# Activating and Deactivating Users (Free Plan Only) **If you are on a free forever plan, you can manage who within your organization has access to your oboloo account.** If you are on a paid Plus plan, access is managed differently via licenses. You can find out how to grant and revoke access on a Plus plan [here](https://help.oboloo.com/en/assigning-and-revoking-licenses). **To activate and deactivate users on a free plan, you will need the correct access rights within oboloo. To find out more about user access rights, please check out this user guide [here](https://help.oboloo.com/en/articles/5904-user-roles-access-rights).** If you need to check your access rights, please refer to the **[User Access Rights ](https://help.oboloo.com/en/user-roles-access-rights-rbac)**guide. ### **When to Use This Feature** * When activating an existing user on the oboloo platform. * When deactivating an existing user on the oboloo platform. Note: This process is for existing users only, and does not cover creating a new user. To create a new user on the platform, please check out this [user guide](https://help.oboloo.com/en/add-a-new-user). Tip: If a user is deactivated, they will no longer be able to log into your oboloo platform ## Step-by-Step Guide ### **Activating and deactivating a user on a free plan** **1. Navigate to Settings > Users** * Access the **Settings** menu from the main navigation. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/PKWtfSy7z0w5eGPPf3GJPjPiVA2eBRTJizmhYGWC.png)**2. Select the User** * Locate and select the user from the **User Table** that you would like to activate/deactivate. You can view their current activation status on this table under the 'Status' column. **3. Open the License & Plans Tab** * In the user’s profile, go to the **License & Plans** tab. **4. Deactivate A User** * Click the red **Deactivate User** button. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/c94JRxEDhXU2RXQ5LkeDjO5VZHzRWB4QR5m5x5om.png)* A notice will appear prompting confirmation. * Click the Confirm button to change the users status to Inactive. * The deactivated user will receive a **'Your oboloo licence has been revoked**' email informing them that they can no longer access your organizations oboloo account. * The users status in oboloo will change to 'Inactive' on the User table and a red banner will also display within their user profile settings on the platform to state that they are inactive. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/7ixsMPzXn71tOxnv3ktwfra6S6dRCMd2TMuafflA.png)**5. Activate A User** * Click the green **Activate User** button within the License & Plans tab ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/NCX8f3TDoCMp8P9lhaD5lH1ET1443XMmQk2c5xYP.png)* A notice will appear prompting confirmation. * Click the Confirm button to change the users status to Inactive. * The newly activated user will receive a **'Your organisation has assigned you an oboloo licence'** email informing them that they can now access your organizations oboloo account. * The users status in oboloo will change to 'Active' on the User table and the user will now be able to log into the platform. ## Key Considerations & Best Practices ✅ **Ensure Proper Access Control** – Only authorized personnel should be given access to your oboloo account. ✅ **Monitor Available Licenses** – Regularly check the activated users on your account. ✅ **Revoke Access When Necessary** – If a user no longer requires access, revoke their access. ✅ **Verify Role Assignments** – Assign appropriate roles to users after granting access to ensure they have the right level of access. ✅ **Check Email Notifications** – Users receive automated emails when access is granted or revokes. Ensure they are aware of any changes. ## Additional Resources 📌 **Related User Guides:** * **[Adding A New User](https://help.oboloo.com/en/add-a-new-user)** - How to Add new users * **[Managing User Roles & Permissions](https://help.oboloo.com/en/user-roles-access-rights-rbac)** – How to assign and modify user roles. * **[Primary User ](https://help.oboloo.com/en/understanding-the-primary-user)**- The user within an organization who is responsible for the account 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Adding A New Contract **This guide provides a step-by-step process for creating a new contract within the system.** It outlines the mandatory fields, available configurations, and additional options when setting up a contract. *Tip: The creator of a contract record is automatically assigned as a contract owner. Contract owners receive notifications whilst the contract is an active record in oboloo. Additional contract owners can be added or removed at any time within the contract record.* *Find out more* [here](https://help.oboloo.com/en/contract-owners) *Tip: C*ontracts can be linked to multiple categories and sub-categories to accurately reflect the goods and services covered by the agreement. 💡 *Tip: Users with the appropriate permissions can* ***easily add new drop-down*** *options when* ***creating or editing records*** *across oboloo.* ### When to Use This Feature * When creating a new contract record for tracking agreements with suppliers. * When linking contracts to suppliers, locations, and departments. * When ensuring all contract records contain high-quality, standardized data. * When setting contract notifications and ownership. ## Step-by-Step Guide ### **Step 1: Navigate to Contract Management** 1. Click on **Contract Management** from the left-hand menu. 2. Click on **Add New Contract** to start creating a new contract. ### **Step 2: Fill Out Contract Details** 3. A contract creation popup will appear on the right-hand side of the screen. 4. Enter all required details, ensuring all **mandatory fields** are completed: * **Contract Title** * **Contract Reference Number** * **Supplier (Linked Supplier)** * **Location (Linked Location)** * **Department (Linked Department)** * **Category** * **Start Date (Contract Start Date)** 📌 **Note:** These fields ensure better searchability, notifications, and enhanced usability across modules. ### **Step 3: Quick Record Creation** * If the supplier, location, or department is not already in the system, click the **+ New Supplier, + New Location, or + New Department** option from the dropdown field to create a new record instantly. * This allows users to add dependent records without leaving the contract creation workflow. ### **Step 4: Configure Dropdown Fields (If Required)** * Dropdown fields such as **Contract Type, Category, and Subcategory** are configurable. * The **Location, Department, and Currency** dropdowns can also be customized in their respective sections within **Settings**. * If needed, update these dropdown values before finalizing the contract creation. ### **Step 5: Save the Contract** 5. Once all necessary fields are filled, click **Add Contract** to save the contract. ### **Step 6: Adding Additional Contract Information** 6. A confirmation popup will appear asking if you would like to add more details to the contract. 7. If you select **Yes**, you will be redirected to the contract profile page, where you can: * Add additional contract details. * Upload contract documents or request documents from suppliers. * Assign additional contract owners. ## Quick Record Creation When Creating A Contract To enhance usability in oboloo, the system allows users to create dependent records directly while creating a primary record. For example, when creating a contract, if the associated supplier is not already in oboloo, you can add the supplier on the spot by selecting the **'+ New Supplier'** option from the Supplier dropdown field. This feature eliminates the need to interrupt your workflow by navigating away to create related records separately. ## Available Configurations When Creating A Contract When creating a new contract, users can configure the values in dropdown fields. By default, oboloo provides predefined values for all dropdowns, but these can be modified to align with an organization's specific requirements. Dropdown values can be updated in the [Configurations ](https://help.oboloo.com/en/adding-and-editing-dropdown-values)page under settings. The configurable fields available when creating a contract are: * Contract Type * Category * Sub Category The [Location](https://help.oboloo.com/en/add-a-new-location), [Department](https://help.oboloo.com/en/adding-a-new-department), and [Currency](https://help.oboloo.com/en/adding-a-new-currency) fields can also be configured/customized and are managed in their respective sections, accessible through the Settings menu. ## Key Considerations & Best Practices ✅ **Ensure all mandatory fields are completed** – This improves contract management and enhances usability. ✅ **Use Quick Record Creation** – If a required supplier or department is missing, create it on the spot. ✅ **Configure dropdowns for consistency** – Keep contract categories and types aligned with your organization's needs. ✅ **Assign Additional Contract Owners** – Ensure the right people receive contract notifications. ✅ **Upload Relevant Documents** – Store all necessary contract files for easy access. ## Additional Resources 📌 **Related User Guides:** * **[Uploading and Requesting Contract Documents](https://help.oboloo.com/en/adding-and-requesting-contract-documents)** – Guide on managing contract-related files. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Add A New Location **Locations are used to categorize records across the platform, allowing organizations to structure their data efficiently. A location could represent a country, city, regional office, or specific business unit.** By assigning locations to records, users can **filter and segment data** based on geographic or organizational structures, making it easier to manage **suppliers, contracts, sourcing events, and savings records**. Locations must always be linked to a Department which acts as a child category. E.g. Location 'London' could have the department 'Procurement' linked to it. A Location can link to multiple Departments. **Find out how to link Locations to a Department [here](https://help.oboloo.com/en/editing-a-department)** **You can find out more about how Departments work in oboloo[ here](https://help.oboloo.com/en/adding-a-new-department)** **Only users with the appropriate access can add/edit locations within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** ### **When to Use This Feature** * If you need to **categorize records** based on **specific locations**. * If your organization operates in **multiple offices or regions** and needs clear **location-based tracking**. * If you want to enable **location-based filtering and reporting** across different modules. ## Step-by-Step Guide ### **1. Navigate to the Locations Page** * Click **Settings** in the **main menu**. * Select **Locations** from the dropdown list. ### **2. Add a New Location** * Click the **"Add New Location"** button at the top of the page. ### **3. Enter Location Details** * A popup will appear with input fields—fill in the necessary details: * **Location Name** – Enter the name of the new location (e.g., "London Office" or "North America"). * **Additional Fields (if applicable)** – Some organizations may have extra fields for categorization. ### **4. Save the New Location** * Click the **"Add Location"** button to save the new entry. ### **5. Location & Department Linking** * Having created a **new location**, a **popup** will appear prompting a link between the newly created location and a **department**. ### **5. Location Now Available for Use!** * Your newly added location will now appear in **filters, dropdown menus, and reports** across the platform. * It can now be assigned to **suppliers, contracts, savings, and sourcing events**. ## Key Considerations & Best Practices ✅ Locations can be **anything relevant** to your organization—countries, cities, or even **specific company branches**. ✅ **Once added, locations can be used immediately** in dropdowns, filters, and reports. ✅ If you need to update or remove a location, you can do so under **Settings > Locations**. ✅ Ensure locations are **structured consistently** across your organization to avoid duplicate entries. ## Additional Resources 📌 **Related User Guides:** * **[Editing a Location](https://help.oboloo.com/en/editing-a-location)** *(if you need to update or correct an existing location)* * **[Adding & Editing Departments](https://help.oboloo.com/en/editing-a-department)** *(to further refine organizational structure within locations)* 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Adding A New User **This guide provides a step-by-step process for adding a new user within the system.** It outlines the necessary permissions, user details, and actions required to successfully create and manage users. **Find out how to assign one of your organisations oboloo licenses to a new user [here](https://help.oboloo.com/en/assigning-and-revoking-licenses)** **Find out how to restrict and grant access to specific areas of oboloo for a new user [here](https://help.oboloo.com/en/user-roles-access-rights-rbac)** **Only users with the appropriate access can add and manage users within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** ## **When to Use This Feature** * When adding a new team member to the system. * When assigning a user role and permissions. * When ensuring the right users have access to the platform. ## **Step-by-Step Guide** ### **Step 1: Navigate to User Management** 1. Click on **Settings** from the left-hand menu. 2. Click on **Users** to open the User Management section. ### **Step 2: Create a New User** 3. Click on the **Add New User** button. 4. A user creation popup will appear on the right-hand side. 5. Fill in the required details for the new user, including: * **Full Name** * **Email Address** * **Role and Permissions** * **Licence Assignment (if applicable)** 📌 **Note:** If a user is assigned a licence, they will receive an email with their login details. ### **Step 3: Save the New User** 6. Click on the **Add User** button to complete the creation process. 7. The new user will now appear in the **Users Table**. ### **Step 4: Verify the New User** 8. Use the **search field** above the user table to find the user you just created. 9. Click on the newly created user in the table to open their profile. ### **Step 5: Edit User Details (Optional)** 10. In the **User Profile**, you can: * Edit user details. * Adjust permissions or access rights. * Assign or revoke licences. ## **Key Considerations & Best Practices** ✅ **Ensure you have the correct permissions** – Only users with **User Management** access can create new users. ✅ **Double-check user details before saving** – Ensure names, email addresses, and roles are correctly entered. ✅ **Assign the appropriate permissions** – Set access levels based on the user’s responsibilities. ✅ **Verify licence assignment** – If a user requires platform access, make sure a licence is assigned. ✅ **Use the search function** – Quickly locate and manage users within the **Users Table**. ## **Additional Resources** 📌 **Related User Guides:** * **[Managing User Permissions](https://help.oboloo.com/en/user-roles-access-rights-rbac)** – How to edit and update users access * **[Deactivating or Removing Users](https://help.oboloo.com/en/assigning-and-revoking-licenses)** – Managing user accounts * **[Adding More Licences ](https://help.oboloo.com/en/increasing-or-decreasing-license-quantities)**- How to add more oboloo licenses for new users 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Add or Update Your Company Logo **Your company logo appears across the platform, helping to maintain brand consistency within the system. Updating your logo ensures that all users within your organization see the correct branding across dashboards, reports, and notifications.** **Only users with the appropriate access can update the assigned company logo within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** Allowed file types for company logos in oboloo are **PNG, JPG or JPEG.** ### **When to Use This Feature** * If your **company branding has changed** (e.g., a rebrand or logo update). * If you want to **ensure all users see a professional and consistent logo** in the platform. * If the current logo **needs resizing, formatting, or updating**. ## Step-by-Step Guide ### **1. Navigate to the Company Settings Page** * Click **Settings** in the **main menu**. * Select **Company Settings** from the dropdown list. ### **2. Locate the Company Logo Section** * Find the **Company Logo** field at the top of the page. ### **3. Upload a New Logo** * Click on the **Upload Logo** button. * A file upload window will appear—select the **image file** you want to upload. 💡 **Tip:** The recommended file format is **PNG or JPEG**, with a **transparent background** for the best appearance. ### **4. Preview the Logo & Save** * Once uploaded, a **preview of the logo** will appear. * Click **"Save Changes"** to confirm the update. ### **5. The Logo is Now Updated!** * Your **new logo will be applied** across the platform immediately. ## Key Considerations & Best Practices ✅ Use a **high-quality logo** with a **transparent background** for the best appearance. ✅ Ensure the **logo dimensions** fit correctly in all areas of the platform to avoid distortion. ✅ If the **logo does not update**, try clearing your browser cache or refreshing the page. ✅ Only users with **administrator permissions** can update the company logo. ## Additional Resources 📌 **Related User Guides:** * **[Updating Company Date Format](https://help.oboloo.com/en/articles/5908-updating-company-date-format)**[ ](https://help.oboloo.com/en/articles/5908-updating-company-date-format)*(updates the format of dates across the system to either DD/MM/YYYY or MM/DD/YYYY)* * **[Updating Company Timezone](https://help.oboloo.com/en/articles/5975-time-zone-overview-and-updating-your-time-zone)** *(for sourcing events, allowing you to specifying the opening and closing window for suppliers to respond within, fitting in with your organisations timezone.)* 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Adding a New Currency **Currencies in the platform allow organizations to manage financial data across different modules, including sourcing events, contracts, and savings records.** By adding currencies, users can ensure that suppliers, contracts, and financial records are tracked in the **correct currency** for accurate reporting and analysis. Each currency added can have an **exchange rate** set against the **base currency**, which ensures that **financial calculations remain consistent across all records**. Note: The **Base Currency** is the default currency your company uses within oboloo and will always appear first in all currency drop downs. This can be updated via the Company Settings page only. **You can find out more about how base currencies work in oboloo[ here](https://help.oboloo.com/en/articles/5915-base-currency-overview)** **Only users with the appropriate access can add currencies within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** ### **When to Use This Feature** * If your organization operates **internationally** and requires multiple currencies. * If savings or contracts are **denominated in different currencies**. * If you need to **update exchange rates** to reflect financial changes. ## Step-by-Step Guide ### **1. Navigate to the Currencies Page** * Click **Settings** in the **main menu**. * Select **Currencies** from the dropdown list. ### **2. Click "Add New Currency"** * At the top of the page, click the **"Add New Currency"** button. ### **3. Choose a Country and Auto-Populate Currency Details** * Select a **country** from the first dropdown list. * Once selected, the following fields will **auto-populate** based on the chosen country: * **Currency Name** * **Currency Code** * **Currency Symbol** 💡 **Example:** Selecting **United States** will automatically fill in: * **Currency Name:** US Dollar * **Currency Code:** USD * **Currency Symbol:** $ ### **4. Enter the Exchange Rate** * Input the **exchange rate** for the new currency, which defines its value **relative to your base currency**. * The exchange rate should be set based on **current market values** or **internal company policies**. 💡 **Tip:** Exchange rates can be updated at any time under **Settings > Currencies**. ### **5. Save the New Currency** * Click **"Add Currency"** to confirm and create the new currency. ### **6. Currency is Now Available!** * The newly added currency **will now appear** in all relevant dropdowns, including sourcing events, contracts, and savings records. * Users will now be able to select this currency when creating **financial records**. ## Key Considerations & Best Practices ✅ Currencies can be used **immediately** once added—no additional setup is required. ✅ Exchange rates can be **updated at any time**, ensuring financial calculations remain **accurate**. ✅ The **base currency** is used as the primary financial reference point—ensure all exchange rates are correctly aligned. ## Additional Resources 📌 **Related User Guides:** * **[Updating Exchange Rates](https://help.oboloo.com/en/articles/5914-update-currency-exchange-rates)**[ ](https://help.oboloo.com/en/articles/5914-update-currency-exchange-rates)*-* How to update exchange rates * **[Changing the Base Currency](https://help.oboloo.com/en/articles/5907-update-base-currency)** *-* How to change your organization's base currency in oboloo 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Adding a New Department Each department is **linked to a specific location**, ensuring that records are **organized by both geography and function**. Departments provide an additional level of segmentation, helping organizations manage **suppliers, contracts, savings, and sourcing events** more efficiently. **Find out how to link Departments to a Location [here](https://help.oboloo.com/en/articles/5912-edit-departments)** **You can find out more about how Locations work in oboloo[ here](https://help.oboloo.com/en/articles/5909-create-a-new-location)** **Only users with the appropriate access can add/edit departments within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** Tip: You can add a new department when creating a master record in oboloo. Under the drop down field '**Department**', click the '**+ New Department**' option at the top of the drop down. This will allow you to create a new department without leaving the creation process for that record. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737840209451.png)### **When to Use This Feature** * If your organization has **multiple teams or divisions** that need to be categorized separately. * If you want to **filter and report on records** by department. * If you need to **assign users, contracts, or sourcing events** to a specific department for better tracking. ## Step-by-Step Guide ### **1. Navigate to the Departments Page** * Click **Settings** in the **main menu**. * Select **Departments** from the dropdown list. ### **2. Click "Add New Department"** * At the top of the page, click the **"Add New Department"** button. ### **3. Enter Department Details** * A popup will appear where you can input the necessary details: * **Department Name** – Enter the name of the department (e.g., "Procurement," "Legal," or "Finance"). * **Link to Locations** – Select one or more locations to associate this department with. 💡 **Note:** Departments are **child records of locations**—meaning a department **must be linked to at least one location**. ### **4. Save the New Department** * Click **"Add Department"** to confirm and create the new entry. ### **5. Department is Now Available!** * Your newly added department will now be visible in **filters, dropdowns, and reports** across the platform. * It can now be assigned to **suppliers, contracts, savings, and sourcing events**. ## Key Considerations & Best Practices ✅ Departments **must be linked to at least one location**—but can be linked to multiple if needed. ✅ Once added, departments can be **used immediately** in dropdowns, filters, and reports. ✅ Ensure department names **remain consistent** across your organization to avoid duplicates or misclassification. ✅ If a department is **no longer needed**, consider **renaming or archiving it** rather than deleting it to **preserve historical data**. ## Additional Resources 📌 **Related User Guides:** * **[Editing a Department](https://help.oboloo.com/en/articles/5912-edit-departments)** *(if you need to update or modify an existing department)* * **[Adding & Editing Locations](https://help.oboloo.com/en/categories/2167/1015-locations)** *(to ensure correct parent-child structuring between locations and departments)* 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Adding a New Savings Initiative **Savings records serve as the parent record for savings milestones, which are used to track financial progress and cost savings under a structured savings project.