate address of this new vendor in the Vendor Address field. Validation is employed in the field such that it cannot be left blank as it is a mandatory field.
6. Select the Country dropdown option. It is an optional field. Currently, only USA and Canada dropdown options are provided.

Fig: 79 - Country option

7. Select the State dropdown option. It is an optional field. This field gets enabled after the Country dropdown option is selected.

Fig: 80 - State options

8. Select the City dropdown option. It is an optional field. This field gets enabled after the State dropdown option is selected.

Fig: 81 - City options

9. Enter an appropriate zip code of the vendor in the Zip Code field. Validation is employed in the field. The entered field value should be a valid 5-digit code.
10. Click on the Next button (at the bottom right) to proceed to the second stage.

Fig: 82 - Next button to proceed

2.6.2. Step #2 - Providing Contact Details

Enter the contact information (as stated below) to provide necessary details in the Contact Details tab:

Fig: 90 - Adding new Vendor Contact

1. Enter the email address for the new vendor contact in the Email field. It is a mandatory field.
2. Enter the first name for the new vendor contact in the First Name field. It is a mandatory field.
3. You may enter the middle name for the new vendor contact in the Middle Name field. It is an optional field.
4. Enter the last name for the new vendor contact in the Last Name field. It is a mandatory field.
5. Select a Contact Type dropdown option.

Fig: 91 - Contact Type

6. Enter an appropriate work number in the Work Phone field. The field data is pulled from the previous tab (if present). Validation is employed in the field.
NOTE: When adding a new vendor, you cannot specify an invalid work phone number. The system will prompt the following tooltip - Phone should be a valid number.

Fig: 92 - Work Phone required to be valid tooltip



7. Enter the vendor contact mobile number in the Mobile Number field. It is an optional field.
NOTE: When adding a new vendor, you cannot specify an invalid mobile phone number. The system will prompt the following tooltip - Mobile Phone should be a valid number.

Fig: 93 - Mobile Phone required to be valid tooltip



8. Enter an appropriate address as the place of the contact in the Vendor Address field. The field data is pulled from the previous tab (if present).
9. Select the Country dropdown option. It is an optional field. Currently, only USA and Canada dropdown options are provided. The field data is pulled from the previous tab (if present).

Fig: 94 - Country option

10. Select the State dropdown option. It is an optional field. Although the field data is pulled from the previous tab (if present), it can be modified or removed. If the field data is removed, this field gets enabled after the Country dropdown option is selected.

Fig: 95 - State options (when Canada is selected as Country)

11. Select the City dropdown option. It is an optional field. Although the field data is pulled from the previous tab (if present), it can be modified or removed. If the field data is removed, this field gets enabled after the State dropdown option is selected.

Fig: 96 - City options

12. Enter an appropriate zip code of the vendor in the Zip Code field. The field data is pulled from the previous tab (if present). Validation is employed in the field.
NOTE: When adding a new vendor, you cannot specify an invalid zip. The system will prompt the following tooltip - Phone should be a valid number.

Fig: 97 - Zip code validation

`
13. Enter an appropriate email address as the vendor contact info in the Email field. Validation is employed in the field.
NOTE: When adding a new vendor, you cannot specify an invalid email id. The system will prompt the following tooltip - Email should be valid.

Fig: 98 - Email validation



14. While adding multiple contacts, you need to select the Primary Contact? slider against any one contacts to assign that contact info as the primary one.
15. Click on the + Add Contact button (button label updates to Add Entry after first addition) (at the bottom left) to add the specified contact information. You can add multiple entries. The latest entries get added above the previous ones in the Entries grid view.

Fig: 99 - + Add Contact > Add Entry button to proceed to add the contact as per the specified details



16. The specified contact information gets listed in the grid view under the following columns.
    • FIRST NAME
    • LAST NAME
    • WORK PHONE
    • CONTACT TYPE
    • EMAIL
    • COUNTRY
    • STATE
    • ACTIVE?
    - displayed as NEW to indicate that the primary contact is newly added
    • PRIMARY?
    - displayed as Yes or No to indicate whether it is the primary contact information or not
    • ACTION
    - contains the row context menu options - Edit menu option to modify the specified info, the Delete option to remove the added info and a greyed-out De-Activate option for setting a contact to deactivated status. During editing, the field values get populated as per the selected entry, and the Add Entry button label changes to Update Entry. You need to click on it to confirm any changes made.

