Supplier owners are responsible for tracking, managing, and maintaining supplier records, ensuring compliance, performance monitoring, and key supplier-related activities are managed effectively.

They receive automated and custom notifications related to supplier updates, contract renewals, compliance deadlines, and performance reviews, ensuring supplier relationships remain actively monitored.

This guide will walk you through the process of adding, managing, and tracking supplier owners.

📌 Tips

The creator of a supplier record is automatically assigned as a supplier owner when the supplier is first added. However, additional supplier owners can be assigned at any time to share responsibility and improve oversight of supplier relationships.

When to Use This Feature

  • When assigning responsibility for supplier relationship management, ensuring key supplier activities are effectively monitored.

  • When multiple team members need access to manage or oversee a supplier’s performance and compliance.

  • When ensuring automated notifications for supplier performance reviews, contract renewals, or compliance deadlines are sent to the right individuals.

  • When a supplier record needs to be reassigned due to team changes, role adjustments, or personnel transitions.

  • When maintaining accountability by having a clear record of who is responsible for managing a supplier.

Step-by-Step Guide

1. Accessing the Supplier Profile Page

  • Navigate to the Main Menu and click on Supplier Management.

  • Locate the supplier record you want to manage using the search bar or filters.

  • Click on the supplier record to open its details page.

2. Adding a Supplier Owner

  • Go to the Supplier Owners tab within the supplier record.

  • Click the Add Supplier Owner button.

  • Select the team members who should be responsible for overseeing this supplier.

  • Click Save to confirm the selection.

💡 Tip: Any user who can edit the supplier record can add or remove supplier owners. If the supplier has been restricted, only its owners and administrators can do this.

3. Managing Supplier Owners

  • Once assigned, supplier owners will appear in the Supplier Owners table under the supplier record.

  • This table provides visibility into who is responsible for managing the supplier relationship.

  • If responsibilities change, additional owners can be added or removed as needed, provided at least one owner remains and you have edit access to the record.

Every supplier must have at least one owner

Supplier records must always have a minimum of one owner assigned. If you try to remove the only owner from a supplier, oboloo will prevent the change and prompt you to add another owner first.

To transfer ownership, add the new owner before removing the existing one.

📌 If you see the message "Add another owner before removing this one", the supplier currently has a single owner. Add an additional owner, then remove the original.
💡 Note: Removing a supplier owner does not affect previously recorded actions or approvals related to the supplier.

4. Record Access

Suppliers can be restricted so that only owners can edit them, or so that only owners can view and edit them. On a restricted supplier, only its owners and administrators can add or remove supplier owners. See Record Access – Restricting Individual Records.

5. Notifications & Alerts for Supplier Owners

Supplier owners automatically receive system-generated notifications to keep them informed. These notifications include:

  • Supplier compliance updates – Alerts when compliance deadlines or document expirations are approaching.

  • Performance review reminders – Notifications for scheduled supplier evaluations and key performance indicators.

  • Contract renewal alerts – Reminders for supplier contract expirations, ensuring timely review.

  • Custom notifications – Any manually created updates related to the supplier record.

Notifications are sent via email and in-system alerts, ensuring that supplier owners stay informed and responsive to key updates.

Key Considerations & Best Practices

✅ Assign at least two owners – Every record requires a minimum of one owner. Assigning a second means ownership can be transferred in a single step, and cover is maintained if an owner is unavailable or leaves the organisation.

✅ Keep Supplier Owners Updated – Regularly review the Supplier Owners table to ensure the right individuals are assigned.

✅ Use Notifications Effectively – Supplier owners receive automated alerts, so ensure they understand their role in responding to updates.

✅ Review and Adjust Ownership as Needed – Responsibilities may shift over time, so update supplier owners accordingly.

✅ Ensure Supplier Owners Are Actively Engaged – Owners should frequently review compliance updates, performance reviews, and contract renewal deadlines.

Additional Resources

📌 Related User Guides:

📌 Need Further Help?
If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's supplier team. If you are unable to view the above area in the oboloo platform, please check your user permissions and access rights.