** This guide will walk you through the step-by-step process of **creating a new savings record** in the platform. 📌 **Tips:** Savings records serve as the parent record for **milestones**, which are associated with and tracked under the main savings record. Learn more about **Savings Milestones** [here](https://help.oboloo.com/en/milestones-overview). Additional **savings owners** can be added or removed at any time within the savings record. Find out more [here](https://help.oboloo.com/en/savings-owners). The **creator of a savings record** is automatically assigned as a **savings owner**. Users with the appropriate permissions can **easily add new drop-down options** when **creating or editing records** across oboloo. ### **When to Use This Feature** * When **tracking financial savings** across multiple milestones. * When **linking savings records to suppliers or contracts** for streamlined procurement tracking. * When ensuring **accurate forecasting and financial reporting**. * When needing **automated or customized savings tracking** through milestone builders. Only subscribers on the Savings Plus plan can add more than one milestone against a single savings record ## Step-by-Step Guide: Adding a New Savings Record ### **Step 1: Access the Savings Management Module** 1. Click on **Savings Management** in the **left-hand menu**. 2. Click on **Create Savings Record**. ### **Step 2: Populate Savings Summary Fields** 1. Fill in the **mandatory savings details** in the right-hand popup: * **Supplier Title** * **Savings Description/Notes** * **Savings Currency** * **Savings Status** * **Savings Category** * **Savings Location** * **Savings Department** 📌 **Tip:** If the Savings **Currency Exchange Rate** is **incorrect**, a user with Admin permissions can update it in Settings. You can also over ride exchange rates for individual milestones within Savings record. 1. **Link a supplier** to the savings record (if applicable). * Any savings linked to a supplier will appear under the Savings tab within the respective supplier record. . 2. **Link a contract** to the savings record (if applicable). * Only contracts **linked to the selected supplier** will appear in the dropdown list. 📌 **Tip:** If the required **supplier or contract** does not exist in the system, you can create a new record directly from this screen. 4. Click **Next** to proceed. 📌 **Tip:** Your savings record is automatically **saved as a draft** and can be accessed later from the **Savings Management table**. ### **Step 3: Choose a Milestone Builder** 7. Choose between the **Automated Milestone Builder** or the **Custom Milestone Builder**: * **Automated Milestone Builder:** * Generates milestones automatically based on: * **Start date** * **Frequency (monthly, quarterly, bi-annual, annual)** * **Total number of milestones** * **Total baseline spend** * **Projected cost reduction** * **Projected cost avoidance** 📌 **Example:** If the **start date** is **01/01/2025**, a **monthly frequency** is selected, and **12 milestones** are created, then milestones will be automatically set for each month of the year with equal savings distribution. * **Custom Milestone Builder:** * Requires users to **manually enter** each milestone, allowing for greater flexibility. * This option is ideal for **irregular savings projects** or **complex forecasting models**. 8. Click **Next** to continue. ### **Step 4: Configure Automated Milestones (If Selected)** Only subscribers on the Savings Plus plan can add more than one milestone against a single savings record 1. Enter details for **Automated Milestone Builder**: * **Savings Start Date** (e.g., 01/01/2025). * **Frequency of Milestones** (Monthly, Quarterly, Bi-Annual, Annual). * **Number of Milestones** (e.g., 12 for a full year). * **Total Baseline Spend** (Budget allocated for the savings project). * **Projected Cost Reduction** (Total expected savings across all milestones). * **Projected Cost Avoidance** (Total anticipated cost avoidance across all milestones). 2. Click **Next**. 📌 **Tip:** The system **automatically calculates the total projected savings** based on the provided data. ### **Step 5: Customize Milestones (If Selected)** 11. If using **Automated Milestone Builder**, the system generates milestones **with financials pre-populated**. 12. Users can: * **Amend milestone details**. * **Assign names** to each milestone (e.g., "Q1 Savings", "H1 Savings"). 13. Click **Next** after making adjustments. 📌 **Tip:** Your savings record **auto-saves as a draft**, so you can return to it later. ### **Step 6: Manually Create Custom Milestones (If Selected)** Only subscribers on the Savings Plus plan can add more than one milestone against a single savings record 14. If using **Custom Milestone Builder**, specify the **number of milestones** to create. 15. Click **Next**. 16. Enter the following details for each milestone: * **Start Date & End Date** * **Baseline Spend** * **Projected Cost Reduction** * **Projected Cost Avoidance** 📌 **Tip:** Custom milestones allow for **variable financial distributions**, rather than equal splits. 17. Click **Next** when all milestones have been entered. ### **Step 7: Review and Finalize Savings Record** 18. The **summary page** displays all projected financials and calculated savings. 19. Review the savings record. 20. Click **Create Saving** to **finalize** the record. 📌 **Tip:** Click **Previous** to go back and amend details if necessary. ### **Step 8: Access and Manage Your Savings Record** 21. Once created, the **savings record appears** in the **Savings Management table**. 22. Click on the **record** to access and edit it. 23. View and manage associated **milestones** under the **Milestones tab**. ## Key Considerations & Best Practices ✅ **Use Automated Milestones for Standard Tracking** – The **Automated Milestone Builder** is ideal for **fixed schedules**. ✅ **Opt for Custom Milestones When Needed** – Use **Custom Milestone Builder** for **irregular timelines or variable financials**. ✅ **Ensure Accuracy in Baseline Spend and Projections** – Double-check **baseline spend, cost reductions, and cost avoidance values**. ✅ **Link Savings Records to Suppliers and Contracts** – Maintain clear tracking of **supplier-driven** cost savings. ✅ **Save Drafts for Future Completion** – All savings records are automatically saved as **drafts** and can be **edited later**. ✅ **Track Milestones Over Time** – Regularly review **milestone progress** to measure **realised savings vs. projected savings**. ## Additional Resources 📌 **Related User Guides:** * **[Managing Savings Milestones](https://help.oboloo.com/en/editing-and-completing-milestones-for-a-savings-record)** – How to track, update, and adjust savings milestones. * **[Editing Exchange Rates per Milestone](https://help.oboloo.com/en/editing-exchange-rates-per-milestone)** – Adjusting currency rates for international savings projects. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Adding A New Supplier **This guide takes you through creating a new supplier record in oboloo, from the mandatory fields through to setting up owners, contacts and compliance documentation.** Creating a supplier record stores all supplier information centrally, so it can be used across sourcing activities, contracts, savings initiatives and compliance tracking without being re-entered each time. 💡 ***Tip:*** *Users with the appropriate permissions can* ***easily add new drop-down*** *options when* ***creating or editing records*** *across oboloo.* ### When to Use This Feature * When **onboarding a new supplier** to the system. * When **storing supplier details** for future sourcing, contract management, or compliance tracking. * When **linking suppliers** to locations, industries, and departments for better data organisation. * When **assigning supplier contacts** for communication and collaboration. ## Before You Start Certain fields must be completed before a supplier can be created. These exist to keep data quality high, make suppliers findable through table filters, and ensure supplier records work correctly across the other modules. The **mandatory fields** are: * **Supplier Name** – The official name of the supplier. * **Contact Name** – The name of the main contact person at the supplier. * **Email Address (Supplier's)** – The main email address used for communication with the supplier. * **Confirm Email Address** – Ensures accuracy by requiring confirmation of the supplier's email. 💡 **Tip:** Missing mandatory fields will prevent the supplier from being created, so it is worth having the supplier's details to hand before you begin. ## Step-by-Step Guide: Adding a New Supplier ### Step 1: Navigate to Supplier Management * Click on **Supplier Management** from the left-hand menu. * Click on the **Suppliers** sub-menu. ### Step 2: Click Add New Supplier * Locate the **Add New Supplier** button at the top of the supplier table and click it. ### Step 3: Fill Out the Supplier Details * A popup window will appear on the left-hand side of the screen. * Enter all mandatory fields, including supplier name, description, contact details and industry classification. 💡 **Tip:** Suppliers can be linked to **multiple industries and sub-industries**, so you can accurately reflect the full range of products and services they provide rather than forcing them into a single category. ### Step 4: Add a Supplier Email Address * In the **Email Address** field, enter a valid supplier email. This email is used for: * **Requesting supplier and contract documentation**. * **Sending eSourcing activities** for participation. Additional supplier contacts can be added later, once the supplier record has been created. 📌 **Primary supplier contact:** Each supplier has one primary contact, which oboloo uses when sending requests such as onboarding packages and compliance documentation requests. The first contact created against a supplier is automatically assigned as its primary contact, and this can be changed at any time from the supplier's Contacts tab. See [Primary Supplier Contacts](https://help.oboloo.com/en/primary-supplier-contacts). ### Step 5: Confirm Supplier Preferences * Indicate whether the supplier is a **preferred supplier**. Preferred suppliers may be given priority in contracting or sourcing activities. ### Step 6: Submit the Supplier Record * Click **Submit** to finalise supplier creation. 📌 Once submitted, the supplier record is created and stored in the system. ## After the Supplier Is Created Once you submit, a popup asks whether you want to add more details to the supplier record. Click **Yes** to open the supplier profile page, where you can: * Add more supplier contacts, and set which contact is the supplier's primary contact. * Define payment terms. * Upload or request compliance documentation. * Assign additional supplier owners. * Add the supplier's website URL in the **Contact Info** tab. 💡 **Tip:** Adding the supplier's website URL in the Contact Info tab will automatically populate their logo, which makes suppliers easier to identify at a glance across the platform. ### Supplier Owners The person who creates a supplier record is automatically assigned as a **Supplier Owner**. Supplier Owners receive notifications relating to the supplier for as long as it remains an active record — for example compliance deadlines, document expiries and performance review reminders. Additional owners can be added at any time from within the supplier record to share responsibility and improve oversight. Every supplier must keep at least one owner assigned. See [Supplier Owners](https://help.oboloo.com/en/supplier-owners). ## Creating Locations and Departments Without Leaving the Form You can create dependent records while adding a supplier, so you do not have to abandon the form part-way through to go and set something up. For example, if the location you need does not yet exist, select **+ New Location** from the Location dropdown and add it on the spot. ## Configurable Dropdown Fields oboloo provides predefined values in the dropdown fields on the supplier form, but these can be changed to match your organisation's own terminology and structure. Dropdown values are managed on the **Configurations** page under **Settings**. The configurable fields when creating a supplier are: * **Supplier Type** – Defines whether the supplier is a manufacturer, distributor, service provider, and so on. * **Industry** – Categorises the supplier's business sector. * **Sub Industry** – Provides further classification within the selected industry. 📌 **Location** and **Department** can also be customised, and are managed in their own sections within **Settings**. ## Key Considerations & Best Practices ✅ **Complete all mandatory fields** — Missing required fields will prevent the supplier being created. ✅ **Use consistent naming conventions** — Helps with searchability and reporting, particularly where the same supplier trades under several names. ✅ **Verify email addresses before submitting** — Document requests and sourcing invitations depend on them being correct. ✅ **Set the right primary contact** — This determines who automated requests are sent to. ✅ **Create locations and departments on the fly** — Use the + New option in the dropdowns rather than leaving the form. ✅ **Keep supplier records up to date** — Contacts, industries and payment terms all change over time. ## Additional Resources 📌 **Related User Guides:** * [Primary Supplier Contacts](https://help.oboloo.com/en/primary-supplier-contacts) – Setting the main point of contact for a supplier. * [Supplier Owners](https://help.oboloo.com/en/supplier-owners) – Assigning and managing supplier owners. * [Managing Supplier Compliance Documentation](https://help.oboloo.com/en/adding-and-requesting-supplier-documents) – How to request and upload compliance documents. * [Supplier Evaluation](https://help.oboloo.com/en/evaluating-suppliers-with-supplier-self-assessment-scorecards) – Using scorecards to assess supplier performance. * [Importing Suppliers into oboloo](https://help.oboloo.com/en/importing-suppliers-via-csv) – Adding or updating multiple suppliers in bulk via CSV. * [Supplier Onboarding Overview](https://help.oboloo.com/en/supplier-onboarding-overview) – Onboarding suppliers with document and scorecard requests. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Adding and Editing Dropdown values **Configurations allow you to customize dropdown values across the platform to better align with your organization's needs. These include categories for contracts, suppliers, sourcing events, savings, and more.** **Only users with the appropriate access can add and manage configurations within oboloo. To find out more about user access rights, please check out this user guide [here](https://help.oboloo.com/en/articles/5904-user-roles-access-rights).** By default, the platform provides **pre-set values**, but these can be **edited, removed, or expanded** to match your internal taxonomy. 💡 **Tip:** Users with the appropriate permissions can **easily add new drop-down** options when **creating or editing records** across oboloo. ### **When to Use This Feature** * If you need to **modify dropdown values** to better reflect your organization’s terminology. * If you want to **add new options** to fields such as **contract types, supplier industries, or payment terms**. * If your organization needs a **more tailored experience** with data entry. ## Step-by-Step Guide ### **1. Adding a New Configuration** * Click **Settings** in the **main menu**. * Select **Configurations** from the dropdown list. * Navigate across the configuration menu to **find the category** you want to modify. * Click the **"Add New"** button under the selected configuration. * Enter the **new value** in the popup window. * Click **"Save"** to add the new configuration value. 💡 **Example:** If your organization has a specific **supplier category** that isn’t listed, you can add it here for more accurate record-keeping. ### **2. Editing an Existing Configuration** * Find the **configuration type** you need to modify under **Settings > Configurations**. * Locate the **existing value** in the table and click the **Edit** option under the **Actions** column. * Modify the value in the popup window. * Click **"Save"** to apply the update. 💡 **Tip:** Editing a configuration **updates all existing records** where that value has been used. ### **3. Adding a Child-Level Configuration *(For Hierarchical Configurations)*** Some configurations have **two levels**—a **parent and child structure**. For example: * **Categories (Parent Level)** → **Sub-Categories (Child Level)** * **Payment Terms (Parent Level)** → **Payment Conditions (Child Level)** To add a child-level configuration: * Click on the **parent category** first. * Click **"Add New"** and enter the child value. * Select which **parent value** this child option should be linked to. * Click **"Save."** 💡 **Example:** If you add a new **sub-category "IT Security"**, you can link it to the **parent category "Technology Services"**. ## Key Considerations & Best Practices ✅ **Predefined values** exist when you first set up your account, but they can all be **customized**. ✅ **Deleting a configuration** that has been used in existing records may **affect reporting and historical data**—consider archiving instead of deleting. ✅ **Changes to dropdown values are applied instantly**, meaning users will see updated options immediately. ✅ Some configurations are **hierarchical**—ensure child-level values are assigned correctly to their parent category. ## Additional Resources 📌 **Related User Guides:** * **[Adding & Editing Locations ](https://help.oboloo.com/en/editing-a-location)***(for managing organizational structures)* * **[Adding & Editing Departments](https://help.oboloo.com/en/editing-a-department)** *(for structuring records effectively)* 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Adding And Requesting Contract Documents Only subscribers on the Contract Plus plan can access this feature **With oboloo contract management, you can store and request documents within contract records. Once a document has been uploaded, someone in your organization can then approve it.** Managing contract documents efficiently ensures that all necessary files are securely stored, easily accessible, and properly tracked. Documents can be uploaded internally by users or requested from suppliers, ensuring contract records remain complete and up to date. Once uploaded, documents can be reviewed and approved within the contract record, ensuring compliance and proper documentation management. *File types allowed: png, jpg, jpeg, pdf, xls, xlsx, txt, doc, docx, csv, ppt, pptx* *File upload size limit: 16MB.* This guide will walk you through the steps to **create contract document types, upload internal documents, request documents from suppliers, and approve uploaded documents**. 💡 ***Tip:*** *Users with the appropriate permission can* ***easily add*** *a* ***New Document Type****.* ### When to Use This Feature * When adding **contract-related documents** to a contract record for internal tracking and compliance. * When requesting suppliers to **upload required documents** directly into the contract record. * When **monitoring document expiry dates** to ensure contracts remain compliant. * When reviewing and **approving supplier-uploaded documents** before they are officially stored. * When maintaining **a complete audit trail** of contract-related documents. ## Step-by-Step Guide ### **1. Creating a Contract Document Type** Before uploading or requesting a document, ensure the correct **document type** exists in the system. * Navigate to the **Main Menu** and click on **Settings**. * Select **Configurations**, then go to the **Contract Document Type** tab. * Click **Add Contract Document Type**. * Enter the **name** of the new document type. * Click **Save**. 💡 **Tip:** This step is only required if a new document type is needed. Once created, the document type will be available in all contract records. ### **2. Uploading a Contract Document** * Navigate to **Contract Management** and locate the contract record using the search bar or filters. * Click on the **Documents** tab. * Click **Add Document**. * Enter a **document title** and select the **document type** from the dropdown. * Upload the file from your local device. 📌 **Accepted file types:** PNG, JPG, JPEG, PDF, XLS, XLSX, TXT, DOC, DOCX, CSV, PPT, PPTX. 📌 **File upload size limit:** 16MB. * (Optional) **Set an expiry date** if the document requires renewal. Contract owners will receive a notification when the document is approaching its expiry. * Click **Save** to finalize the upload. 💡 **Note:** Expiry dates help track when important contract documents need to be reviewed or renewed. ### **3. Requesting a Document from a Supplier** * In the contract’s **Documents** tab, click **Request Document**. * Select the **document type**. * Choose the **supplier contact** to send the request to. * If missing, add a contact under **Supplier Management > Contact Info**. * (Optional) **Upload Document for Supplier** – attach a file you want the supplier to receive with the request (e.g., a draft contract to sign and re-upload). * Add any **Notes/Instructions** for context. * (Optional) Click the **Add Document To Request** button to include multiple requests at once. * Click the **Send Document Request** button The supplier will receive an **email notification** to log in, review any **Client Attachment**, and upload their response. 💡 **Note:** If required, you can **cancel** the document request in the **Actions** column in the documents table. This will inform the supplier via email that the document is no longer needed and will remove it as a request for them on their supplier portal. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1756929638829.png)### **4. Approving Supplier-Uploaded Documents** When a supplier uploads a document, the requester **and relevant contract owners** will receive a notification. * Navigate to the **Documents** tab in the contract record. * Locate the supplier-uploaded document. * Click **Review Document** to verify the uploaded file. * If the document is correct, click **Approve Document** to finalize its inclusion in the contract record. 💡 **Note:** Supplier-uploaded documents **must be approved** before any automatic document expiry alerts are created. ## Key Considerations & Best Practices ✅ **Ensure Document Types Are Created in Advance** – Having predefined document types prevents unnecessary delays when uploading or requesting documents. ✅ **Use Expiry Dates for Tracking** – Setting an expiry date ensures contract owners are notified before a document requires renewal. ✅ **Request Multiple Documents in One Request** – When requesting files from suppliers, use the **Request New Document** option to streamline the process. ✅ **Review & Approve Supplier-Uploaded Documents** – Documents uploaded by suppliers **must be approved** before they are officially stored. ✅ **Keep Supplier Contacts Updated** – Ensure all relevant supplier contacts are added under **Supplier Management** so document requests can be sent to the correct recipients. ## Additional Resources 📌 **Related User Guides:** * **[Approving Contract Documents](https://help.oboloo.com/en/approving-contract-documents)** * **[Automated contract notifications ](https://help.oboloo.com/en/automated-contract-notifications)**– How to monitor and manage contract renewals. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Adding and Requesting Supplier Documents Only subscribers on the Supplier Plus plan can access this feature **Supplier documents let you store, request and track compliance certificates, insurance policies, accreditations and any other files you need to hold against a supplier.** Documents can be uploaded internally by your own team, or requested directly from the supplier through the supplier portal. Either way they are stored against the supplier record, can carry an expiry date, and must be approved before they count towards compliance. This guide covers creating document types, uploading documents yourself, requesting them from suppliers, and approving what comes back. 💡 ***Tip:*** *Users with the appropriate permission can* ***easily add*** *a* ***new Document Type****.* ### When to Use This Feature * When adding internal supplier-related documents for tracking and compliance. * When requesting suppliers to upload required documents directly into their supplier record. * When monitoring supplier compliance and document expiry dates to meet regulatory requirements. * When reviewing and approving supplier-uploaded documents before they are stored in the system. * When maintaining a clear and organised audit trail of all supplier-related documents. ## Before You Start 📌 **File types accepted:** PNG, JPG, JPEG, PDF, XLS, XLSX, TXT, DOC, DOCX, CSV, PPT, PPTX. 