    Fig: 100 - Context menu options

17. Click on the Next button (at the bottom right) to proceed to the third stage.

Fig: 101 - Next button to proceed

2.6.3. Step #3 – Providing Vendor Documents

Enter the vendor document information below to provide necessary details in the Document Details tab:

Fig: 105 - Adding new Vendor Document

1. Enter the applicable summary in the Summary field. It is a mandatory field.
2. Select a date from the calendar selection popup of the Expiration Date field to set the expiry date. It is a mandatory field.

Fig: 106 - Expiry Date

NOTE: Validation is employed to ensure that the set expiration date is greater than or equal to the specified effective date.

Fig: 107 - Date validation



3. Enter an appropriate number of days of the notice period for contract renewal in the Contract Renewal Notice period (in days) field. Validation is employed in the field. It is a mandatory field.
NOTE:



1. When adding, you cannot make an invalid entry - whether it is a fraction or a character. The system will prompt the following tooltip - Intimation Days should be an integer.

Fig: 108 - Days integer validation when fraction is entered

Fig: 109 - Days integer validation when normal or special character is entered

2. You also cannot make an entry of zero or a negative number. The system will prompt the following tooltip - Contract Period cannot be negative or zero.

Fig: 110 - Days negative or zero validation

3. The system will prompt the following tooltip - Contract Period should be less or equal to number of days between Effective and Expiration Dates if the date range of the previous two date fields is lesser than the value specified in this field.

Fig: 111 - Contract period duration validation



4. Select a Document Type dropdown option. It is a mandatory field.

Fig: 112 - Document Type

5. Select a date from the calendar selection popup of the Effective Date field to set the effective starting date. It is a mandatory field.

Fig: 113 - Effective Date field calendar view

6. Upload attachment(s) using the Attachments > Click to upload file button. It is a mandatory field.


NOTE: The document(s) which are uploaded here as attachments will be used and consumed by the AI for auto-responding to the assigned vendor assessment. AI responds to those vendor assessment questions automatically which can be answered on the basis of the dataset present in the vendor attachments.


7. Click on the Add Document button (at the bottom left) to add the specified information. The label changes to Add Entry.

Fig: 114 - Add Document button to proceed

NOTE: You can proceed to add a document entry only if all the field validations are met. Otherwise, the system will prompt appropriate validation tooltip below the associated fields.

Fig: 115 - Field validations employed



8. The specified document related information gets listed in the grid view under the following columns.
   • SUMMARY
   • DOCUMENT TYPE
   • EFFECTIVE DATE
   • EXPIRATION DATE
   • NOTIFY PERIOD (IN DAYS)
   • NO OF ATTACHMENTS
   • ACTION
   - contains the two row context menu options. The Edit option can be used to modify the specified info, while the Delete option to remove the added document info. Hence, you can modify document details or provide a new or different attachment, as well as remove any already added document details.

   Fig: 116 - Context menu options of an added document

9. Click on the Submit button (at the bottom right) to create this new vendor.

Fig: 117 - Submit button to create vendor

Get redirected to the Vendor Management page where a success notification gets prompted at the top. You can find the new vendor getting listed in the grid view of the Vendors section.

Fig: 118 - Created vendor visible in Vendors list

2.7. Creating Vendor Assessment

Let us assume that you have navigated to the Vendor Management page and clicked on the New Vendor Assessment button at the top right (to proceed to create a new assessment for your organization).

Fig: 119 - New Vendor Assessment button

The following image depicts the Assessment Details tab that loads.

Fig: 120 - Getting to the Assessment Details tab

2.7.1. Step #1 - Providing Assessment Details

Enter the vendor assessment-specific details here in the Vetting Details section. The following fields are present in this tab:

1. 1

   Vetting Title

   Shows the set assessment name.
2. 2

   Description

   Optional text to specify any applicable vendor assessment description, providing context and notes for reviewers.
3. 3

   Start Date Of Review Period

   Specifies the assessment starting date. Use this to define when the review window opens and activities can begin.
4. 4

   End Date Of Review Period

   Displays the assessment ending date. This determines when the review window closes and no further responses are accepted.
5. 5

   Assessment Due Date

   Specifies the due date by which the assessment must be completed and submitted. Typically aligned with internal compliance timelines.

Perform the following activities to provide necessary details in the Assessment Details tab:

1. Enter a suitable assessment name in the Vetting Title field. It is a mandatory field as the assessment will be displayed in the system using this name. You cannot enter special characters here.
2. You may enter a suitable assessment description in the Description field. It is an optional field.
3. Choose the date on which the vendor assessment is to be scheduled to begin from. Click on the Start Date field to load the calendar and make a date selection accordingly. You can only select an upcoming calendar date and not a past date. The calendar date is by default set to the current date.
4. Similarly, choose the date on which the assessment is intended to be completed. Click on the End Date field to load the calendar and make a date selection accordingly. You can only select an upcoming calendar date and not a past date and the date must be later than the assessment start date. The calendar date is by default set to the current date.


NOTE: The assessment Start Date must be earlier than the assessment End Date. Otherwise, the system will prompt the tooltip - Start Date cannot be greater than End Date.

Fig: 121 - Start Date cannot be greater than End Date tooltip



5. Click on the Next button to proceed to the Template Selection tab.

Fig: 122 - Next button to proceed

2.7.2. Step #2 - Selecting Assessment Template

Here is the view of the Template Selection tab after navigating to it.

Fig: 124 - Template Selection tab view

Proceed to choose a template. It can either be a pre-built system assessment template or a custom one, if already created. You can select only one template. A Selected label can be seen above the selected template type.

The following template is provided (at the time of writing this guide):

1. Vendor Management
• Vendor Management

Click on the Next button (at the bottom right) to proceed to the third stage.

Fig: 125 - Next button to proceed

2.7.3. Step #3 – Previewing Assessment Template

In the Template Preview stage, you can view assessment template questionnaires. Based on the template selected in the Template Selection stage, assessment questions are loaded in the third Template Preview stage. You can click on the various categories displayed on the left panel to preview the associated questions. A blue colored right arrow icon can be seen against the selected category. By default, the first category is selected on the left panel and its questions are displayed on the right panel.

Fig: 127 - Selected Template Preview

You cannot make any changes or inputs in this tab. Click on the Next button (at the bottom right) to proceed to the fourth stage.

Fig: 128 - Next button to proceed

2.7.4. Step #4 - Selecting Vendor & Employee

The Vendor and Employee selection tab allows users to select vendor and employees, searching for vendors or employees, and specifying miscellanous details for the assessment, such as mode, reporting, etc. When building assessments, users can select multiple vendors and contacts simultaneously, making it easier to manage complex compliance reviews. Users can apply bulk actions to enable or disable assessment modes, notifications, and reports across multiple vendors at once.

Fig: 129 - Vendor & Employee Selection tab view

1. Vendor selection

The existing active vendors get listed here. Each vendor entry now displays a document count, offering instant visibility into the materials available for evaluation. Proceed to select the left column checkbox against the vendors whom you wish to assign this assessment to. The top checkbox serves as a select all checkbox.

The main section displays a list of vendors with the following columns:

• VENDOR NAME: The name of the vendor.
• CONTACT NAME: Primary contact person for the vendor.
• CONTACT EMAIL: Email address of the primary contact.
• DOCUMENT COUNT: Number of active documents uploaded or associated with the vendor.
• ASSESSMENT MODE: Indicates how the assessment will be conducted (Manual or AI mode).

Use the search bar to find a specific vendor.

Fig: 130 - Searching for a listed vendor




2. Assessment Modes

After vendor selection via the checkbox, proceed to specify the mode of assessment for each selected vendor. Users can choose AI or manual mode per vendor, with AI mode restricted if no documents are uploaded to maintain accuracy. It clearly distinguishes between AI-driven assessments and manual evaluations, giving users confidence in the source of insights. For manual reports, unnecessary AI-generated risk scores and graphs are excluded, ensuring that the report content remains relevant, concise and tailored to human-led assessments.