📌 **Maximum file size:** 16MB. If the supplier record has been restricted so that only its owners can edit it, only owners and administrators can add, request or approve documents against it. See [Record Access – Restricting Individual Records](https://help.oboloo.com/en/record-access-restricting-individual-records). ## Step-by-Step Guide ### 1. Creating a Supplier Document Type Document types categorise what each file is — for example Insurance Certificate, ISO 9001, or Modern Slavery Statement. The type must exist before you can upload or request a document of that kind. * Navigate to the **Main Menu** and click **Settings**. * Select **Configurations**, then open the **Supplier Document Type** tab. * Click **Add Supplier Document Type**. * Enter the **name** of the new document type. * Click **Save**. 💡 **Tip:** This step is only needed when a new type of document is required. Once created, a document type is available across all supplier records, so it is worth setting up the types your organisation uses regularly before you begin. ### 2. Uploading a Supplier Document Use this when you already hold the file — for example a certificate the supplier emailed you directly. * Navigate to **Supplier Management** and locate the supplier record using the search bar or filters. * Click the **Documents** tab. * Click **Add Document**. * Enter a **document title** and select the **document type** from the dropdown. * Upload the file from your device. * (Optional) Set an **expiry date** if the document needs renewing. * Click **Save**. 💡 **Note:** Expiry dates drive the automatic renewal reminders. Supplier owners are notified as a document approaches its expiry date, so setting one is what turns a stored file into something actively tracked. See [Supplier Owners](https://help.oboloo.com/en/supplier-owners). ### 3. Requesting a Document from a Supplier Use this when you need the supplier to provide the file themselves. They receive an email prompting them to log in to the supplier portal and upload it. * In the **Documents** tab of the supplier record, click **Request Document**. * Select the **Document Type** from the dropdown. * Choose the **supplier contact** the request should go to. The supplier's primary contact is marked with a green tick in the **Primary Contact** column on the Contacts tab and appears first in the list. * If the contact you need is missing, go to the supplier's **Contact Info** tab and add them. * (Optional) Use **Upload Document for Supplier** to attach a file you want the supplier to receive alongside the request — for example an NDA for them to sign and return. * Add any **Notes/Instructions** to give the supplier context on what you need and why. * (Optional) Click **Add Document To Request** to include further documents in the same batch, so the supplier receives one request rather than several. * Click **Send Documentation Request**. The supplier receives an email prompting them to log in, view any **Client Attachment** you included, and upload what has been asked for. 💡 **Note:** You can cancel a request from the **Actions** column in the documents table. The supplier is emailed to say the document is no longer needed, and it is removed from their supplier portal. ### 4. Approving Supplier-Uploaded Documents When a supplier uploads a document, the requester and the supplier owners are notified. * Navigate to the **Documents** tab in the supplier record. * Locate the supplier-uploaded document. * Click **Review Document** to check the file. * If it is correct, click **Approve Document**. 📌 **Important:** Approval is not just a formality. Until a document is approved it does not count as an active document — it is excluded from compliance analysis and no expiry alerts are generated for it. See [Approving Supplier Documents](https://help.oboloo.com/en/approving-supplier-documents). ## Documents Requested Through Onboarding Documents requested as part of supplier onboarding are also visible here, in the supplier's **Documents** tab. Anything linked to onboarding shows **Yes** in the **Onboarding Record** column, so you can tell at a glance which files came from the onboarding process rather than being requested ad hoc. See [Supplier Onboarding Overview](https://help.oboloo.com/en/supplier-onboarding-overview). ## Key Considerations & Best Practices ✅ **Set up document types in advance** — Having the types your organisation uses already defined avoids interrupting a request part-way through to go and create one. ✅ **Always set an expiry date where one applies** — Without it, nobody is reminded when the certificate lapses. ✅ **Batch your requests** — Use **Add Document To Request** to ask for everything at once rather than sending the supplier several separate emails. ✅ **Approve promptly** — Unapproved documents do not appear in compliance reporting and generate no expiry alerts, so a supplier can look non-compliant purely because nobody reviewed their upload. ✅ **Keep supplier contacts current** — Ensure the right contacts exist, and that the correct one is set as the supplier's primary contact, so requests reach someone who can act on them. ✅ **Use Notes/Instructions** — A line explaining what you need and by when tends to get a faster and more accurate response than a bare request. ## Additional Resources 📌 **Related User Guides:** * [Approving Supplier Documents](https://help.oboloo.com/en/approving-supplier-documents) – Reviewing and approving what suppliers upload. * [Archiving and Unarchiving Supplier Documents](https://help.oboloo.com/en/archiving-and-unarchiving-supplier-documents) – Removing outdated documents from the active view. * [Primary Supplier Contacts](https://help.oboloo.com/en/primary-supplier-contacts) – Setting the main point of contact for a supplier. * [Automated Supplier Notifications](https://help.oboloo.com/en/automated-supplier-notifications) – The alerts that keep documents compliant. * [Using the Supplier Compliance Report](https://help.oboloo.com/en/using-the-supplier-compliance) – Reporting on supplier documentation across your supply base. * [Supplier Onboarding Overview](https://help.oboloo.com/en/supplier-onboarding-overview) – Requesting documents as part of onboarding. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Adding Internal Sections to Your Sourcing Activity Only subscribers on the Sourcing Plus plan can access this feature **Internal Sections in oboloo provide essential information to suppliers about your organization, sourcing process, and project-specific requirements.** These sections help suppliers understand how to **respond effectively** to your sourcing activity. You can: * Add **pre-built sections** from the **Sourcing Library** * **Create new sections** for custom requirements * **Clone and modify existing sections** to tailor information for each activity 📌 **For more details on creating, archiving, or cloning Internal Sourcing Sections, refer to the** **Sourcing Library Guide [here](https://help.oboloo.com/en/sourcing-library-overview-internal-and-supplier-sections).** This guide will walk you through how to **add and customize Internal Sections** using the **Sourcing Wizard**. ## Understanding Internal Sections & the Sourcing Library ### **What Are Internal Sections?** Internal Sections provide **clear guidance** and **essential information** to suppliers. These sections typically include: * **Contact Information** – Key points of contact within your organization. * **Submission Rules** – Guidelines on how and when suppliers should submit their responses. * **Supplier Expectations** – Specific requirements, compliance needs, or evaluation criteria suppliers must meet. ### **What Is the Sourcing Library?** The **Sourcing Library** is a **repository of reusable Internal Sections** that can be: ✔ **Cloned** for modification ✔ **Used as-is** across multiple sourcing activities ✔ **Customized** to fit unique sourcing events 📌 **Using pre-built sections from the Sourcing Library ensures sourcing events remain consistent and clear** while saving time. *Adding Internal sections walkthrough:* ***Skip to 2 minutes & 50 seconds*** ## Step-by-Step Guide: Adding Internal Sections to a Sourcing Activity ### **Step 1: Select Internal Sourcing Sections** 1. Navigate to the **Internal Sourcing Sections** page within the **Sourcing Wizard**. 2. Use the **table view** to browse available sections. 3. **Click on the eye icon** under the **Actions column** to preview a section. * This will display the **section details** as seen by suppliers. 📌 **Note:** This is the **third page of the Sourcing Wizard** if **Internal Sourcing Sections were included on the first page**. ### **Step 2: Add Internal Sections to Your Activity** 1. Select the **Internal Sourcing Sections** you want to include. 2. Click the **"Add to Activity"** button. * This will add the selected sections to your sourcing event. ### **Step 3: Review Selected Sections** * The **Selected Sourcing Sections Table** (below the main table) shows all sections added to the sourcing activity. * This helps **confirm which sections have been included**. ### **Step 4: Remove Selected Sections** 1. Locate the **Selected Sourcing Sections Table**. 2. Click the **delete icon** next to any section you want to remove. * This will **remove the section** from the sourcing activity. ### **Step 5: Use Table Filters to Find Specific Sections** * Use the **table filters** to search for sections by: ✔ **Section Category** ✔ **User who originally created the section** 📌 **This helps locate relevant sections quickly, ensuring only the most applicable information is included.** ## Key Considerations & Best Practices ✅ **Use Pre-Built Sections** – Leverage **Sourcing Library** templates to maintain consistency and save time. ✅ **Customize as Needed** – Modify existing sections or create new ones **to meet specific project needs**. ✅ **Preview Sections Before Adding** – Ensure all sections provide **clear and relevant** information for suppliers. ✅ **Use Filters for Efficiency** – Quickly locate and select sections using **category and user filters**. ✅ **Keep Information Up-to-Date** – Regularly review **Internal Sourcing Sections** to ensure accuracy. ## Additional Resources 📌 **Related User Guides:** * **[Creating & Cloning Internal Sourcing Sections](https://help.oboloo.com/en/sourcing-library-overview-internal-and-supplier-sections)** – How to build reusable sections. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Adding or Updating Your Profile Picture **Your profile picture is used across the platform to help colleagues and team members quickly identify you. Updating your profile picture makes your account more personal and recognizable.** You can upload or change your profile image at any time from your profile settings. oboloo supports **PNG**, **JPG**, and **JPEG** formats for profile pictures. The below guide shows you how to update your profile picture via your profile page. ### When to Use This Feature * If you are **new to the platform** and want to set up your profile. * If you want to **update an outdated profile picture**. * If your organization **requires profile pictures for internal identification**. ## Step-by-Step Guide ### **1. Go to Your Profile Page** * Click on your **profile picture** in the **top-right corner** of the screen. * From the dropdown menu, select **"Profile."** ### **2. Click the "Edit" Button** * On your **user details card**, scroll to the bottom and click the **"Edit"** button. ### **3. Upload a New Profile Picture** * Click on the **"Upload User Profile"** field or the **upload icon** next to it. * A file selection window will appear—choose the image you’d like to upload. ### **4. Confirm and Save Your New Profile Picture** * Once selected, your **new image preview** will appear. * Click **"Submit"** to save the changes. ### **5. Your Profile Picture is Now Updated!** * Your **new profile picture** will now be visible across the platform. ## Key Considerations & Best Practices ✅ Use a **clear and professional image** for better identification within your team. ✅ The platform may have **image size or format restrictions**, so ensure your file is **compatible** (e.g. JPEG or PNG). ✅ If your organization has **profile picture requirements**, check with your **administrator** before updating. ✅ Your new profile picture will be **instantly updated** and visible wherever your account is used. ## Additional Resources 📌 **Related User Guides:** * **[Changing Your Password ](https://help.oboloo.com/en/changing-your-password)**- How to change your password * **[Viewing Your Access Rights](https://help.oboloo.com/en/viewing-your-access-rights)** *-* See what permissions and access you have within oboloo 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. # Adding Pricing Requests to Your Sourcing Activity **The Pricing Request section in oboloo allows you to collect detailed pricing information from suppliers for the products or services being sourced.** This feature ensures that suppliers provide **accurate pricing breakdowns**, helping you compare bids effectively. With **customizable pricing requests**, you can request: ✔ **Unit prices** ✔ **Bulk pricing discounts** ✔ **Shipping costs** ✔ **Other pricing components** relevant to your sourcing activity 📌 **For more details on how financials are collected and calculated in oboloo, refer to the** **Financials Guide** [here.](https://help.oboloo.com/en/financial-analysis-of-supplier-pricing-in-oboloo) This guide will walk you through how to **add and customize pricing requests** using the **Sourcing Wizard**. *Inserting Pricing Into a Sourcing Event Walkthrough:* ***Skip to 5 minutes & 09 seconds*** ## Step-by-Step Guide: Adding Pricing Requests 📌 **Note:** This will typically be the **sixth page of the Sourcing Wizard** if pricing requests were included on the first page. ### **Step 1: Add Individual Line Items for Goods or Services** 1. **Navigate to the Pricing Request Section** in the Sourcing Wizard. 2. Click **"Add Product"** to create a new pricing request for a product or service. ### **Step 2: Enter Product or Service Details** 1. **Enter the Product Name** * Provide a **clear and descriptive** product or service name. 2. **Add a Product Code (Optional)** * This can be a **SKU, internal reference, or any unique identifier** for tracking purposes. 3. **Select a Unit of Measure** * Defines how the product is measured, such as: * **Each** * **Kilograms (kg)** * **Litres (L)** * **Hours (for services)** 4. **Enter the Required Quantity** * Specify the **number of units needed**. * Works alongside the **unit of measure** to clarify total requirements. ### **Step 3: Add Multiple Pricing Line Items** * If additional items need to be included, click **"Add Another Product"** to create **multiple pricing requests** within the same sourcing activity. ### **Step 4: Remove Pricing Products** * To remove a pricing request, click the **delete icon** next to the line item name. ## Key Considerations & Best Practices ✅ **Provide Clear Product Descriptions** – Ensure suppliers understand exactly what is being sourced. ✅ **Use Standardized Units of Measure** – This ensures **consistent supplier responses** and simplifies comparisons. ✅ **Request Bulk Pricing Where Applicable** – If ordering in large quantities, request bulk discounts for **better cost savings**. ✅ **Include Optional Product Codes** – Helps **track and manage supplier pricing** more efficiently. ✅ **Review All Pricing Requests Before Submission** – Double-check **quantities, measurements, and descriptions** to avoid discrepancies. ## Additional Resources 📌 **Related User Guides:** * **[Managing Financials in Sourcing](https://help.oboloo.com/en/financial-analysis-of-supplier-pricing-in-oboloo)** – Understanding how supplier pricing is collected and calculated. * **[Analyzing Supplier Bids](https://help.oboloo.com/en/supplier-scoring-analysis-and-insights)** – Best practices for comparing supplier bids effectively. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Adding Supplier Questionnaires to Your Sourcing Activity Only subscribers on the Sourcing Plus plan can access this feature **Supplier Questionnaires in oboloo provide a structured way to collect detailed and measurable information from suppliers during the sourcing process.** These questionnaires help assess key areas such as: ✔ **Compliance with regulations** ✔ **Technical skills and capabilities** ✔ **Past project experience** ✔ **Other critical evaluation criteria** 📌 **Weighted scoring** can be applied to specific questions, ensuring that the most important factors carry **greater influence in the final evaluation**. Users can: * **Add pre-built questionnaires** from the **Sourcing Library** * **Create new questionnaires** for custom requirements * **Clone and modify existing questionnaires** for each sourcing event 📌 **For more details on creating, archiving, or cloning Supplier Questionnaires, refer to the** **Sourcing Library Gu**ide [here. ](https://help.oboloo.com/en/articles/5993-overview-of-supplier-questionnaires) This guide will walk you through how to **add and customize supplier questionnaires** using the **Sourcing Wizard**. ## Understanding Supplier Questionnaires & the Sourcing Library ### **What Are Supplier Questionnaires?** Supplier Questionnaires allow procurement teams to **collect structured responses** in areas critical to supplier evaluation. These can include: * **Regulatory Compliance** – Ensuring suppliers meet legal and industry requirements. * **Technical Capabilities** – Assessing experience, expertise, and certifications. * **Project-Specific Questions** – Understanding how suppliers will approach a particular project. ### **What Is the Sourcing Library?** The **Sourcing Library** stores reusable Supplier Questionnaires that can be: ✔ **Cloned** for modification ✔ **Used as-is** across multiple sourcing activities ✔ **Customized** to fit specific procurement needs 📌 **Using standardized questionnaires ensures consistency in supplier evaluations and improves efficiency.** *Supplier Questionnaires Walkthrough:* ***Skip to 4 minutes & 10 seconds*** ## Step-by-Step Guide: Adding Supplier Questionnaires to a Sourcing Activity ### **Step 1: Select Supplier Questionnaires** 1. Navigate to the **Supplier Questionnaires** page within the **Sourcing Wizard**. 2. Use the **table view** to browse available questionnaires. 3. **Click on the eye icon** under the **Actions column** to preview a questionnaire. * This will display the **questions, categories, and weightings** included in the questionnaire. 📌 **Note:** This is usually the **fifth page of the Sourcing Wizard** if **Supplier Questionnaires were selected on the first page**. ### **Step 2: Add Supplier Questionnaires to Your Activity** 1. Select the **Supplier Questionnaires** you want to include. 2. Click the **"Add to Activity"** button. * This will add the selected questionnaires to your sourcing event. ### **Step 3: Review Selected Questionnaires** * The **Selected Supplier Questionnaires Table** (below the main table) shows all questionnaires added to the sourcing activity. * This helps **confirm which questionnaires have been included**. ### **Step 4: Remove Selected Questionnaires** 1. Locate the **Selected Supplier Questionnaires Table**. 2. Click the **delete icon** next to any questionnaire you want to remove. * This will **remove the questionnaire** from the sourcing activity. ### **Step 5: Use Table Filters to Find Specific Questionnaires** * Use the **table filters** to search for questionnaires by: ✔ **The user who originally created the questionnaire** 📌 **This helps locate relevant questionnaires quickly, ensuring only the most applicable ones are included.** ## Key Considerations & Best Practices ✅ **Use Pre-Built Questionnaires** – Standardized templates ensure consistent supplier evaluations. ✅ **Customize as Needed** – Modify existing questionnaires or create new ones to align with project-specific requirements. ✅ **Preview Questionnaires Before Adding** – Check the **questions, categories, and weightings** before including them in the sourcing activity. ✅ **Apply Weighted Scoring for Key Questions** – This helps **prioritize critical evaluation areas** in supplier assessments. ✅ **Use Filters for Efficiency** – Quickly locate and select questionnaires using **creator-based filters**. ✅ **Keep Information Up-to-Date** – Regularly review **Supplier Questionnaires** to ensure relevance and accuracy. ## Additional Resources 📌 **Related User Guides:** * **[Creating & Cloning Supplier Questionnaires](https://help.oboloo.com/en/how-to-create-edit-clone-and-archiveunarchive-a-supplier-questionnaire)** – How to build reusable questionnaires. * **[Overview of Supplier Questionnaires ](https://help.oboloo.com/en/overview-of-supplier-questionnaires)**– Best practices for archiving and modifying sections. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Adding Supplier Sections to Your Sourcing Activity Only subscribers on the Sourcing Plus plan can access this feature **Supplier Sections in oboloo are used to collect detailed responses from suppliers on how they plan to meet the requirements of your sourcing activity.** These sections help ensure that suppliers provide comprehensive details on: ✔ **How they will fulfill project requirements** ✔ **Their delivery strategy** ✔ **Compliance with industry standards** 📌 **Supplier Sections are stored in the Sourcing Library**, allowing them to be **reused across multiple sourcing events**, ensuring **consistency** while **saving time**. Users can: * **Select pre-built sections** from the **Sourcing Library** * **Create new sections** * **Clone and modify existing sections** to **tailor them to each sourcing activity** 📌 **For more details on creating, archiving, or cloning Supplier Sourcing Sections, refer to the** **Sourcing Library Guide [here](https://help.oboloo.com/en/sourcing-library-overview-internal-and-supplier-sections).** ## Understanding Supplier Sections & the Sourcing Library ### **What Are Supplier Sections?** Supplier Sections allow organizations to **request structured information** from suppliers. Common types include: * **Project Fulfilment Plans** – Suppliers outline how they will meet requirements. * **Delivery Strategies** – Suppliers describe how they will deliver goods/services. * **Compliance Assurance** – Suppliers explain how they adhere to regulations. ### **What Is the Sourcing Library?** The **Sourcing Library** is a **centralized repository of reusable Supplier Sections** that can be: ✔ **Cloned** for modification ✔ **Used as-is** across multiple sourcing activities ✔ **Customized** to fit specific procurement needs 📌 **Using pre-built Supplier Sections from the Sourcing Library helps maintain sourcing event consistency while improving efficiency.** *Adding Supplier Sourcing Sections Walkthrough:* ***Skip to 3 minutes & 30 seconds*** ## Step-by-Step Guide: Adding Supplier Sections to a Sourcing Activity ### **Step 1: Select Supplier Sourcing Sections** 1. Navigate to the **Supplier Sourcing Sections** page within the **Sourcing Wizard**. 2. Use the **table view** to browse available sections. 3. **Click on the eye icon** under the **Actions column** to preview a section. * This will display the **section details** as seen by suppliers. 📌 **Note:** This is the **fourth page of the Sourcing Wizard** if **Supplier Sourcing Sections were included on the first page**. ### **Step 2: Add Supplier Sections to Your Activity** 1. Select the **Supplier Sourcing Sections** you want to include. 2. Click the **"Add to Activity"** button. * This will add the selected sections to your sourcing event. ### **Step 3: Review Selected Sections** * The **Selected Sourcing Sections Table** (below the main table) shows all sections added to the sourcing activity. * This helps **confirm which sections have been included**. ### **Step 4: Remove Selected Sections** 1. Locate the **Selected Sourcing Sections Table**. 2. Click the **delete icon** next to any section you want to remove. * This will **remove the section** from the sourcing activity. ### **Step 5: Use Table Filters to Find Specific Sections** * Use the **table filters** to search for sections by: ✔ **Section Category** ✔ **User who originally created the section** 📌 **This helps locate relevant sections quickly, ensuring only the most applicable information is included.** ## Key Considerations & Best Practices ✅ **Use Pre-Built Sections** – Leverage **Sourcing Library** templates to maintain consistency and save time. ✅ **Customize as Needed** – Modify existing sections or create new ones **to meet specific project needs**. ✅ **Preview Sections Before Adding** – Ensure all sections provide **clear and relevant** information for suppliers. ✅ **Use Filters for Efficiency** – Quickly locate and select sections using **category and user filters**. ✅ **Keep Information Up-to-Date** – Regularly review **Supplier Sourcing Sections** to ensure accuracy. ## Additional Resources 📌 **Related User Guides:** * **[Creating & Cloning Supplier Sourcing Sections](https://help.oboloo.com/en/sourcing-library-overview-internal-and-supplier-sections)** – How to build reusable sections. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Adding Supporting Documents to Your Sourcing Activity **The Supporting Documents section in oboloo allows you to attach important files that suppliers need to review as part of your sourcing activity.** These documents may include: ✔ **Technical specifications** ✔ **Legal templates** ✔ **Project briefs** ✔ **Pricing sheets or spreadsheets** ✔ **Other relevant documents** Additionally, you can **request suppliers to upload their own supporting documents** when submitting their responses. These could include: ✔ **Compliance certifications** ✔ **Product pricing sheets** ✔ **Technical reports** This guide will walk you through how to **add, manage, and request supporting documents** for your sourcing activity using the **Sourcing Wizard** in oboloo. ## Understanding Supporting Documents in oboloo Supporting documents are **essential in the sourcing process** as they: * Provide **detailed information** to suppliers, helping them submit **accurate proposals**. * Ensure that suppliers provide **necessary certifications and qualifications** for evaluation. * Keep all required documents **organized and easily accessible** within the sourcing activity. *Adding Supporting Documents Walkthrough:* ***Skip to 4 minutes & 10 seconds*** ## Step-by-Step Guide: Adding Supporting Documents 📌 **Note:** This section is part of the **Sourcing Wizard** when setting up a sourcing activity. ### **Step 1: Click on "Add New Document"** * Navigate to the **Supporting Documents** section in the Sourcing Wizard. * Click on the **"Add New Document"** button. ### **Step 2: Enter a Document Title** * This **title will be visible** to suppliers. * Ensure it **clearly describes the document's purpose** for easy identification. ### **Step 3: Add a Document Description** * Provide a **brief description** explaining the document’s relevance. * This helps both **your team and suppliers** understand the document’s purpose. 📌 **Tip:** Use this section to **request suppliers to upload their own supporting documents** when responding. ### **Step 4: Upload Your Selected Document** * Click the **"Select Document"** field. * Choose and **upload the document** from your local device. ### **Step 5: Save Your Document** * Click **"Save"** to upload the document to your sourcing activity. * The document will now be **attached and accessible** within the sourcing activity. ## **Managing Supporting Documents** ### **Step 6: Removing a Document from Your Activity** * If a document is no longer required, locate it in the **documents table**. * Click the **delete icon** next to the document. ### **Step 7: Confirm Removal of the Document** * A **confirmation popup** will appear. * Click **"Yes"** to finalize document removal. ## Key Considerations & Best Practices ✅ **Attach All Relevant Documents** – Ensure suppliers have **all necessary information** to submit accurate responses. ✅ **Use Clear Titles & Descriptions** – Helps **both suppliers and internal teams** understand document relevance. ✅ **Request Supplier Uploads When Needed** – Use the description field to **ask suppliers to submit supporting documents** like compliance certificates. ✅ **Organize Documents Properly** – Keep your sourcing activity structured by **removing outdated or unnecessary files**. ✅ **Double-Check Before Submission** – Ensure all **required documents are attached** before finalizing the sourcing activity. ## Additional Resources 📌 **Related User Guides:** * **[Creating Sourcing Activities](https://help.oboloo.com/en/creating-a-new-sourcing-activity-endtoend-guide)** – How to create a sourcing activity. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # API Developer Documentation Only subscribers on any paid Plus plan can access oboloo's API **The oboloo API allows organizations to seamlessly integrate procurement, contract, supplier, and savings management into their existing systems.** **Only users with the appropriate access can access the API within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** With its **flexibility and automation capabilities**, the API enables **enhanced data management** and **modernized procurement operations**. 🚀 **No-Code Integrations Available:** If coding isn’t an option, oboloo supports **[Zapier](https://help.oboloo.com/en/articles/6351-zapier-integration-integrate-with-s-of-application) integrations** for streamlined **automation without development work**. 📌 **Important:** * oboloo provides **comprehensive API documentation** and resources. * It is the **client’s responsibility** to have a **developer or technical resource** available for implementation. 🔒 **Access Control:** * Only **users with appropriate permissions** can access the oboloo API. * To learn more about **API access rights**, refer to the **User Access Rights Guide**. ## Key Features of the oboloo API ✅ **Streamlined Workflows** – Automate **data entry** and **task updates** across your procurement processes. ✅ **Connected Operations** – Sync **contracts, suppliers, and savings data** across multiple systems. ✅ **Advanced Insights** – Generate reports and **retrieve analytics data** with API queries. ✅ **Time-Saving Automation** – Eliminate manual errors and **reduce workload** with automated processes. ## Getting Started with the oboloo API ### **Step 1: Access Your API Key** 1. **Navigate to the API Authentication Page** * Go to **Settings** in the left-hand menu. * Click on **API Authentication**. 2. **Generate Your API Token** * Click **Generate Token** to create a **unique API key**. 3. **Save the Token Securely** * This **API key is required** for authenticating all API requests. * **Do not share** your token publicly or with unauthorized users. **TIP**: API keys do not expire in oboloo. You will need to delete them yourself from the API Authentication page under settings to remove and deactivate them. You can also refresh API keys on this page by clicking the orange icon next to the selected key. ### **Step 2: Authenticate Your API Access** 1. **Open the API Documentation Page**: [https://oboloo.app/api/documentation](https://devoboloo.app/api/documentation) 2. **Enter Your oboloo Login Credentials**: * Provide your **oboloo URL and API key at the top of the page** 3. **Execute the Request** on your selected end point on this page. 4. **Verify Authentication**: * If authentication is successful, you will receive a **success response** confirming API access. ### **Step 3: Start Building Your Integration** Once authenticated, use your **API token** to **connect oboloo** with your existing systems. 📌 **Test API Endpoints:** * Use the **API Documentation Page** to test endpoints before deployment. ### **Example API Endpoints:** 🔹 **Contracts Management** * **Create, update, or retrieve** contract records. 🔹 **Supplier Management** * **Manage supplier information, compliance data, and records.** 🔹 **Savings Tracking** * **Retrieve savings milestones, project savings, and performance records.** ## Developer Tools & Resources 📌 **Developer Documentation** * A **detailed guide** covering all available endpoints, their parameters, and sample responses. 📌 **No-Code Integrations** * **Zapier Integration** – Connect oboloo to **thousands of apps** without coding. ## Example Use Cases ### **Automate Contract Management** ✔ Automatically **create new contracts** and **associate suppliers** directly via the API. ### **Sync Supplier Data Across Systems** ✔ Keep **supplier data synchronized** between oboloo and external **CRM or ERP systems**. ### **Generate Reports & Analytics** ✔ Retrieve **contract and savings records** to build **custom dashboards** and **advanced reporting tools**. ## Key Considerations & Best Practices ✅ **Secure Your API Token** – Store it safely, as it is required for all API interactions. ✅ **Test Endpoints in the API Documentation** – Ensure integrations function correctly before deploying to live systems. ✅ **Use No-Code Solutions Where Possible** – For **simpler automation**, leverage tools like **[Zapier ](https://help.oboloo.com/en/articles/6351-zapier-integration-integrate-with-s-of-application)**instead of custom development. ✅ **Monitor API Usage** – Regularly check API activity logs to track requests and prevent misuse. ## Additional Resources 📌 **Related User Guides:** * **[User Access Rights](https://help.oboloo.com/en/user-roles-access-rights-rbac)** – Learn how to enable API access for users. * **[Zapier Integration Guide](https://help.oboloo.com/en/articles/6351-zapier-integration-integrate-with-s-of-application)** – How to automate workflows without coding. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Applying Weighted Scoring in a Sourcing Activity Only subscribers on the Sourcing Plus plan can access this feature **Weighted scoring allows organizations to objectively evaluate supplier responses by assigning different levels of importance to specific sections of a sourcing activity.** This feature ensures that critical areas such as pricing, supplier questionnaires, and sourcing sections are appropriately weighted, providing a transparent and data-driven approach to supplier selection. By applying weighted scoring, internal scorers can assess supplier responses, and the system will automatically calculate overall scores based on the assigned weights. This eliminates manual calculations, ensuring consistency in supplier evaluations and helping organizations make more informed procurement decisions. ### **When to Use This Feature** ✅ When setting up a sourcing activity that requires structured, weighted evaluations of supplier responses. ✅ When ensuring that internal scorers assess supplier responses based on predefined evaluation criteria. ✅ When automating score calculations to eliminate manual errors and inconsistencies. ✅ When generating a weighted scoring analysis to compare supplier performance objectively. ## Step-by-Step Guide: Applying Weighted Scoring in a Sourcing Activity ### **Step 1: Navigating to Weighted Scoring** * Start by creating a new sourcing activity in the **Sourcing Wizard**. * Complete the initial setup steps, including the **Activity Overview, Supplier Sourcing Sections, Supplier Questionnaires, and Pricing**. * Click on the **Weighted Scoring** tab in the left-hand menu. 📌 **Note**: The Weighted Scoring tab will only appear if you have included at least **two different evaluation areas** (e.g., two sourcing sections, one questionnaire and pricing). If only one area is added, weighted scoring will not be required. ### **Step 2: Assigning Weighted Scores** * The weighted scoring page will display all the sections included in the sourcing activity, categorized into: * **Sourcing Sections** – Supplier-specific sections added to the sourcing activity. * **Supplier Questionnaires** – Forms suppliers need to complete. * **Pricing** – Cost-related responses submitted by suppliers. * Each area will have an editable **Weighted Scoring (%)** field. #### **Example of Weighted Scoring Allocation:** Imagine you have included: * **Two supplier sourcing sections** (Company Background and Future Roadmap) * **One supplier questionnaire** (Quality Assurance Evaluation) * **Pricing** A suitable weight distribution could be: * **Company Background – 15%** * **Future Roadmap – 20%** * **Quality Assurance Evaluation – 10%** * **Pricing – 50%** 📌 **Important:** The total weighted scores **must add up to exactly 100%**. If the total is below or above 100%, you will not be able to proceed. ### **Step 3: Saving Weighted Scoring and Proceeding** * Once you have assigned the appropriate weight percentages, review the total to ensure it equals **100%**. * Click **Next** to proceed to the supplier invitation step in the **Sourcing Wizard**. 📌 **Tip:** If certain areas of supplier evaluation are more critical than others, allocate higher weight percentages accordingly. For example, if pricing is the most important factor, it should have the highest percentage. ### **Step 4: How Weighted Scoring Affects Internal Scoring and Analysis** Once suppliers have submitted their responses, internal scorers will evaluate their submissions using the **Scoring Dashboard**. * Each internal scorer will assign scores based on predefined criteria. * The platform will automatically apply the weighted percentages to calculate a **final weighted score** for each supplier. * This eliminates the need for manual calculations and ensures fair and objective supplier assessments. After internal scoring is completed, the **Scoring Analysis** tab will display: * **Total Weighted Scores for Each Supplier** – A final calculated score based on applied weightings. * **Breakdown of Scores by Section** – Visibility into how each supplier performed in different evaluation areas. * **Comparison Between Suppliers** – A structured way to compare supplier performance based on their weighted scores. 📌 **Tip:** The Scoring Analysis tab provides a **side-by-side comparison** of supplier scores, helping organizations make data-driven decisions on awarding contracts. ### **Step 5: Viewing Weighted Scoring in a Completed Sourcing Activity** After internal scorers have completed their evaluations: * Navigate to the **Sourcing Management** module. * Open the sourcing activity you created. * Click on the **Scoring Analysis** tab to review how weighted scoring influenced supplier rankings. 📌 **Tip:** If any supplier's score appears unexpectedly low or high, review the assigned weights to ensure they reflect the organisation’s evaluation priorities. ## Key Considerations & Best Practices ✅ **Ensure Scoring Totals 100%** – Weighted scores must sum to exactly 100% to proceed. ✅ **Prioritise Critical Sections** – Allocate higher weights to the most important evaluation areas. ✅ **Use Scoring Insights for Transparency** – Weighted scoring provides an audit trail of how suppliers were evaluated. ✅ **Encourage Consistency in Scoring** – All internal scorers should understand how weighted scoring impacts final evaluations. ✅ **Review Scoring Analysis Before Awarding** – Always check the Scoring Analysis tab before making a final decision. ## Additional Resources 📌 **Related User Guides**: * **[Scoring Supplier Responses](https://help.oboloo.com/en/scoring-supplier-responses-against-a-sourcing-activity)** – A guide to evaluating supplier responses and applying scores. * **[Supplier Scoring Analysis & insights](https://help.oboloo.com/en/supplier-scoring-analysis-and-insights)** – How to score supplier responses to an activity 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Approving Contract Documents Only subscribers on the Contract Plus plan can access this feature **Approving contract documents ensures compliance and proper tracking within the system.** **Document History**: All approvals are logged, and the document's status will indicate that it has been approved for audit and compliance purposes. If a document against a contract is not approved, it will not be considered an active document and therefore will not appear in any analysis within oboloo or trigger any **[automated notifications](https://help.oboloo.com/en/automated-contract-notifications)** until approved. **Only users with the appropriate access can approve contract documents within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** ### **When to Use This Feature** * When verifying contract documents for compliance and record-keeping. * When ensuring that only approved contract documents are included in analysis and reports. * When granting approval access to necessary users. ## Step-by-Step Guide **1. Navigate to the Contract Profile Page** * Go to the **Contract Management** section and open the **contract profile**. **2. Access the Documents Tab** * Click on the **Documents** tab to view all documents associated with the contract. **3. Locate the Document to Approve** * Scroll down to the **Documents Table** and find the document requiring approval. * If you do not see an approval checkbox under the **Approve** column, you may need to request approval access from your **System Administrator**. **4. Click the Approve Tick Box** * Select the **Approve** checkbox next to the document you wish to approve. **5. Confirm the Approval** * A confirmation message will appear. Click **Yes** to approve the document. **6. Approval Details Will Auto-Populate** * The **Approved By** and **Approved Date** columns will automatically update. * Once a document is approved, all **Contract Owners** will be notified. ## Key Considerations & Best Practices ✅ **Ensure Proper Access** – Only users with approval permissions can approve contract documents. ✅ **Monitor Approval Status** – Keep track of which contract documents are approved for compliance. ✅ **Check Notifications** – Contract Owners are notified when a document is approved. ✅ **Verify Before Approving** – Ensure the document meets compliance standards before approval. ## Additional Resources 📌 **Related User Guides:** * **[Adding & Managing Contract Documents](https://help.oboloo.com/en/adding-and-requesting-contract-documents)** – Uploading and organizing contract records. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Approving Savings Only subscribers on the Savings Plus plan can access this feature **In oboloo's Savings Management module, you can manage savings project approvals through a structured workflow. This guide details the step-by-step process for approving savings projects.** This guide will walk you through the **savings approval process**, including how to **request approval**, **approve or reject a savings record**, and how to manage unapproved savings. **Only users with the appropriate access can approve savings within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** ### Requesting Approval For A Saving Record The approval functionality in oboloo allows users to streamline the saving approval process by assigning an approver directly during saving creation. Follow the steps below to understand how to enable and use this feature effectively. ## Requesting Approval for a Savings Record The **savings approval functionality** allows users to streamline the approval process by **assigning an approver** directly during savings creation. ### **Step 1: Enable the Approval Requirement** 1. **Navigate to the Create New Savings Record Popup** * Click on the **Create New Savings Record** button above the **Savings Management Table**. 2. **Locate the Approval Toggle** * At the bottom of the form, find the toggle switch labeled **"Does this saving need to be approved?"** 3. **Enable or Disable Approval Requirement** * **Yes**: The **approval process is enabled**, and an approver must be assigned. * **No**: The savings record is **created immediately** without requiring approval. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737839700117.png)### **Step 2: Assign an Approver (If Approval is Enabled)** 1. If the toggle is set to **"Yes"**, a **dropdown menu** will appear. 2. This dropdown **lists all active users** with **savings [approval permissions](https://help.oboloo.com/en/approving-savings)** (inactive users are excluded). 3. **Select an approver** from the dropdown list. 4. **Save the savings record** to initiate the approval process. 📌 **Additional Notes:** * If **"No"** is selected, the savings record **does not require approval** and is immediately added to the system. * **Savings awaiting approval do not appear by default** in the main **Savings Management Table**. * To view them, use the **"Approval Status" filter** and select **"Unapproved" or "Rejected"**. 🚀 **Efficient Workflow:** The approval process ensures that savings records are reviewed **without the need for separate emails or manual follow-ups**, as notifications are automatically sent to the assigned approver. **Efficient Workflow**: This functionality eliminates the need for separate communication or follow-ups, as notifications and system access ensure the approver is directly informed. ## Approving a Savings Record Once an approver is assigned, the system **automatically notifies** them through: 📧 **Email Notification** * The approver receives an email with a **link to the savings record**. * This allows them to quickly access and approve the record. 🔔 **In-System Notification** * The approver will also see an **in-platform notification** informing them that a savings record requires approval. ### **How to Approve a Savings Record** 1. **Open the Savings Record Profile** * Click the **link in the email** or navigate to the **Savings Management** section and search for the savings record. 2. **Click on "Approve Saving"** * If you are the assigned approver, you will see an **"Approve Saving"** button on the savings profile page. * Click this button to **finalize the approval**. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737839756775.png)**3. Approval Confirmation** * Once approved, a record of the approval will appear under the **"Approval Log" tab** of the savings profile. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737839900811.png)**📌 Approval Transparency: The savings status will update to reflect the completion of the approval process.** ## Rejecting a Savings Record If a savings record does not meet the required criteria, the approver can **reject** the record. 1. **Click "Reject Saving"** * This button is located next to the **"Approve Saving"** button. 2. **Provide a Justification for Rejection** * A prompt will appear asking the approver to **enter a reason for rejection**. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737839827205.png)3\. **Rejection Notification** * The rejection is **logged in the "Approval Log" tab** under the savings profile. * The **savings creator** will receive an **email notification** with the rejection reason. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737839888074.png)4\. **Requesting Re-Approval** * The savings creator can **resubmit the savings record for approval** by clicking **"Send for Approval"** at the bottom of the savings record page. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737727359031.png)📌 **Handling Unapproved Savings:** * **Unapproved savings do not appear** in the main savings list by default. * To view them, use the **"Approval Status" filter** and select **"Unapproved"**. * Once a savings record is approved, it **automatically moves to the active savings list**. ## Key Considerations & Best Practices ✅ **Ensure You Have Approval Permissions** – Only users with the correct access can approve savings records. ✅ **Use the Approval Log for Transparency** – All approvals and rejections are **documented for future reference**. ✅ **Utilize Filters to Find Unapproved Savings** – Savings records awaiting approval are hidden from the main list **until they are approved**. ✅ **Provide Justifications for Rejections** – Clearly explaining **why a savings record was rejected** helps the creator make necessary adjustments before resubmitting. ✅ **Leverage Notifications for Efficient Approvals** – The system automatically **alerts approvers**, eliminating the need for manual follow-ups. ## Additional Resources 📌 **Related User Guides:** * **[Adding Savings Records](https://help.oboloo.com/en/adding-a-new-savings-initiative)** – How to create and update savings details. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Approving Savings Milestones This guide explains how to review and approve savings milestones that have been submitted for approval. * **Where to Find Milestones Requiring Approval:** * Navigate to **Savings** and open the relevant savings record. * Select the **Milestones** tab. * Locate milestones with a status of **Pending Approval**. * **How to Approve or Reject a Milestone:** * In the **Actions** column, select the option to review the milestone. * A confirmation modal will open. * Choose one of the following: * **Approve Milestone** to confirm completion * **Reject Milestone** to decline the submission ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/2W4NI0HaK7yjpJkypchXy5fi78GrfdN6jMLNV6uS.png)* **Rejecting a Milestone:** * If rejecting, you will be prompted to enter a reason. * Provide a clear justification and confirm the action. * The milestone status will update to **Rejected**. * **What Happens Next:** * **If Approved:** * The milestone status changes to **Completed** * The value is included in realised savings totals * **If Rejected:** * The milestone remains visible with a **Rejected** status * It can be updated and resubmitted for approval * **Notifications:** * Once a decision is made, notifications are sent to the milestone creator and relevant savings owners. * **Tracking Approvals:** * All approval and rejection actions are recorded in the **Approval Log** for audit purposes. * **Why This Matters:** Approving milestones ensures that savings are validated before being counted, maintaining accuracy and accountability across your savings tracking. # Approving Supplier Documents Only subscribers on the Supplier Plus plan can access this feature Supplier document approvals allow you to review, approve, or reject documents submitted by suppliers or uploaded by internal stakeholders, such as insurance certificates or compliance policies. Approved documents are stored against the supplier record, providing a clear audit trail and visibility for your team. Approving supplier documents ensures compliance and proper tracking within the system. **Only users with the appropriate access can approve supplier documents within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** 📌 **Tips** **Document History**: All approvals are logged, and the document's status will indicate that it has been approved for audit and compliance purposes. If a document against a supplier is not approved, it will not be considered an active document and therefore will not appear in any analysis within oboloo or trigger any **[automated notifications](https://help.oboloo.com/en/automated-supplier-notifications)** until approved. ### **When to Use This Feature** ✅ When verifying supplier documents for compliance and record-keeping. ✅ When ensuring that only approved documents are included in analysis and reports. ✅ When granting approval access to necessary users. ## **Step-by-Step Guide** **1. Navigate to the Supplier Profile Page** * Go to the **Supplier Management** section and open the **supplier’s profile**. **2. Access the Documents Tab** * Click on the **Documents** tab to view all documents associated with the supplier. **3. Locate the Document to Approve** * Scroll down to the **Documents Table** and find the document requiring approval. * If you do not see an approval checkbox under the **Approve** column, you may need to request approval access from your **System Administrator**. **4. Click the Approve Tick box** * Select the **Approve** checkbox next to the document you wish to approve. **5. Confirm the Approval** * A confirmation message will appear. Click **Yes** to approve the document. **6. Approval Details Will Auto-Populate** * The **Approved By** and **Approved Date** columns will automatically update. * Once a document is approved, all **Supplier Owners** will be notified. ## Key Considerations & Best Practices ✅ **Ensure Proper Access** – Only users with approval permissions can approve supplier documents. ✅ **Monitor Approval Status** – Keep track of which documents are approved for compliance. ✅ **Check Notifications** – Supplier Owners are notified when a document is approved. ✅ **Verify Before Approving** – Ensure the document meets compliance standards before approval. ## Additional Resources 📌 **Related User Guides:** * **[Adding Supplier Documents](https://help.oboloo.com/en/adding-and-requesting-supplier-documents)** – Uploading and organizing supplier documents. * **[Archiving Supplier Documents ](https://help.oboloo.com/en/archiving-and-unarchiving-supplier-documents)**– How to archive supplier documents. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Archiving and Unarchiving Contract Documents Only subscribers on the Contract Plus plan can access this feature **Archiving and unarchiving contract documents helps keep records organized by removing outdated or irrelevant documents from the active view while still keeping them accessible when needed.** This ensures that only current and relevant contract documents remain visible. If a contract document is not approved, it will not be considered an active record and therefore will not appear in any analysis within oboloo or trigger any **[automated notifications](https://help.oboloo.com/en/automated-contract-notifications)** until unarchived. To view archived documents, simply use the filter '**Archive Status**' on the table under the '**Documents**' tab of a contract record. ### **When to Use This Feature** * When organizing contract records by archiving outdated documents. * When retrieving and restoring archived contract documents. * When filtering contract documents to maintain an up-to-date document view. ## Step-by-Step Guide ### **Viewing Expired Documents** **1. Navigate to Contract Management** * Open the **Contract Management** section from the main menu. **2. Check for Expired Documents** * The **main table** displays contract records, including expired documents. * Use the **Document Status** column to review contract documents that may require action. ### **Archiving a Contract Document** **1. Open the Contract Profile** * Click on the **contract’s name** from the Contract Management table to open the contract profile. **2. Access the Documents Tab** * Click on the **Documents** tab within the contract profile. **3. Locate the Actions Menu** * In the **Documents Table**, find the document you wish to archive. * Click on the **three-dot Actions menu** next to the document record. **4. Select Archive** * Click the **Archive** option from the menu. * If the **Archive** option is not visible, you may need to request access from your **System Administrator**. **5. Confirm Archiving** * A confirmation message will appear. Click **Yes** to archive the document. ### **Viewing Archived Documents** * To view archived documents, use the **Archive Status** filter above the documents table. * Select **Archived** to display all archived contract documents. ### **Unarchiving a Contract Document** **1. Locate the Archived Document** * Use the **Archive Status** filter to find archived documents in the **Documents** tab. **2. Open the Actions Menu** * Click on the **three-dot Actions menu** next to the archived document. **3. Select Unarchive** * Click the **Unarchive** option. **4. Confirm Unarchiving** * A confirmation message will appear. Click **Yes** to unarchive the document. * The document will now be restored to the active document list. ## Key Considerations & Best Practices ✅ **Use Archive Status Filters** – Quickly toggle between active and archived documents for better visibility. ✅ **Ensure Proper Access** – Only users with the right permissions can archive or unarchive contract documents. ✅ **Verify Before Archiving** – Ensure that a document is no longer needed in the active list before archiving it. ✅ **Unarchive When Necessary** – Restore documents when they are needed again. ## Additional Resources 📌 **Related User Guides:** * **[Adding Contract Documents](https://help.oboloo.com/en/adding-and-requesting-contract-documents)** – Uploading and requesting contract records. * **[Approving Contract Documents](https://help.oboloo.com/en/approving-contract-documents)** – How to refine document lists for better organization. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Archiving and Unarchiving Contracts **Archiving and unarchiving contracts helps keep your records organized by removing outdated or irrelevant contracts from the active view without permanently deleting them.** This ensures that only current and relevant contracts are visible, while archived contracts remain accessible if needed. If a contract is archived, it will not be considered an active record and therefore will not appear in any analysis within oboloo or trigger any **[automated notifications](https://help.oboloo.com/en/automated-contract-notifications)** until unarchived. ### **When to Use This Feature** * When removing old or inactive contracts from the active contract list. * When needing to retrieve and restore archived contract records. * When organizing contract data to improve management and reporting. ## Step-by-Step Guide ### **Archiving a Contract** **1. Navigate to Contract Management** * Open the **Contract Management** section from the main menu. **2. Select the Contract to Archive** * Locate and open the **contract profile** you want to archive. **3. Click the Archive Button** * Within the contract profile, click the **Archive** button. **4. Confirm Archiving** * A confirmation message will appear. Click **Yes** to archive the contract. * The contract will now be archived and will no longer appear in the **Contract Management table**. ## Viewing Archived Contracts By default, archived contracts are hidden. To view archived contracts: * Use the **Contract State** filter on the **Contract Management** table. * Select the **Archived** option to include archived contracts in the table view. ## Unarchiving a Contract **1. Navigate to the Archived Contract Record** * Locate the archived contract by using the **Contract State** filter. **2. Click the Unarchive Button** * Within the contract profile, click the **Unarchive** button. **3. Confirm Unarchiving** * A confirmation message will appear. Click **Yes** to unarchive the contract. * The contract will now reappear in the **active Contract Management table** and can be linked to activities such as **savings initiatives**. ## Key Considerations & Best Practices ✅ **Archive Inactive Contracts** – Keep contract lists clean by archiving outdated records. ✅ **Use Filters to Locate Archived Contracts** – Archived contracts are hidden by default but can be accessed using filters. ✅ **Archived Contracts Cannot Be Edited** – To modify a contract, unarchive it first. ✅ **Ensure Compliance Before Archiving** – Confirm that a contract is not actively linked to ongoing projects before archiving. ✅ **Unarchive When Necessary** – Restore archived contracts when they become relevant again. ## Additional Resources 📌 **Related User Guides:** * **[Adding Contract Records](https://help.oboloo.com/en/add-a-new-contract)** – How to add and maintain contract details. * **[Exporting Contracts ](https://help.oboloo.com/en/exporting-contracts)**– How to export active contract records. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Archiving and Unarchiving Savings **Archiving and unarchiving savings records helps keep your data organized by removing outdated or irrelevant savings records from the active view without permanently deleting them.** This ensures that only current and relevant savings records are visible, while archived records remain accessible if needed. To view archived savings, simply use the filter '**Archive Status'** on the main table on the Savings Management home page table ### When to Use This Feature * When removing old or inactive savings records from the active list. * When needing to retrieve and restore archived savings records. * When organizing savings data to improve tracking and reporting. ## Step-by-Step Guide ### **Archiving a Savings Record** ### **1. Navigate to Savings Management** * Open the **Savings Management** section from the main menu. ### **2. Select the Savings Record to Archive** * Locate and open the **savings record** you want to archive. ### **3. Click the Archive Button** * Within the savings record, click the **Archive** button. ### **4. Confirm Archiving** * A confirmation message will appear. Click **Yes** to archive the savings record. * The record will now be archived and will no longer appear in the **Savings Management table**. ## Viewing Archived Savings Records By default, archived savings records are hidden. To view archived savings records: * Use the **Savings State** filter on the **Savings Management table**. * Select the **Archived** option to include archived savings records in the table view. ## Unarchiving a Savings Record ### **1. Navigate to the Archived Savings Record** * Locate the archived savings record by using the **Savings State** filter. ### **2. Click the Unarchive Button** * Within the savings record, click the **Unarchive** button. ### **3. Confirm Unarchiving** * A confirmation message will appear. Click **Yes** to unarchive the savings record. * The savings record will now reappear in the **active Savings Management table** and can be linked to projects and activities. ## Key Considerations & Best Practices ✅ **Archive Inactive Savings Records** – Keep savings lists clean by archiving outdated records. ✅ **Use Filters to Locate Archived Savings** – Archived savings records are hidden by default but can be accessed using filters. ✅ **Archived Savings Cannot Be Edited** – To modify a savings record, unarchive it first. ✅ **Ensure Compliance Before Archiving** – Confirm that a savings record is not actively linked to ongoing projects before archiving. ✅ **Unarchive When Necessary** – Restore archived savings records when they become relevant again. ## Additional Resources 📌 **Related User Guides:** * **[Adding a Savings Record ](https://help.oboloo.com/en/adding-a-new-savings-initiative)**– How to add and maintain savings details. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Archiving and Unarchiving Scorecards Only subscribers on the Supplier Plus plan can access this feature **Archiving scorecards helps keep your workspace organized by removing unused or outdated scorecards from active view without permanently deleting them.** **Archived scorecards remain accessible** for future reference and can be unarchived when needed. 🚨 **Important Notes:** **Archived scorecards cannot be applied against a supplier** or **sent to a supplier** until they are unarchived. **Archived scorecards can still be accessed** by using the **Archive Status filter** in the Scorecards view. **To restore an archived scorecard**, use the **Unarchive** option, which is available in the same **Actions menu** used for archiving. ### **When to Use This Feature** ✅ When **removing outdated scorecards** from active view while keeping them accessible. ✅ When **preventing scorecards from being used** while under review. ✅ When **retrieving and restoring archived scorecards** for future use. ## Step-by-Step Guide ### **Archiving a Scorecard** ### 1. Navigate to Supplier Management * Open the **Supplier Management** section from the main menu. ### 2. Click on Supplier Scorecards * Select **Supplier Scorecards** to access all existing scorecards. ### 3. Search for the Scorecard You Want to Archive * Use the **search function** to find the scorecard you want to archive. ### 4. Click the Actions Menu * Locate the scorecard in the table and click on the **three-dot Actions menu** next to it. ### 5. Select the Archive Option * Click **Archive** to remove the scorecard from active view. ### 6. Confirm Archiving * A confirmation message will appear. Click **Yes** to confirm. * The scorecard will now be **archived** and will no longer appear in the active Scorecards view. ### **Viewing Archived Scorecards** * To view archived scorecards, use the **Archive Status filter** at the top of the **Supplier Scorecards** table. * Select **Archived** to display all archived scorecards. ### **Unarchiving a Scorecard** ### 1. Locate the Archived Scorecard * Use the **Archive Status filter** to find archived scorecards in the **Supplier Scorecards** table. ### 2. Click the Actions Menu * Locate the archived scorecard and click on the **three-dot Actions menu** next to it. ### 3. Select the Unarchive Option * Click **Unarchive** to restore the scorecard to the active view. ### 4. Confirm Unarchiving * A confirmation message will appear. Click **Yes** to confirm. * The scorecard will now be restored and can be applied to suppliers or sent as needed. ## Key Considerations & Best Practices ✅ **Use Archiving to Keep Workspaces Organized** – Removing outdated scorecards helps maintain a clean and structured workspace. ✅ **Archived Scorecards Cannot Be Used** – A scorecard must be **unarchived** before it can be applied to a supplier. ✅ **Use the Archive Status Filter for Easy Access** – Quickly locate archived scorecards when needed. ✅ **Unarchive Only When Necessary** – Avoid cluttering the active view with scorecards that are no longer relevant. ## Additional Resources 📌 **Related User Guides:** * **[Editing Scorecards](https://help.oboloo.com/en/editing-scorecards)** – How to modify categories, criteria, and weightings. * **[Cloning Scorecards ](https://help.oboloo.com/en/cloning-scorecards)**– How to create an editable copy of an existing scorecard. * **[Compliance Page ](https://help.oboloo.com/en/using-the-supplier-compliance)**- How to use the supplier compliance page 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Archiving and Unarchiving Supplier Documents Only subscribers on the Supplier Plus plan can access this feature **Archiving and unarchiving supplier documents helps keep records organized by removing outdated or irrelevant documents from the active view without permanently deleting them.** This ensures that only current and relevant documents remain visible while archived ones are still accessible when needed. Only users with a role that includes **[archived access ](https://help.oboloo.com/en/viewing-your-access-rights)**under Supplier Management can archive a supplier document. 📌 **Tips** If a supplier document is not approved, it will not be considered an active record and therefore will not appear in any analysis within oboloo or trigger any **[automated notifications](https://help.oboloo.com/en/automated-supplier-notifications)** until unarchived. To view archived documents, simply use the filter '**Archive Status**' on the table under the '**Documents**' tab of a supplier record. ### **When to Use This Feature** * When organizing supplier records by archiving outdated documents. * When retrieving and restoring archived supplier documents. * When filtering supplier documents to maintain an up-to-date document view. ## Step-by-Step Guide ### Viewing Expired Documents **1. Navigate to Supplier Management** * Open the **Supplier Management** section from the main menu. **2. Check for Expired Documents** * The **main table** displays supplier records, including expired documents. * Use the **Document Status** column to review supplier documents that may require action. ### Archiving a Supplier Document **1. Open the Supplier Profile** * Click on the **supplier’s name** from the Supplier Management table to open their profile. **2. Access the Documents Tab** * Click on the **Documents** tab within the supplier’s profile. **3. Locate the Actions Menu** * In the **Documents Table**, find the document you wish to archive. * Click on the **three-dot Actions menu** next to the document record. **4. Select Archive** * Click the **Archive** option from the menu. * If the **Archive** option is not visible, you may need to request access from your **System Administrator**. **5. Confirm Archiving** * A confirmation message will appear. Click **Yes** to archive the document. ### Viewing Archived Documents * To view archived documents, use the **Archive Status** filter above the documents table. * Select **Archived** to display all archived supplier documents. ### Unarchiving a Supplier Document **1. Locate the Archived Document** * Use the **Archive Status** filter to find archived documents in the **Documents** tab. **2. Open the Actions Menu** * Click on the **three-dot Actions menu** next to the archived document. **3. Select Unarchive** * Click the **Unarchive** option. **4. Confirm Unarchiving** * A confirmation message will appear. Click **Yes** to unarchive the document. * The document will now be restored to the active document list. ## Key Considerations & Best Practices ✅ **Use Archive Status Filters** – Quickly toggle between active and archived documents for better visibility. ✅ **Ensure Proper Access** – Only users with the right permissions can archive or unarchive supplier documents. ✅ **Verify Before Archiving** – Ensure that a document is no longer needed in the active list before archiving it. ✅ **Unarchive When Necessary** – Restore documents when they are needed again. ## Additional Resources 📌 **Related User Guides:** * **[Adding Supplier Documents](https://help.oboloo.com/en/adding-and-requesting-supplier-documents)** – Uploading and organizing supplier records. * **[Approving Supplier Documents](https://help.oboloo.com/en/approving-supplier-documents)** - How to approve supplier documents. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Archiving and Unarchiving Suppliers **Archiving and unarchiving suppliers helps keep your records organized by removing outdated or irrelevant suppliers from the active view without permanently deleting them. This ensures that only current and relevant suppliers are visible, while archived suppliers remain accessible if needed.** In oboloo, only users with a role that includes **[archived access](https://help.oboloo.com/en/articles/5904-user-roles-access-rights)**[ ](https://help.oboloo.com/en/articles/5904-user-roles-access-rights)under Supplier Management can archive a supplier. 📌 **Tips** If a supplier is not approved, it will not be considered an active record and therefore will not appear in any analysis within oboloo or trigger any **[automated notifications](https://help.oboloo.com/en/articles/6336-automated-notifications)** until unarchived. To view archived Suppliers, simply use the filter '**Supplier State**' on the main table on the Supplier Management home page. ### **When to Use This Feature** * When removing outdated or inactive suppliers from the active list. * When needing to retrieve and restore archived supplier records. * When filtering and managing supplier lists for better organization. ## Step-by-Step Guide ### **Archiving a Supplier** **1. Navigate to Supplier Management** * Go to the **Supplier Management** section from the main menu. **2. Click on Suppliers** * Open the **Suppliers** page to view all existing supplier records. **3. Select the Supplier to Archive** * Click on the **supplier profile** that needs to be archived. **4. Click the Archive Button** * Within the supplier profile, click the red **Archive** button. **5. Confirm Archiving** * A confirmation message will appear. Click **Yes** to archive the supplier. * The supplier will now be archived and will no longer appear in the **Supplier Management table**, **dashboard analysis**, or **Supplier Compliance page**. * Archived suppliers cannot be used in activities or projects such as savings or contracts. ### **Viewing Archived Suppliers** By default, archived suppliers are not displayed in the active supplier list. To view archived suppliers: * Use the **Supplier State** filter above the Supplier Management table. * Select **Archived** to include archived suppliers in the table view. ### **Unarchiving a Supplier** **1. Navigate to the Supplier’s Profile Page** * Locate the archived supplier by using the **Supplier State** filter. **2. Click the Unarchive Button** * Within the supplier’s profile, click the **Unarchive** button. **3. Confirm Unarchiving** * A confirmation message will appear. Click **Yes** to unarchive the supplier. * The supplier will now be **restored to the active Supplier Management table** and will appear in reports, dashboards, and other supplier-related activities. ## Key Considerations & Best Practices ✅ **Archive Inactive Suppliers** – Keep supplier lists clean by archiving outdated records. ✅ **Use Filters to Manage Supplier Visibility** – Archived suppliers are hidden by default but can be accessed using filters. ✅ **Ensure Compliance Before Archiving** – Make sure a supplier is not actively linked to ongoing projects before archiving. ✅ **Unarchive When Necessary** – Restore archived suppliers when they become relevant again. ## Additional Resources 📌 **Related User Guides:** * **[Filtering and Sorting Suppliers](https://help.oboloo.com/en/articles/6030-exporting-suppliers)**[ ](https://help.oboloo.com/en/articles/6030-exporting-suppliers)– How to refine supplier lists for better organization. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Artificial Intelligence (AI) in oboloo Only subscribers on the Plus plans can access this feature **Artificial Intelligence (AI)** is integrated throughout oboloo to help you work more efficiently, make better-informed decisions, and reduce the time spent reviewing large amounts of information. AI-powered features analyse data stored within your oboloo records to generate intelligent summaries, highlight potential risks, identify actions requiring attention, and surface key insights in seconds. Whether you're managing suppliers, contracts, sourcing activities, or savings initiatives, AI helps you quickly understand the status of your records so you can focus on making informed business decisions. --- ## AI Features Available in oboloo Depending on your subscription, AI capabilities are available across the following modules: ### Supplier AI Supplier AI analyses information stored within your supplier records to generate an intelligent overview of supplier performance, compliance, and risk. It can summarise: * Supplier profile and business information * Compliance status * Missing or expired documents * Certifications and accreditations * Performance and risk indicators * Scorecard results * Outstanding onboarding activities * Key actions requiring attention Supplier AI helps procurement teams quickly assess supplier health, identify potential risks, and prepare for supplier reviews without manually checking multiple tabs. --- ### Contract AI Contract AI analyses information stored within your contract records and generates an executive summary highlighting: * Contract status * Key dates and milestones * Notice periods * Renewal arrangements * Contract value * Supplier information * Risks and obligations * Immediate actions requiring attention Contract AI is ideal for preparing for contract reviews, renewals, supplier governance meetings, and compliance checks. --- ### Sourcing AI Sourcing AI analyses every stage of your sourcing activities to provide an intelligent overview of event progress and supplier engagement. It can summarise: * Event objectives and status * Supplier participation and response rates * Questionnaire completion * Evaluation and scoring progress * Award recommendations and status * Key deadlines and milestones * Procurement risks * Outstanding actions requiring attention Sourcing AI enables procurement teams to quickly understand the overall health of a sourcing activity without manually reviewing supplier responses, evaluations, and event data. --- ### Savings AI Savings AI analyses savings initiatives and milestones to provide insight into: * Projected savings * Realised savings * Milestone progress * Outstanding approvals * Performance trends * Upcoming milestone deadlines * Areas requiring attention Savings AI helps organisations monitor savings delivery and identify initiatives requiring follow-up. --- ## How AI Works AI analyses the information already stored within your oboloo records. Depending on the module, this may include: * Record details * Owners and managers * Suppliers * Categories * Documents * Compliance records * Certifications * Questionnaires * Supplier responses * Evaluations and scoring * Milestones * Savings calculations * Key dates * Notifications * Activity history * Approval status The richer and more complete your records are, the more accurate and valuable your AI summaries will be. --- ## Benefits of Using AI Using AI within oboloo enables you to: * Quickly understand complex procurement records. * Identify risks before they become issues. * Prioritise actions requiring immediate attention. * Prepare for meetings in seconds. * Improve visibility across procurement activities. * Reduce manual review time. * Support better decision-making. * Increase productivity across procurement teams. --- ## AI Best Practices To get the most from AI: * Keep your records accurate and up to date. * Complete key fields wherever possible. * Upload supporting documents when available. * Maintain supplier records, milestones, supplier responses, evaluations, and key dates. * Regularly review AI-generated summaries. * Use AI recommendations alongside your own professional judgement. AI is designed to support procurement professionals—it does not replace human expertise or organisational decision-making. --- ## AI Availability AI features are available on selected **Plus** subscription plans. Depending on your licence, AI may be available within: * **Supplier Plus** * **Contract Plus** * **Sourcing Plus** * **Savings Plus** If you cannot access AI features, please contact your organisation's administrator to confirm your subscription and user permissions. --- ## Additional Resources * **[Using Supplier AI Summaries](https://help.oboloo.com/en/using-supplier-ai-summaries)** * **[Using Contract AI Summaries](https://help.oboloo.com/en/using-contracts-ai-summaries)** * **[Using Sourcing AI Summaries](https://help.oboloo.com/en/using-sourcing-ai-summaries)** * **[Using Savings AI Summaries](https://help.oboloo.com/en/using-savings-ai-summaries)** 📌 **Tip:** The AI summaries are generated from the information stored within your oboloo records. Keeping your procurement data accurate, complete, and up to date will ensure the most relevant insights and recommendations are produced. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your **[user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights)** # Assigning and Revoking Licenses (Paid Plans Only) **Managing licenses ensures that users have the correct level of access within your organization.** This guide provides step-by-step instructions on assigning and revoking licenses, navigating user settings, and understanding how email notifications are sent to users when changes are made. **To find out more about user access rights, please check out this user guide [here](https://help.oboloo.com/en/articles/5904-user-roles-access-rights).** If you need to check your access rights, please refer to the **[User Access Rights ](https://help.oboloo.com/en/user-roles-access-rights-rbac)**guide. ### **When to Use This Feature** * When assigning licenses to new users who need access to the platform. * When revoking licenses from users who no longer require access. * When managing available licenses to ensure optimal usage. * When troubleshooting login access issues related to licensing. ### **License Management Overview** * Licenses can only be assigned or revoked for users on a **paid plan**. * If a user has an assigned license, they can sign in and access the platform as a normal user. * Organizations can control which areas a user can view or edit by assigning them a **role**. * During a **14-day free trial**, licenses are automatically assigned to all users who sign up. There is no need to manually assign or revoke licenses during the trial period. ## Step-by-Step Guide ### **Assigning Licenses** **1. Navigate to Settings** * Access the **Settings** menu from the main navigation. **2. Select the User** * Locate and select the user from the **User Table** who needs a license. **3. Open the License & Plans Tab** * In the user’s profile, go to the **License & Plans** tab. **4. Assign the License** * Click the green **Assign License** button. * A notice will appear prompting confirmation and displaying the number of available licenses. * Confirm the assignment. The total available licenses in your organization will decrease by one. * The assigned user will receive a **welcome email** with login instructions. ### **Revoking Licenses** **1. Navigate to Settings** * Access the **Settings** menu from the main navigation. **2. Select the User** * Locate and select the user from the **User Table** whose license needs to be revoked. **3. Revoke the License** * Click the red **Revoke License** button. * A confirmation notice will appear. Confirm the revocation. * The user will receive an email notification stating that their license has been revoked. * The revoked license will be added back to your organization’s total available licenses and can be reassigned to another user. ## Key Considerations & Best Practices ✅ **Ensure Proper Access Control** – Only authorized personnel should manage licenses. ✅ **Monitor Available Licenses** – Regularly check the number of remaining licenses to ensure new users can be onboarded smoothly. ✅ **Revoke Licenses When Necessary** – If a user no longer requires access, revoke their license to free up availability. ✅ **Verify Role Assignments** – Assign appropriate roles to users after granting a license to ensure they have the right level of access. ✅ **Check Email Notifications** – Users receive automated emails when licenses are assigned or revoked. Ensure they are aware of any changes. ## Additional Resources 📌 **Related User Guides:** * **[Adding A New User](https://help.oboloo.com/en/add-a-new-user)** - How to Add new users * **[Managing User Roles & Permissions](https://help.oboloo.com/en/user-roles-access-rights-rbac)** – How to assign and modify user roles. * **[Primary User ](https://help.oboloo.com/en/understanding-the-primary-user)**- The user within an organization who is responsible for the account 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Assigning Scorers for Supplier Responses Only subscribers on the Sourcing Plus plan can access this feature **Assigning internal scorers in oboloo allows you to designate specific team members to evaluate different sections of supplier responses.** **Please note: You can only internally score a sourcing activity if the activity included either Supplier Sourcing Sections or Supplier Questionnaires (or both).** Assigning internal scorers ensures that supplier responses are evaluated by the most relevant team members. This process helps maintain a structured and fair evaluation, allowing subject matter experts to assess supplier responses based on their expertise. Scorers can be assigned to evaluate responses in: * **Supplier Questionnaires** – Structured questionnaires completed by suppliers. * **Supplier Sections** – Key sections within supplier responses that require evaluation. ### **When to Use This Feature** * When supplier responses need to be evaluated by specific internal team members. * When different sections of a supplier response require review by subject matter experts. * When assigning scorers to evaluate supplier questionnaires or supplier sections. * When setting a **scoring deadline date** to ensure evaluations are completed on time. * When tracking the progress of scorers to confirm all evaluations are submitted before finalizing supplier selection. ## Step-by-Step Guide ### **1. Access the Scoring Management Tab** * Navigate to the **Main Menu** and select **Sourcing**. * Choose the sourcing activity you want to manage. * Click on the **Scoring Management** tab. Within this tab, you will see three key tables: 1. **Scoring Management Overview** – Displays the status of assigned scorers, their progress, and whether rescoring is required. It also provides an option to reopen scoring when needed. 2. **Score Supplier Questionnaire Responses** – Lists supplier questionnaires included in the sourcing event and allows you to assign scorers. 3. **Score Supplier Section Responses** – Displays supplier sections requiring evaluation and enables the assignment of scorers. ### **2. Assigning Scorers to Supplier Questionnaires or Sections** * In the **Score Supplier Questionnaire Responses** or **Score Supplier Section Responses** table, find the item that requires scoring. * Click **Add Scorer** next to the relevant supplier questionnaire or section. * Select a team member from the dropdown list. * **Enter a scoring deadline date**—this informs the scorer when their evaluation must be completed. **Without this deadline, the scorer will not be able to proceed with their evaluation.** * Click **Save** to confirm the assignment. 💡 **Tip:** Each scorer will only have access to the sections or questionnaires they are responsible for. ### **3. Monitoring Scorer Progress** * Go to the **Scoring Management Overview** table to track the progress of each scorer. * Scorer statuses include: * **Incomplete** – The scorer has at least one unsubmitted scoring assignment. * **Requires Resubmission** – The supplier has resubmitted their response, and the scorer needs to update their evaluation. * **Complete** – The scorer has fully evaluated all assigned sections for the latest supplier submission. ### **4. Reopening Scoring for a Scorer** If a supplier resubmits a response after scoring has been completed, or if a scorer needs to be reminded to complete their evaluation, you can enable rescoring. * In the **Scoring Management Overview** table, locate the scorer. * If the **Reopen Scoring** button is available, click it to allow the scorer to update their evaluation. * The scorer will receive a notification that they need to review their assigned sections again. 💡 **Note:** The **Reopen Scoring** button will only appear if the scorer's status is **Incomplete** or **Requires Resubmission**. ### **5. Completing the Evaluation Process** * Once all assigned scorers have submitted their evaluations, verify that all sections have been scored. * If needed, review the **Scoring Analysis** tab to view overall supplier scores, including any weighted scoring criteria. ## Key Considerations & Best Practices ✅ **Assign Scorers Early** – Assign scorers as soon as supplier responses are received to allow enough time for evaluation. ✅ **Set Clear Deadlines** – **Always enter a scoring deadline date when assigning a scorer.** This ensures they complete their evaluations on time. ✅ **Monitor Progress Regularly** – Use the **Scoring Management Overview** table to track scorer completion and identify delays. ✅ **Reopen Scoring When Necessary** – If suppliers submit new responses, ensure scorers update their evaluations by reopening scoring. ✅ **Balance Workloads** – Assign different sections to multiple scorers when possible to avoid overwhelming a single evaluator. ## Additional Resources 📌 **Related User Guides:** * **[Scoring Supplier Responses](https://help.oboloo.com/en/scoring-supplier-responses-against-a-sourcing-activity)** – Guidelines for assessing key supplier submission areas. * **[Scoring Analysis and Insights](https://help.oboloo.com/en/supplier-scoring-analysis-and-insights)** – Understanding scoring analysis on sourcing events * **[Comparing Historic Supplier Submissions](https://help.oboloo.com/en/historic-supplier-submissions)** - Compare a single suppliers multiple responses to a sourcing event 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Automated Contract Notifications **Automated notifications in oboloo provide timely updates to ensure that users stay informed.** Automated notifications in oboloo are system-generated alerts triggered by specific events or deadlines within the platform. These notifications are pre-configured and ensure users remain informed about critical updates, such as contract expirations, supplier compliance, or sourcing activity deadlines. Automated notifications are consistent and cannot be customized by users, ensuring transparency and efficiency across procurement processes. The creator of the contract record and the **[contract owners](https://help.oboloo.com/en/contract-owners)** receive these notifications. #### **Automated Contract Management Notifications** # Automated Notifications **Automated notifications are system-generated alerts that tell you when something needs your attention — a contract approaching expiry, a supplier document about to lapse, a sourcing deadline closing in.** They are triggered by events and dates within the platform, are pre-configured, and cannot be edited or switched off by users. That is deliberate: it means every organisation on oboloo gets the same reliable set of alerts, and nobody misses a renewal because someone turned a reminder off. If you need an alert that oboloo does not generate automatically, create a [Custom Notification](https://help.oboloo.com/en/custom-notifications) instead. ### When to Use This Feature * When you want to understand which events oboloo will alert you about automatically. * When you are not receiving an alert you expected, and need to check whether one exists for that event. * When deciding whether a reminder needs to be set up manually as a custom notification. * When working out why a colleague received a notification and you did not. ## Who Receives Automated Notifications **Notifications follow record ownership.** All designated owners of a record receive the automated notifications relevant to it. If you are not an owner of a record, you will not receive its alerts. This is the single most common reason someone does not get a notification they were expecting. If a colleague needs visibility of a supplier, contract, sourcing activity or savings record, add them as an owner. * [Supplier Owners](https://help.oboloo.com/en/supplier-owners) * [Contract Owners](https://help.oboloo.com/en/contract-owners) * [Sourcing Owners](https://help.oboloo.com/en/sourcing-owners) * [Savings Owners](https://help.oboloo.com/en/savings-owners) Notifications are also filtered to the logged-in user and the module they are working in, so what you see is relevant to you rather than a feed of everything happening across the organisation. ## Where Notifications Appear Automated notifications reach you in five places. | Location | What it shows | |---|---| | **Email** | Every notification is emailed, so you are told even when you are not logged in. | | **Bell icon** | Top right of every page. Recent notifications across all modules, for a quick check. | | **Module pages** | Notifications relevant to the module you are in — Supplier Management, Contract Management and so on. | | **Latest Activity tab on a record** | Notifications for that specific record, shown in the timeline alongside notes, emails, calls and tasks. Use the **Notification** filter chip to see system events on their own. In eSourcing this tab is named **Overview**. | | **Your Profile page** | Everything sent to you, with a filter to sort by module. | 💡 **Tip:** Use the bell icon for a quick scan, your Profile page when you want to work through everything outstanding, and the Latest Activity tab when you are looking into one specific record. See [Latest Activity](https://help.oboloo.com/en/latest-activity). ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737669964709.png)![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737670027457.png)![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/sldJeXY2YpP90Gmn3FTmqcMEbd5PshA6jvjLJfqw.png)## Automated Notifications by Module Below is a list of all module-specific notifications in oboloo. Each table provides the **notification type**, **example message**, and **detailed description**. #### **Supplier Management Notifications** #### **Contract Management Notifications** #### **Sourcing Module Notifications** #### **Savings Module Notifications** ## Automated or Custom? **Automated notifications** are built into oboloo. They fire on platform events and dates, go to record owners, and cannot be changed. **Custom notifications** are created by you against a specific record, on a date you choose, with your own message. They can be set to repeat monthly, quarterly or annually. Use them for anything the automated set does not cover — a supplier review, a check-in, a deadline that only your organisation cares about. See [Custom Notifications](https://help.oboloo.com/en/custom-notifications). ## Key Considerations & Best Practices ✅ **Assign owners deliberately** — Ownership is what drives notifications. A record with the wrong owners sends alerts to the wrong people. ✅ **Assign more than one owner** — A single owner means a single point of failure when someone is on leave. ✅ **Check the Latest Activity tab when investigating** — It shows every notification sent for that record in date order, which is the fastest way to establish what was sent and when. ✅ **Fill in expiry and key dates** — Most automated notifications are triggered by dates on the record. A contract with no end date generates no renewal reminders. ✅ **Use custom notifications to fill the gaps** — If something matters to your organisation and oboloo does not alert on it, set it up yourself rather than relying on memory. ## Additional Resources 📌 **Related User Guides:** * [Custom Notifications](https://help.oboloo.com/en/custom-notifications) – Creating your own alerts against a record. * [Latest Activity](https://help.oboloo.com/en/latest-activity) – The record timeline where notifications appear. * [Supplier Owners](https://help.oboloo.com/en/supplier-owners) – Assigning responsibility, and therefore notifications, for a supplier. * [Contract Owners](https://help.oboloo.com/en/contract-owners) – Assigning responsibility for a contract. * [Sourcing Owners](https://help.oboloo.com/en/sourcing-owners) – Assigning responsibility for a sourcing activity. * [Savings Owners](https://help.oboloo.com/en/savings-owners) – Assigning responsibility for a savings record. * [Adding or Updating Your Profile Picture](https://help.oboloo.com/en/adding-or-updating-your-profile-picture) – Your Profile page, where all notifications are listed. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Automated Savings Notifications **Automated notifications in oboloo provide timely updates to ensure that users stay informed.** #### Automated Notifications Automated notifications in oboloo are system-generated alerts triggered by specific events or deadlines within the platform. These notifications are pre-configured and ensure users remain informed about critical updates, such as contract expirations, supplier compliance, or sourcing activity deadlines. Automated notifications are consistent and cannot be customised by users, ensuring transparency and efficiency across procurement processes. All designated [Savings owners](https://help.oboloo.com/en/savings-owners) of a record in oboloo will receive the relevant automated notifications. #### **Savings Module Notifications** #### # Automated Sourcing Notifications Automated notifications in oboloo are system-generated alerts triggered by specific events or deadlines within the platform. These notifications are pre-configured and ensure users remain informed about critical updates, such as contract expirations, supplier compliance, or sourcing activity deadlines. Automated notifications are consistent and cannot be customized by users, ensuring transparency and efficiency across procurement processes. The creator of the sourcing activity receives these notifications as well as any [Sourcing Owners.](https://help.oboloo.com/en/sourcing-owners) #### **Sourcing Module Notifications** # Automated Supplier Notifications **Automated notifications in oboloo provide timely updates to ensure that users stay informed.** #### Automated Notifications Automated notifications in oboloo are system-generated alerts triggered by specific events or deadlines within the platform. These notifications are pre-configured and ensure users remain informed about critical updates, such as contract expirations, supplier compliance, or sourcing activity deadlines. Automated notifications are consistent and cannot be customised by users, ensuring transparency and efficiency across procurement processes. The creator of the supplier record and the **[supplier owners](https://help.oboloo.com/en/supplier-owners)** receive these notifications. #### **Supplier Management Notifications** # Awarding a Supplier Against a Sourcing Activity **The Awarding a Supplier feature in oboloo allows you to finalize the sourcing process by selecting a winning supplier based on the evaluations and scores submitted.** This feature finalizes the sourcing process by selecting the winning supplier based on evaluations and submitted scores. This action officially marks the sourcing activity as **Awarded**, updates its status, and records the selected supplier’s details for future reference and reporting. This guide will walk you through the steps to review supplier responses, select a winner, and complete the award process efficiently. Note: If a sourcing activity has been awarded, scoring for that activity will be automatically closed. No new scores can be submitted for that sourcing activity. ### **When to Use This Feature** * When you have completed the evaluation of supplier responses and need to finalize the sourcing activity. * When a supplier has been selected based on scoring, price, compliance, or other evaluation criteria. * When you need to officially mark a sourcing activity as **Awarded** and update its status in the system. * When you want to record the winning supplier’s details for future reference and reporting. * When you require a clear audit trail of the awarding process for compliance and transparency. ## Step-by-Step Guide ### **1. Accessing the Sourcing Activity** * Navigate to the **Main Menu** and click on **Sourcing**. * Locate the sourcing activity you want to finalize using the **search bar or filters**. * Click on the sourcing activity to open its **details page**. ### **2. Reviewing Supplier Responses** Before awarding a supplier, ensure that all responses have been reviewed and evaluated: * Navigate to the **Pricing, Questionnaires, and Supporting Documents** tabs. * Use comparison tools to assess supplier performance based on submitted scores and response details. * Verify that the supplier meets all necessary criteria before proceeding. ### **3. Initiating the Award Process** * On the **Sourcing Activity Details** page, locate the **Award Supplier** button on the left-hand side of the record. * Click the **Award Supplier** button to begin the awarding process. ### **4. Selecting the Supplier to Award** * A pop-up window will appear. * Click the **Select Supplier** dropdown and choose the supplier you want to award. * Double-check the supplier’s details to ensure accuracy before proceeding. ### **5. Confirming the Award** * Click the **Confirm Award** button to finalize the award. * The sourcing activity’s status will automatically be updated to **Awarded**. * The awarded supplier’s details will be recorded in the system for future reference. Note: If the sourcing activity you are awarding has/is going through an internal scoring process which has not yet been completed by all scorers, the below warning will appear. You may continue to award the sourcing activity without all scoring being completed, however this will close the scoring process for all currently assigned scorers for this sourcing activity. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/5V9gdM2r64yGRQotePRjetkSnDxCJgd8vxm5cU3F.png)### **6. Creating a Contract Record** * Click on the **Create Contract** button at the bottom of the sourcing summary card to automatically create a new contract record associated with the sourcing activity. This will map certain data from the sourcing activity into the new contract automatically. Once a new contract has been created for the sourcing activity, a link it to the new contract will become available on the sourcing summary card under the field 'Linked Contract'. ### **7. Post-Award Actions** Once a supplier is awarded, several updates take place automatically: * The **Sourcing Activity** is moved to the **Awarded** status in the sourcing table. * The awarded supplier’s name is displayed at the top of the sourcing activity record. * There will be a link between the awarded sourcing activity, the supplier record and (if created from the sourcing activity, point 6 above) the linked contract. ## Key Considerations & Best Practices ✅ **Ensure Thorough Evaluation** – Review all supplier responses before awarding to confirm the best selection. ✅ **Use Comparison Tools** – Evaluate pricing, questionnaires, and supporting documents for informed decision-making. ✅ **Double-Check Supplier Details** – Before confirming the award, verify the correct supplier is selected. ✅ **Maintain Clear Records** – Awarded supplier details are automatically stored for future reference and reporting. ✅ **Download Reports for Auditing** – Export sourcing event data as needed for procurement analysis. ## Additional Resources 📌 **Related User Guides:** * **[Reviewing Supplier Responses](https://help.oboloo.com/en/viewing-supplier-responses-to-a-sourcing-activity)** – How to compare and evaluate supplier submissions before awarding. * **[Scoring Supplier Responses](https://help.oboloo.com/en/articles/5997-scoring-supplier-responses-in-oboloo)** – Understanding how supplier evaluations impact the award process. * **[Cancelling a Sourcing Activity](https://help.oboloo.com/en/cancelling-a-sourcing-activity)** – How to cancel a sourcing activity and what happens after. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Base Currency Overview **User guide that covers your base currency and its impact across your oboloo platform** Note: The **Base Currency** is the default currency your company uses within oboloo and will always appear first in all currency drop downs. This can be updated via the Company Settings page only. **Only users with the appropriate access can update your organizations base currency within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** ## Base Currency Overview The base currency is one of the most critical settings within oboloo, acting as the financial foundation for your organisation's operations. It is used as the default currency across all modules and serves as the reference point for exchange rates, financial analyses, and reporting. This guide provides a comprehensive understanding of the base currency, its purpose, and the implications of making changes to it. ### **What is the Base Currency?** The base currency in oboloo is: * The **default currency** for all financial records across the platform, including contracts, savings, and sourcing activities. * The **primary currency** displayed in dashboards, analytics, and reports. * The default currency that appears first in all currency dropdowns, ensuring consistency throughout the system. It is set during the initial onboarding process and is rarely updated afterward due to its system-wide implications. ### **Repercussions of Updating the Base Currency** Changing the base currency is a significant action that can impact multiple areas of the oboloo platform. Here’s what you need to know: 1. **Existing Exchange Rates:** * If the base currency is updated, all exchange rates set against it will need to be reviewed and adjusted. * Failure to update exchange rates may result in **inaccurate financial records and reporting**. 2. **Impact on Financial Records:** * Historical financial data (e.g., savings amounts, contract values) will not be converted to the new base currency. They will remain tied to the exchange rates used at the time of their creation. * Updating the base currency will not retroactively adjust records or reports; it only applies moving forward. 3. **System-Wide Consistency:** * All dropdowns and modules will reflect the updated base currency as the default. * Users working with suppliers or contracts in other currencies may need to adapt to the change in default settings. 4. **Stakeholder Communication:** * It is essential to notify all relevant stakeholders before making any changes to the base currency. A clear understanding of the implications will minimise confusion and ensure a smooth transition. ### **How to Update the Base Currency** Check out our user guide for updating your organisations base currency [here](https://help.oboloo.com/en/updating-the-base-currency) **We recommend informing all stakeholders where necessary prior to making any updates to the base currency.** It's important to note that altering the base currency may impact existing exchange rates. Therefore, if a change is made, users must ensure that all other exchange rates are updated accordingly to maintain accurate financial records. # Cancelling a Sourcing Activity **The Cancel Sourcing Activity feature in oboloo allows users to formally terminate an ongoing sourcing event before completion.** Cancelling may be necessary due to: ✔ **Changes in project scope** ✔ **Internal decisions to pause or delay the sourcing event** ✔ **Restarting the process with new criteria** Once an activity is cancelled: ❌ **It is removed from the active sourcing pipeline** ❌ **No further supplier responses are accepted** 📢 **Suppliers are automatically notified** to ensure clear communication. This guide will walk you through the **step-by-step process of cancelling a sourcing activity** in oboloo. ## Step-by-Step Guide: Cancelling a Sourcing Activity ### **Step 1: Accessing the Sourcing Activity** 1. Navigate to the **eSourcing module** from the left-hand menu. 2. Locate the **sourcing activity** you want to cancel from the **Sourcing Home Page**. * Use the **search bar** or **filters** to quickly find the activity. 3. Click on the **sourcing activity** to open its details. ### **Step 2: Initiating the Cancellation Process** 1. Inside the **sourcing activity record**, locate the **red "Cancel" button** at the **bottom left-hand side** of the page. 2. Click **"Cancel"** to begin the cancellation process. 📌 **Note:** Once a sourcing activity is cancelled, it **cannot be reopened**. ### **Step 3: Confirming the Cancellation** 1. A **confirmation prompt** will appear asking if you want to cancel the sourcing activity. 2. Click **"Yes"** to proceed with the cancellation. 📌 **Once cancelled:** * **Suppliers will no longer be able to submit responses.** * **The sourcing activity cannot be reopened.** ### **Step 4: Notifying Suppliers of the Cancellation** After confirming the cancellation, **oboloo will automatically notify all invited suppliers** via email. 📢 **Suppliers will receive an email notification** stating that the sourcing activity has been cancelled. This ensures: ✔ **Clear and professional communication** ✔ **Suppliers do not continue preparing responses** ✔ **Positive supplier relationships are maintained** ### **Step 5: Activity Status Updated to "Cancelled"** 1. The sourcing activity's status will **automatically update to "Cancelled"** in oboloo. 2. The event will be moved to the **Cancelled status** within the system. 3. **No further supplier responses will be accepted.** 📌 **Note:** You can still **view** the cancelled sourcing activity for **reference**, but no further changes or actions can be made. ### **Step 6: Accessing Historic Information on the Cancelled Activity** Even after cancellation, oboloo **retains all historic data** related to the sourcing activity, including: ✔ **Supplier responses submitted before cancellation** ✔ **Internal notes and communications** ✔ **Supporting documents and attachments** 📌 **This ensures you have access to all past information if needed later.** ## Key Considerations When Cancelling a Sourcing Activity ✅ **Supplier Communication** – Clear notifications help maintain **positive supplier relationships** and avoid confusion. ✅ **Retention of Historic Data** – All past submissions and records remain accessible **for audit and reference**. ✅ **Final Decision** – Once cancelled, a sourcing activity **cannot be reopened**. Consider whether **pausing** the activity may be a better option. Cancelling a sourcing activity in oboloo is a **straightforward and efficient process** that ensures: ✔ **Clear communication with suppliers** ✔ **A full record of the sourcing event is retained** ✔ **No supplier responses are submitted beyond the cancellation** By following this guide, you can **manage cancellations smoothly**, ensuring that all necessary documentation and notifications are in place. ## Additional Resources 📌 **Related User Guides:** * **[Creating a Sourcing Activity](https://help.oboloo.com/en/creating-a-new-sourcing-activity-endtoend-guide)** – How to create a new sourcing activity. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Cancelling Your oboloo Subscription **We’re sorry to see you go! This guide will walk you through the process of cancelling your subscription using our Stripe customer portal.** Only the email of the user who originally signed up for oboloo can access the customer portal. If you need to change the primary user on the account, please reach out to support. Find out more about primary users and how to update them [here](https://help.oboloo.com/en/understanding-the-primary-user). ## Cancelling your Subscription **1. Access Account Management:** Go to the "Settings" menu on the left-hand main menu and select "Account Management." **2. Manage Subscription and Billing:** Click on the "Manage subscription" button. You will be redirected to the oboloo plan management page. **3. Current Subscription card:** Scroll down to the Current Subscription card on this page ![BlockNote image](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/55hKwfvz3C0LA7ySwaXjuoEUAGdnpWHlhlc5N3VB.png)**4. Cancel Subscription button:** Click on the red cancel subscription button. A popup will appear which gives you important information on cancelling your oboloo subscription. Please ensure you read this in full. Once happy, click the Cancel Subscription button on this popup. **5. Login to Stripe Customer Portal:** You will be directed to the Stripe Custom portal. Input your oboloo primary user email address into the Stripe customer portal. A login link will be sent to that email address. Click the link within that email to access the portal. Find out more about primary users and how to update them [here](https://help.oboloo.com/en/understanding-the-primary-user). **6. Cancel Subscription:** In the customer portal, find and click the "Cancel Subscription" button. **Confirm Cancellation:** Once you confirm cancellation, your subscription will end for all users with a license on your next billing date. You will retain access to oboloo until that date. **Reactivating Subscription:** If you change your mind, you can come back to the customer portal at any time to reactivate your subscription if needed. Once your paid subscription ends, your oboloo account will automatically be downgraded to our free forever plan. You and all active users on your organizations oboloo platform can continue to log in and use all free features available. ## Important Notes **Primary User Requirement:** Only the email of the user who originally signed up for the trial can access the customer portal. If you need to change the primary user on the account, please reach out to support. **Access Until Billing Date:** After cancellation, you will still have access to oboloo until your next billing date. All user licenses will remain active until then. At your next billing date, all licenses will be cancelled and all users within your organization will no longer be able to access your oboloo domain. **Reactivation:** You can reactivate your subscription anytime by logging back into the customer portal and following the prompts. ## Support **Help Center:** Access the Help Center from the menu for articles and FAQs. **Customer Support:** If you need further assistance or need to change the primary user on the account, contact our support team via the chat widget on the bottom right corner of the screen or email us at **oboloo.com/contact-us** Cancelling your subscription in oboloo is straightforward and flexible. Should you decide to return, reactivating your subscription is just as easy. If you have any questions or need assistance, our support team is here to help. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Changing System Language **oboloo allows users to change the language either permanently via the profile page or temporarily using the translation icon at the top-right corner of the page.** You can change the system’s language either **permanently** via your profile page or **temporarily** using the translation icon at the top-right corner of the page. Temporary changes are session-based and revert to the default language under your profile settings after a few minutes. * **Permanent language changes** will apply every time you log in. * **Temporary language changes** are session-based and automatically revert to the default language under your profile settings after a few minutes. ### Current Available Languages The following languages are supported on oboloo, listed in both their native script and their English translation: * **English** (English) * **Portuguese** (Português) * **Spanish** (Español) * **French** (Français) * **Arabic** (العربية) * **German** (Deutsch) * **Dutch** (Nederlands) * **Portuguese (Brazil)** (Português (Br)) * **Hindi** (हिंदी) * **Italian** (Italiano) * **Chinese** (中文) * **Japanese** (日本語) * **Thai** (ไทย) * **Korean** (한국어) * **Polish** (Polski) * **Swedish** (Svenska) * **Norwegian** (Norska) * **Danish** (Danska) ### When to Use This Feature * When setting your **preferred language** for permanent use across oboloo. * When **temporarily translating the interface** for quick access in another language. * When working with **international teams** and requiring a different language for better understanding. * When needing a **language adjustment without changing default profile settings**. ## Step-by-Step Guide ### **1. Changing the Language Permanently (Profile Settings)** * Navigate to your **User Profile**. * Click the **Edit** button on the left-hand card. * Select your desired **language** from the dropdown menu. * Click **Save** to make the selection your default language. ### **2. Changing the Language Temporarily (Translation Icon)** * Click the **Translation Icon** in the **top-right corner** of the page. * Choose your **preferred language** from the list. * The platform will update to the selected language **temporarily**. 💡 **Note:** Temporary changes will **automatically revert** to your default profile language after a few minutes. ## Requesting a New Language If your preferred language is not available in oboloo, you can request a new language by: * Contacting your **Account Manager** to submit a language request. * Emailing the **support team** with your request. ## Key Considerations & Best Practices ✅ **Use Permanent Changes for Consistency** – If you frequently work in a different language, update your profile settings. ✅ **Use Temporary Changes for Quick Translations** – Ideal for occasional language needs without modifying your default settings. ✅ **Check for Automatic Reversion** – Temporary translations will revert to your default language after a few minutes. ✅ **Request a New Language if Needed** – If a required language is missing, reach out for assistance. ## Additional Resources 📌 **Related User Guides:** * **[Managing User Profile Settings ](https://help.oboloo.com/en/category/admin-and-security)**– How to update personal preferences in your account. * **[User Access & Permissions](https://help.oboloo.com/en/user-roles-access-rights-rbac)** – Ensuring users have the correct settings applied. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. # Changing Modules On Your Subscription (Plus Plans Only) Your organisation’s subscription determines which modules are available within the platform. Administrators or users with access rights to the Account Management page in your oboloo platform can modify their organizations subscription to add or remove modules as business needs evolve. Changing modules allows organizations to enable additional functionality such as Supplier Management, Contract Management, Sourcing, or Savings Management, or reduce access if a module is no longer required. Subscription changes are managed through the secure billing portal connected to your organisation’s account. All users within oboloo who have granted access rights to the Account Management page, have the ability to change the modules under your organizations paid oboloo subscription. Restriction of access must be carried out by an organizations system Administrator. ## When to Use This Feature You may want to change the modules included in your subscription when: * Your organization wants to enable additional functions not available on the free-forever plans. * You wish to upgrade to a module with advanced functionality. * Certain modules are no longer required. * You are adjusting your subscription as your team grows or shrinks. ## Step-by-Step Guide **1. Access Account Management:** Expand the "Settings" menu on the left-hand main menu and select "Account Management." ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737391247009.png)**2. Manage Subscription:** Click on the "Manage subscription" button. You will be redirected to the customer portal hosted by Stripe. If you are unable to access the Account Management area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/dbqQezFx73hhlbPB75yTO622D1FaPCgAg8WRlBWB.png)**3. Review Current Subscription:** You will be redirected to oboloo's subscription page where you will see all available Plus plans. Simply click the button at the bottom of each of the module cards to either remove that module from your subscription or add it to your current subscription. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/FXB0kbonz1yZC2B83V0QhBBKNIoK7Yn2wO1VyirG.png)Note: A full comparison of features between each Plus plan and the free forever plan can be found at the bottom of this page **4. Removing modules:** If you wish to remove a module from your subscription, click the Remove From Subscription button. This will open up a new confirmation popup, letting you confirm the removal of that module. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/uqZ5DjOjnoSh75noJq4IhgI9Le46BENaGASt4kne.png)Once confirmed, the module will be shown as pending deactivation. The module will be removed from your subscription on your organizations **next billing date**, shown in the grey box on the module card in the screenshot below. Your organization will continue to have access to the plus plan for that module until your next billing date where the module will be downgraded to the free plan. You can cancel the removal of the module from your subscription at any time by clicking the **Cancel Deactivation** button on the module card. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/APRnFk2wodfD85e5REpquhQZWz8GqP2agnzMTckh.png)**5. Adding modules to your subscription:** Select which modules you would like to add in your subscription by clicking the **'+ Add To Subscription'** button on each of the module cards. You may choose just one module, or multiple. As your begin to select each module, they will appear on the right-hand side of the page in a new panel. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/VOne0NqaQuraLwyi4YlBO3CfixX0JuAgmVBvpnSX.png)Note: All users on oboloo share the same subscription and therefore same modules. If adding a new module to an existing subscription, you will need to purchase the same number of licenses for that new module as you have for other existing modules. License quantity is based across all modules included in your subscription, not by individual module. Once you have selected the modules you would like to include in your oboloo subscription, click the **'Confirm & Pay'** button, shown in the screenshot above. **Tax Calculation:** Tax is automatically calculated by Stripe based on your location. #### Payment Method When adding a new module, your organizations default payment method will be automatically charged. This payment method is shown on the confirm and pay popup panel. Please ensure you have your organizations or the card holders permission to charge the payment method on file. oboloo takes no responsibility if an employee uses their organizations saved default payment without prior authorization. Find out how to change your organizations default payment method [here](https://help.oboloo.com/en/updating-your-payment-method-on-oboloo). All users within oboloo who have granted access rights to the Account Management page, have the ability to charge the organizations saved default payment method on their account. Restriction of access must be carried out by an organizations system Administrator. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/jNp85FQ2vY4jeJZkxeGDsseTL7buZCRuzEMRCfCM.png)**6. Assign Licenses To Users:** Once you have upgraded, you will need to assign users licences to access oboloo, including those who were using oboloo on the free forever plan if you wish for them to continue accessing oboloo. By default, the primary user who upgraded to the paid plan is already assigned a license. To assign a license to a user, go to the users profile (Settings > Users) and navigate to the 'License & Plans' tab. Click the green 'Assign License' button. ## Prorated Billing At oboloo, we use prorated billing to ensure you only pay for the exact amount of time you use additional licenses. This means that if you add licenses partway through your billing cycle, you'll only be charged for the remaining period. For example, if your annual license costs $995.88 and you add a license halfway through the year, you will be billed approximately $497.94 for that license. This prorated amount reflects the cost for the remaining six months of the annual billing period. This ensures fair and transparent billing, so you only pay for what you use. When increasing the quantity of licenses against your subscription, you will be shown the prorated amount (Amount Due Today) on the Update Licenses popup. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/KUz8ld4CrEABhlzwjRjcr49o2GxM0qMjB3HkSu46.png)## Important Notes * **Immediate Billing:** Additional modules are billed immediately. * **Module Availability:** New modules are available immediately after purchase. Removed modules remain active until the next billing cycle, after which point they will be downgraded to the free forever plan. ### **Important Points to Remember** * **Plan Selection:** Carefully choose between the monthly and annual plans based on your organization's needs. Remember, the annual plan offers a 17% saving. * **Secure Payment:** All transactions are securely processed by Stripe * **Support:** If you opt to pay by invoice, a member of the oboloo support team will contact you to assist with the payment process. ## Support * **Help Center:** Access the Help Center from the menu for articles and FAQs. * **Customer Support:** If you need further assistance contact our support team via the chat widget on the bottom right corner of the screen. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Changing System Language **oboloo supports multiple languages, providing users with the flexibility to use the platform in their preferred language.** You can change the language at any time using the **translation icon** in the top-right corner of the page. 📌 **Important:** Language changes are **temporary** and will revert to the client’s default language **once your session ends** (e.g., when you log out or refresh the page). ## **Available Languages** The following languages are supported in oboloo: * **English** (English) * **Portuguese** (Português) * **Spanish** (Español) * **French** (Français) * **Arabic** (العربية) * **German** (Deutsch) * **Dutch** (Nederlands) * **Portuguese (Brazil)** (Português (Br)) * **Hindi** (हिंदी) * **Italian** (Italiano) * **Chinese** (中文) * **Japanese** (日本語) * **Thai** (ไทย) * **Korean** (한국어) * **Polish** (Polski) * **Swedish** (Svenska) * **Norwegian** (Norska) * **Danish** (Danska) ## Step-by-Step Guide: Changing the Language ### **Step 1: Click on the Translation Icon** 1. Navigate to the **top-right corner** of the page. 2. Click on the **translation icon**. ### **Step 2: Select Your Preferred Language** 1. A dropdown list of available languages will appear. 