• Manual: Select this option to perform assessments manually.
• AI: Select this option to allow the Vendor AI automatically respond to the assessment based on the active documents uploaded.

Fig: 131 - Assessment Modes




3. Notification Options

After assessment mode selection, proceed to specify the notification options for each selected vendor. Communication is streamlined through configurable notifications and report settings per contact, ensuring updates reach the right people.

• Green tick icon (Yes): Select this option to trigger email to the selected vendors when updates occur.
• Red cross icon (No): Select this option to prevent any email triggers.
• Use the vertical ellipsis icon beside the column header label to load the bulk selection options for either mode. Click to set the appropriate option for all the selected vendors at a go.

Fig: 132 - Notification Options




4. Send Report Options

After notification options selection, proceed to specify the report triggering options for each selected vendor. When enabled, it send the reports to the vendor after completion. The triggered email functionality is mentioned in the next section.

• Green tick icon (Yes): Select this option to trigger email to the selected vendors.
• Red cross icon (No): Select this option to prevent any email triggers.
• Use the vertical ellipsis icon beside the column header label to load the bulk selection options for either mode. Click to set the appropriate option for all the selected vendors at a go.

Fig: 133 - Send Report Options




5. Employee Selection

Click on the Select Employee button to proceed to select employees and specify the employee-level configurations.

Fig: 134 - Select Employee button

6. Perform similar actions here as specified above for the vendor. Close the modal window after you are done with the employee-level configuration.

Fig: 135 - Employee Selection modal window




7. Assessment Submission

Click on the Submit button to create this assessment. As displayed in the below image, multiple contacts of a vendor can be selected here.

Fig: 136 - Submit button

2.7.5. Accessing the Vendor-specific VDD page & Understanding Vendor Assessment Associated Email Triggering Functionalities

The assigned vendor can view the created vendor assignment which is assigned to him / her. It is visible in the My VDD page, as mentioned in the above note.

The vendor can perform submission of the assigned assessment after choosing the organization first and then finding the assessment and providing response to all of the questions. After submission, if the assessment requires any remediation, then that can also be performed by the vendor along with the ability to post public notes and attach relevant files. The following image provides an overview of such a process activity.

Fig: 139 - My VDD page submission and subsequent remediation by the assigned vendor

Understanding Vendor Assessment Associated Email Triggering Functionalities

---

1. An email will get triggered so that the assigned vendor is notified about this auto-response by the AI if Send Reports option is enabled.
2. An email will get triggered when remediation related requested data has been provided.
3. A .pdf attachment of the vendor assessment responses will get compiled (based on Contract documents provided earlier) and emailed to the assigned vendor.

Fig: 140 - PDF attachment view after a Vendor Assessment is performed by AI

4. The assigned vendor needs to review the AI compiled responses from the My VDD page and can make modifications to the AI-provided responses or respond to unanswered questions in order to complete the vendor assessment.

2.8. Viewing Completed Vendor Assessment

Let us assume that you have navigated to the Vendor Management page and clicked on the Completed Assessments button at the top right to view the completed assessments with or without red flags, assuming you have completed some assessments.

Fig: 141 - Completed Assessments button

Here is the view of the report page. The report displays row entries of only the vendor assessments which are completed.

The following image shows the report page that loads. The following columns are present in the grid view - ID, ASSESSMENT NAME, CATEGORY, CREATOR, START DATE, END DATE, RED FLAGS, STATUS and ACTION.

Fig: 142 - Vendor Assessment Completed Reports view

The following filters are present in the report grid view.

• Search bar
• Start Date (date selection) calendar
• End Date (date selection) calendar

Let us illustrate each filter one by one.

1. Search bar

---

Enter the text based on which you want to execute the attestation search by. If matching entry is found, it will populate the report grid view.

2. Start Date calendar

---

You can filter report results by selecting a calendar date from the Start Date filter to specify the starting day of the vendor assessment review period.

Fig: 143 - Start Date filter

3. End Date calendar

---

Similarly, you can filter report results by selecting a calendar date from the End Date filter to specify the starting day of the vendor assessment review period.

Fig: 144 - End Date filter

Search result(s) populate the grid view based on the filters set.

2.9. Rescheduling Upcoming Assessment

Let us assume that you have navigated to the Vendor Management page, and on the Upcoming Assessments section (at the top right) an entry is present whose due date is crossed.

1. You can find a Reschedule button on the right of such a vendor assessment entry. Click on it.

Fig: 152 - Reschedule button

2. The Vetting Info page loads to display the preset Vetting Details info. You can find that all the fields displayed here are editable.

Fig: 153 - Vetting Details view editable fields

3. Click on the Submit button at the bottom-right after making changes, as required. When you are modifying the set date, you cannot set a date earlier than the current date.

Fig: 154 - Submit button

4. After you get redirected to the Vendor Management screen, you can find the datea are updated for the entry, as per the changes made.

Fig: 155 - Updated or Rescheduled date getting displayed

2.10. Understanding Other Supported Functionalities

The following additional functionalities are related to the various operations of the vendor management module, but are not part of any direct or primary flow of user activity.

1. Understanding the various menu options usability while adding or editing a vendor contact

---

1. When the primary contact is set as active, then only the Edit menu option of the ACTION column can be used. The Delete and De-Activate menu options are greyed-out. Hence, a primary contact can only be edited

Fig: 156 - Only Edit option enabled

2. When the contact is set as active, but is not a primary contact, then all the three menu options (Edit, Delete and De-Activate) are active.

Fig: 157 - All menu options enabled

3. When the contact is set as inactive and is not set as a primary contact, then all the three menu options (Edit, Delete and De-Activate) are greyed-out.

Fig: 158 - All menu options disabled

2. Deleting an active contact

---

1. You can delete any contact which is not set as primary and is active. Consider the following screenshot which shows a contact entry getting removed after clicking on the toggled Delete menu option.

Fig: 159 - Deleting a contact

3. Deactivating an active contact

---

1. To deactivate any non-primary contact which is present and set as active, click on the De-Activate menu option under the ACTION column.

Fig: 160 - Deactivating a non-primary, active vendor contact

2. However, if there are multiple contacts added, but only one contact is set as active, then you cannot deactivate that contact using the De-Activate menu option. This is because at least one primary contact out of multiple contacts is required to be set as active to proceed to the third stage of vendor creation or editing a created one. The following validation modal window gets prompted when you try to do so. Click on the Okay button to close it.

Fig: 161 - Cannot deactivate contact modal window

3. A vendor contact who is primary or already inactive, cannot be deactivated.

4. Understanding the various labels of the ACTIVE? column while adding or editing a vendor contact

---

1. The ACTIVE? column displays the New label when the non-primary/primary contact is just added and the vendor information is yet to saved in the system.
2. The ACTIVE? column displays the No label when the non-primary contact is deactivated.
3. The ACTIVE? column displays the Yes label when the non-primary contact has not yet been deactivated.

Fig: 162 - Various labels of the ACTIVE? column

5. Understanding the various menu options usability after clicking on the View More option of the Upcoming & In Progress section

---

The Upcoming & In Progress section shows vendor assessments which are upcoming and vendor assessments which are currently being worked upon.

Fig: 163 - Upcoming & In Progress section View More option

The following page loads after you click on the View More option.

Fig: 164 - View of the Upcoming & In Progress Assessments page

Let us now understand the functionalities of each of the togglable menu options of the Action column of this grid view.

1. The Proceed menu option is present and active when the current date exists on or within the date range of the specified start and end dates of the existing vendor assignment and the status is set to View. Use it to proceed to perform the vendor assignment (which was initiated earlier, but not completed).

Fig: 165 - Proceed menu option

The following modal window loads after you click on the View option. You can click on the View button of the Status column.

Fig: 166 - View option under the Status column

The following page loads after you click on the View button. You can click on the Submit button after providing adequate responses to all of the questions of the VDD. The vendor assessment gets completed and gets removed from the grid view of the Upcoming & In Progress Assessments page.

Fig: 167 - Submit button



NOTE:



1. You must respond to all of the questions of various categories of the vendor assessment questionnaire before clicking on the Submit button. Otherwise, the following modal window gets triggered. Click on the Ok button to close this modal window.

Fig: 168 - Modal window to indicate that there are unresponded questions left in the VDD

2. If the submitted or completed vendor assessment does not contain any red flagged responses, then it populates the grid view of Completed Assessments page.
3. If the submitted or completed vendor assessment contains any red flagged responses, then it populates the Needs Review section.

Fig: 169 - Completed vendor assessment with red flagged responses populating the Needs Review section




2. The Proceed menu option is disabled when the Vendor AI is active for the organization and AI is performing its pre-filling operation.

Fig: 170 - Proceed option not active

3. The Begin menu option is present but disabled in place of the Proceed option when the specified start date of the existing vendor assignment is future-dated and is yet to come.

Fig: 171 - Disabled Proceed option

4. The View Details menu option can be used to obtain more information about the vendor assignment.

Fig: 172 - View Details menu option

The following modal window loads after you click on it. Click on the vertical ellipsis icon of the Action column to toggled the View Details menu option.

Fig: 173 - View Details modal window with toggled menu option

Click on it to load the VENDOR ASSESSMENT DETAILS modal window. You can scroll to view the entire vendor assessment questionnaire and responses provided.

Fig: 174 - VENDOR ASSESSMENT DETAILS modal window

An Export button is present at the bottom-right of this modal window for a completed vendor assessment to download a local pdf copy.

Fig: 175 - VDD Details view with Export button

The data exporting functionality via the Export button will not be present if the vendor assessment is not completed. Consider the following screenshot where the Export button is absent since the Status is set to AI Queued.

Fig: 176 - Export button absent

5. The Reschedule menu option can be used to modify the start and end dates of the existing vendor assignment. It is present when the pre-scheduled end date of the assignment is past-dated and the assignment was not completed. More details about this functionality is already mentioned in the previous section here.

Fig: 177 - Reschedule menu option

6. An error status tag can be seen under the Status of a vendor assessment if the vendor AI processing stage has not been successfully completed due to file processing error. Hovering the mouse pointer over the info icon next to the ERROR label reveals a tooltip which displays the encountered issue, as indicated in the following screenshot.

Fig: 178 - ERROR info icon tooltip on mouse hover

An error can also arise if the AI cannot successfully process a response to any of the questions.

7. A Re-execute menu option is present under the Action column (toggled by using the vertical ellipsis icon of Vendor Information modal window) when the vendor AI processing stage has not been successfully completed, due to any encountered error. Clicking on this menu option triggers another vendor AI execution attempt.

Fig: 179 - Re-execute menu option present when error is encountered by the vendor AI

8. The View Details menu option is displayed but it is disabled (under the Action column, toggled by using the vertical ellipsis icon of Vendor Information modal window) when the vendor AI is yet to complete its assessment. This is indicated in the following screenshot.

Fig: 180 - Disabled View Details menu option due to ongoing AI processing

9. Multiple documents can be stacked in the Vendor Documents section of the Vendor Information modal window. This can be viewed (when multiple documents are already present for the assigned vendor of the organization) by clicking on the down arrow icon of the ACTION column.

Fig: 181 - View of multiple document file names under the Vendor Documents section

10. The status of the vendor, as visible under the DUE DILLIGENCE STATUS column of the Vendors grid view can change.
    1. Not Reviewed – Created vendor has this initial status. It can remain so if assessment is assigned to this vendor and that assessment is not yet started, or is in progress.
    2. Not Approved – Assessment exists for the vendor and it is in remediation stage.
    3. Approved – Does not have any pending assessments associated with him / her or have all the vendor assessments completed (without any current red flags)

    Vendor status can change dynamically based on pending assessments and this status cannot be manually updated from the UI.

Fig: 162 - View of different vendor statuses

11. Here is the view of the triggered email when requested information has been submitted by the assigned vendor.

Fig: 163 - View of triggered email when requested information has been submitted

12. Here is the view of the triggered email when the Vendor Admin (or similar role user) is requested to review the accuracy and completeness of the responses provided by the assigned vendor against a vendor assessment.

Fig: 164 - View of triggered email when the Vendor Admin is requested to review the accuracy of vendor responses

---