2. Click on the **language** you want to switch to. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737679112624.png)### **Step 3: Confirm the Language Change** 1. The platform will update to the **selected language** immediately. 2. Your session will now display the chosen language. 📌 **Note:** The change is temporary and will **reset** to the client’s default language **when you log out or refresh the page**. ## Requesting a New Language If your preferred language is not available, you can **request additional language support** by: * Contacting your **oboloo Account Manager**. * Sending an email to the **support team** at **oboloo.com/contact-us** ## Key Considerations ✅ **Session-Based Language Changes** – The selected language remains active **only during the current session** and will revert once you log out or refresh the page. ✅ **Predefined Language Options** – oboloo supports multiple major languages, ensuring accessibility for a diverse range of users. ✅ **Custom Language Requests** – If your required language is unavailable, you can request it through oboloo’s support team. Changing the system language in oboloo is **quick and easy**, allowing you to **temporarily switch languages** for a more comfortable user experience. If your preferred language is not available, you can **request additional language options** from the support team. 📌 **Need Further Help?** If you need further assistance, please reach out to oboloo's support team via the chat function on this page. # Updating Your Password **Keeping your password updated is essential for maintaining account security and preventing unauthorized access. If you need to change your password, you can do so easily.** 💡 **Tip:** Users are signed out of all of their active signed-in oboloo sessions when their password is reset. 💡 **Tip:** Administrators and users with access rights to the user management page can update another users password on behalf of that user, under the Security tab within the users record page. **There are two ways to change your oboloo password:** 1\. Whilst logged into oboloo via your profile page 2\. From your organisation's oboloo login page via the 'Forgot Password?' option. ### **When to Use This Feature** * If you want to **update your password for security reasons**. * If your **organization enforces periodic password changes**. * If you suspect **someone else has access to your account**. ## **Step-by-Step Guide** ### **1. Navigate to Your Profile Page** * Click on your **profile picture** in the **top-right corner** of the screen. * From the dropdown menu, select **"Profile"**. ### **2. Access the Security Tab** * Once on your profile page, navigate to the **Security** tab. * This is where you can manage your **password settings and login security**. ### **3. Enter Your Current Password** * Before setting a new password, you must first enter your **current password** to verify your identity. ### **4. Set a New Password** * Enter your **new password** in the designated field. * To prevent errors, re-enter the **same password** in the confirmation field. ### **5. Save Your New Password** * Click the **“Change Password”** button. * A confirmation message will appear, indicating that your password has been successfully updated. ### **6. Log in with Your New Password** * The next time you log in, use your **new password** to access your account. * If you use any **API authentication or third-party integrations**, ensure that **stored credentials** are updated to reflect the new password. ## **Key Considerations & Best Practices** ✅ Ensure your **new password** meets security requirements (i.e. a mix of uppercase, lowercase, numbers, and special characters). ✅ If you forget your new password, you can always **reset it using the Forgot Password feature**. ✅ If you encounter an error when updating your password, **double-check that your current password is entered correctly**. ✅ If your organization uses **API integrations that require login credentials**, remember to **update them** with your new password to avoid disruptions. ## **Additional Resources** 📌 **Related User Guides:** * **[Changing Your Password](https://help.oboloo.com/en/changing-your-password)** - How to change your password * **[Two-Factor Authentication](https://help.oboloo.com/en/twofactor-authentication-2fa)** - How 2FA works in oboloo * **[Microsoft Single Sign-on](https://help.oboloo.com/en/microsoft-single-signon-sso)** - How SSO makes it even simpler to log on to oboloo 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team # Cloning Scorecards Only subscribers on the Supplier Plus plan can access this feature **Cloning a supplier scorecard allows users to quickly create a new scorecard using the same criteria as an existing one.** This feature is especially useful when **replicating scorecards** created by other users, as it eliminates the need to **rebuild them from scratch**. 🚨 **Important Notes:** **Only the original creator of a scorecard can edit it.** **Cloning a scorecard assigns full ownership of the new version to the user who cloned it.** ### **Benefits of Cloning a Scorecard** ✅ **Time-Saving** – Avoid manually recreating scorecards by using an existing one as a template. ✅ **Consistency** – Maintain **uniform evaluation criteria** across multiple scorecards to ensure **standardized assessments**. ✅ **Customization & Ownership** – Once cloned, the scorecard is **fully editable**, and the user who cloned it **owns the new version**. ## Step-by-Step Guide ### 1. Navigate to Supplier Management * Open the **Supplier Management** section from the main menu. ### 2. Click on Supplier Scorecards * Select **Supplier Scorecards** to access all existing scorecards. ### 3. Click on the Menu Under the Actions Column * Locate the scorecard you want to **clone** and click the **three-dot Actions menu** next to it. ### 4. Click on Clone * In the **Actions menu**, select **Clone** to create a copy of the scorecard. ### 5. Click on Save to Confirm Creation of the Scorecard * The system will generate a **duplicate of the scorecard** under your name once you click **Save**. ### 6. Click on View to Edit Your New Scorecard * The cloned scorecard is now **fully editable**. * Click **View** to make any necessary updates, such as modifying criteria, adjusting weightings, or renaming the scorecard. ## Key Considerations & Best Practices ✅ **Clone When Needed** – Use cloning to **repurpose existing scorecards** instead of building new ones from scratch. ✅ **Edit the Cloned Version** – The cloned scorecard is now **fully customizable**, allowing you to tailor it to your needs. ✅ **Ensure Cloning for Ownership** – If you need to **edit a scorecard created by another user**, cloning is the only way to gain **editing rights**. ✅ **Maintain Consistency** – Cloning allows you to create **consistent scoring structures** across different suppliers while still enabling customization. ## Additional Resources 📌 **Related User Guides:** * **[Editing Scorecards](https://help.oboloo.com/en/editing-scorecards)** – How to modify categories, criteria, and weightings. * **[Understanding Scorecard Calculations](https://help.oboloo.com/en/supplier-scorecard-calculations)** – How supplier scores are weighted and aggregated. * **[Compliance Page ](https://help.oboloo.com/en/using-the-supplier-compliance)**- How to use the supplier compliance page 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Contract Change Log **The Contract Change Log provides a detailed history of all modifications made to a contract record, ensuring transparency and accountability.** Users can track changes to contract fields, status updates, and document modifications, allowing them to monitor contract updates efficiently. 📌 **Change Log or Latest Activity?** The Change Log records what has been **changed** on the record — which field, its previous and new value, by whom and when. Latest Activity records what has been **done** around the record — notes, emails, calls, meetings, tasks and system notifications. Use the Change Log when you need an audit trail of data changes, and [Latest Activity](https://help.oboloo.com/en/latest-activity) when you need the history of the relationship. ### Key Features of the Contract Change Log * **Comprehensive History** – Tracks all changes made to a contract record, including field updates, status modifications, and document changes. * **Timestamped Entries** – Each change is logged with a date and time, providing a clear timeline of contract modifications. * **User Accountability** – Displays the name of the user who made each change, ensuring complete visibility into contract updates. ## Step-by-Step Guide ### **Accessing the Contract Change Log** **1. Navigate to the Contract Record** * Open the **Contract Management** section from the main menu. * Select the contract whose change history you want to review. **2. Locate the Change Log** * Inside the **contract profile**, click on the **Change Log** tab. **3. View the Change Log** * The change log displays all modifications made to the contract record, including: * The field or area that was changed. * The previous and updated values. * The user who made the change. * The date and time of the change. ## Using the Contract Change Log Effectively **1. Expand Log Entries** * Click on a log entry to view **detailed changes** made to individual fields. * Changes are grouped by the **tab they belong to**, making it easy to track modifications. **2. Filter by Tab** * Use the **Filter by Tab** dropdown to filter change log entries by specific sections of the contract record. * This helps focus on relevant changes, such as contract status updates, document modifications, or ownership changes. ## Key Considerations & Best Practices ✅ **Monitor Key Updates** – Regularly review the change log to track contract status changes, document approvals, or contract owner assignments. ✅ **Ensure Compliance** – Use the change log as an **audit trail** to maintain compliance and accountability for contract modifications. ✅ **Filter for Specific Changes** – Narrow down log entries by filtering for specific tabs, users, or change types to quickly find important modifications. ✅ **Verify User Actions** – Review timestamps and user details to ensure contract updates are made by authorized personnel. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Contract Owners **Contract owners are responsible for tracking, managing, and maintaining contract records, ensuring key contract milestones, renewals, and compliance requirements are met.** They receive **automated and custom notifications** related to contract updates, key dates, and renewal reminders, ensuring contracts remain actively monitored. The **creator of a contract record** is automatically assigned as a contract owner when the contract is first created. However, additional contract owners can be assigned at any time to **share responsibility** and improve oversight. This guide will walk you through the process of **adding, managing, and tracking contract owners**. ### When to Use This Feature * When assigning responsibility for **contract tracking and compliance** to ensure all key dates and obligations are met. * When **multiple team members** need access to manage or oversee a contract. * When ensuring **automated notifications** for contract expirations, renewals, or milestone deadlines are sent to the right individuals. * When a **contract 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 contract. ## Step-by-Step Guide ### **1. Accessing the Contract Profile Page** * Navigate to the **Main Menu** and click on **Contract Management**. * Locate the **contract record** you want to manage using the search bar or filters. * Click on the contract record to open its **details page**. ### **2. Adding a Contract Owner** * Go to the **Contract Owners** tab within the contract record. * Click the **Add Contract Owner** button. * Select the **team members** who should be responsible for overseeing this contract. * Click **Save** to confirm the selection. 💡 **Tip:** Any user who can edit the contract record can add or remove contract owners. If the contract has been restricted, only its owners and administrators can do this. ### **3. Record Access** Contracts can be restricted so that only owners can edit them, or so that only owners can view and edit them. On a restricted contract, only its owners and administrators can add or remove contract owners. See [Record Access – Restricting Individual Records](https://help.oboloo.com/en/record-access-restricting-records) ### 4. **Managing Contract Owners** * Once assigned, contract owners will appear in the **Contract Owners table** under the contract record. * This table provides visibility into **who is responsible for managing** the contract. * 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 contract must have at least one owner Contract records must always have a minimum of one owner assigned. If you try to remove the only owner from a contract, 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 contract currently has a single owner. Add an additional owner, then remove the original. 💡 **Note:** Removing a contract owner **does not** affect previously recorded actions or approvals related to the contract. ### **5. Notifications & Alerts for Contract Owners** Contract owners **automatically** receive system-generated notifications to keep them informed. These notifications include: * **Contract milestone updates** – Alerts when key contract milestones are approaching or completed. * **Renewal reminders** – Notifications for upcoming contract renewals, ensuring timely action. * **Compliance alerts** – Reminders for key contractual obligations or compliance deadlines. * **Custom notifications** – Any manually created updates related to the contract. Notifications are sent **via email and in-system alerts**, ensuring that contract 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 Contract Owners Updated** – Regularly review the **Contract Owners table** to ensure the right individuals are assigned. ✅ **Use Notifications Effectively** – Contract 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 contract owners accordingly**. ✅ **Ensure Contract Owners Are Actively Engaged** – Owners should frequently review **milestone deadlines, renewal reminders, and compliance tracking updates**. ## Additional Resources 📌 **Related User Guides:** * **[Automated Contract Notifications ](https://help.oboloo.com/en/automated-contract-notifications)**– View the list of automatic contract notifications. * **[Custom Contract Notifications](https://help.oboloo.com/en/custom-contract-notifications)** – How to create custom notifications. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Creating A New Sourcing Activity (End-To-End Guide) **Creating a sourcing activity is a structured and customisable process that allows organisations to manage RFIs, RFPs, and RFQs efficiently.** The **Sourcing Wizard** guides users step-by-step to tailor sourcing activities based on **supplier questionnaires, pricing requests, and supplier-specific information**. 📌 **Tip:** *If you want guidance on a specific* ***section*** *of the sourcing activity creation process, refer to individual* ***Sourcing User Guides*** *available under the* ***Sourcing*** *section of the* ***User Guides Home Page****.* 💡 ***Tip:*** *Users with the appropriate permissions can* ***easily add new drop-down*** *options when* ***creating a new sourcing activity.*** ### When to Use This Feature * When **issuing RFIs, RFQs, or RFPs** to suppliers. * When **customising** sourcing activities with pricing, questionnaires, and supporting documents. * When **inviting suppliers** to participate in a competitive sourcing event. * When ensuring **transparency, efficiency, and structured supplier responses**. ## Step-by-Step Guide: Creating a Sourcing Activity ### **Step 1: Access the Sourcing Module** 1. Click on **Sourcing** in the **left-hand menu**. 2. Click on **eSourcing**. 3. Click on **Create Sourcing Activity** to launch the **Sourcing Wizard**. ### **Step 2: Define the Structure of Your Sourcing Activity** 1. Choose which sections to include in the sourcing activity. You can select any combination of the following: * **Internal Sourcing Sections:** Background information about the **organisation or activity** that suppliers need to know. * **Supplier Sourcing Sections:** Sections where suppliers provide **detailed responses** (e.g., project implementation plans, service level agreements). * **Supplier Questionnaires:** Structured questionnaires with **weighted scoring** to assess supplier responses. * **Pricing Requests:** Requests for **product or service pricing**, including unit prices, taxes, and shipping costs. 2. Click **Next** to proceed. ### **Step 3: Write the Sourcing Activity Summary** 6. Provide a **clear and concise** **title** and **description** of the activity. 7. Specify the **location** and **department** related to the activity. 8. Click **Next** to continue. ### **Step 4: Set Opening and Closing Dates** 9. **Set the opening date and time** – Suppliers will only be able to respond after this date. 10. **Set the closing date and time** – Suppliers must submit their responses before this deadline. 11. Click **Next** to move forward. ### **Step 5: Add Internal Information Sections** 12. Select internal sections that suppliers will see. These provide background information about your organisation, submission instructions, or guidelines. 13. Click **Add to Activity** to confirm selections. 14. Click **Next** when all sections have been added. ### **Step 6: Add Supplier Information Sections** 15. Select supplier-specific sections that require **written responses**. 16. Click **Add to Activity** to confirm. 17. Click **Next** when all supplier sections have been added. ### **Step 7: Add Questionnaires** 18. Select **questionnaires** from the **Sourcing Library**. 19. Click **Add to Activity** to include them. 20. Click **Next** to continue. 📌 **Tip:** New **questionnaires** can be created under the **Supplier Questionnaires module**. ### **Step 8: Add Pricing Requests** 1. Add **pricing line items** for suppliers to submit quotes. * **Product Name:** Identify the requested product/service. * **Product Code (optional):** A unique identifier for tracking. * **Unit of Measure:** Specify how the product is measured (e.g., per unit, kg, litre). * **Quantity:** Specify the number of units required. 2. Click **Add Another Product** to add multiple pricing requests. 3. Click **Next** to proceed. ### **Step 9: Attach Supporting Documents** 24. Upload any relevant **specifications, drawings, or contract templates** for suppliers to review. 25. Click **Save** to upload documents. 26. Click **Next** to continue. 📌 **Tip:** The maximum file size for uploads is **25MB**. ### **Step 10: Select and Invite Suppliers** 27. Choose **suppliers** from the **Supplier Name** dropdown. 28. Select **supplier contacts** to receive the invitation. 29. Click **Add Another Supplier** to invite multiple suppliers. 30. Click **Next** when all suppliers have been added. 📌 **Tip:** Multiple supplier contacts can be invited to collaborate on the same response. ### **Step 11: Preview the Sourcing Activity** 31. Click **View As Supplier** to preview the activity from the supplier’s perspective. 32. Review the content to ensure all required details are included. ### **Step 12: Send the Sourcing Activity to Suppliers** 33. Click **Send to Suppliers** to distribute the sourcing activity. 34. Confirm that you want to send the activity by checking the confirmation box. 35. Click **Confirm and Send**. 📌 **Tip:** Once an activity is sent, it **cannot be edited**. ### **Step 13: Tracking Supplier Responses** 36. Once sent, suppliers will receive an **email invitation** with their **unique access code**. 37. You can monitor responses on the **eSourcing Home Page**. 38. Notifications will be sent when a supplier **submits their response**. ### **Email Invite Status** The Email Invite Status feature provides visibility into whether supplier invitation emails have been successfully delivered, helping you quickly identify and resolve any delivery issues. * **Where to Find This:** Navigate to a sourcing activity and locate the **Invited Suppliers** table. Click **View/Edit** on a supplier to open the **Edit Supplier Contact** modal. Within this table, the **Email Invite Status** column appears directly after the **Contact Name** column. * **How It Works:** * A column called **Email Invite Status** displays a status indicator for each supplier contact. * The status is shown as a coloured button: * **Delivered (Green):** The invitation email was successfully delivered. * **Delivery Failed (Red):** The invitation email failed to send or was rejected. * These buttons are **display-only** and cannot be clicked. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/eaM59GZ9gbbyueefJjimDU0enqRliUR4ezqYy4uB.png)* **Why This Matters:** This feature improves transparency and reduces guesswork by clearly showing whether an invite email reached the supplier, allowing you to take action where needed and keep sourcing activities on track. **If a supplier contact is showing as 'Delivery Failed', please check their email address and readd them to the sourcing activity.** ### **Inviting Suppliers and Contacts After Publishing Your Sourcing Event** This feature allows you to add new suppliers or update supplier contacts after a sourcing activity has already been published, ensuring you can make changes without recreating the activity. * **Where to Find This:** Navigate to **Sourcing**, open a sourcing activity, and remain on the **first tab**. All actions are managed from the **Invited Suppliers** table. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/4rKRMGFhnxSH3fNDG7tIan1vNSl2s4PzxwMKcEPb.png)* **Inviting Additional Suppliers:** * Click **Invite New Suppliers** above the Invited Suppliers table. * Select the suppliers and their contacts, then confirm. * Once added: * The suppliers appear in the Invited Suppliers table. * Selected contacts receive invitation emails. * Suppliers can access and respond to the sourcing activity as normal. * **Managing Supplier Contacts:** * In the Invited Suppliers table, click **View/Edit** within the **Supplier Contacts** column. * A modal will open displaying all invited contacts for that supplier. * The table includes: * **Contact Name** * **Last Logged In** (date/time of last access to the sourcing activity) * **Revoke Access** * **Revoking Contact Access:** * Click **Revoke** next to a contact to remove their access. * Confirm the action when prompted. * Once confirmed: * Access is removed immediately. * The contact is removed from the list. * The contact can be invited again later if required. * **Important Restriction:** * Each supplier must have at least one active contact. * If you attempt to revoke the last remaining contact, the system will prevent this action. * **Inviting Additional Contacts:** * Within the View/Edit modal, click **Invite New Contact**. * Select a contact and confirm. * The contact will: * Be added to the list immediately. * Receive an invitation email. * **Why This Matters:** This functionality gives you full control over supplier participation, allowing you to correct mistakes, add missed suppliers, and manage access efficiently without disrupting your sourcing activity. ## Key Considerations & Best Practices ✅ **Customise Activities to Fit Your Needs** – Select sections based on whether you are conducting an **RFI, RFQ, or RFP**. ✅ **Use Weighted Questionnaires for Evaluation** – Assign scores to supplier responses to compare proposals effectively. ✅ **Invite Multiple Supplier Contacts** – Allow suppliers to collaborate on a **single submission** for accuracy and efficiency. ✅ **Ensure Pricing Requests Are Clear** – Provide precise details on requested **goods or services** to avoid supplier confusion. ✅ **Attach Supporting Documents** – Suppliers should have all necessary information to **submit accurate proposals**. ✅ **Preview Before Sending** – Use **View As Supplier** to check the final setup from the supplier’s perspective. ✅ **Monitor Responses in Real-Time** – Track supplier activity and follow up on **pending submissions** before the deadline. ## Additional Resources 📌 **Related User Guides:** * **[Supplier Sections](https://help.oboloo.com/en/adding-supplier-sections-to-your-sourcing-activity)** – How to create supplier sections for sourcing events. * **[Supplier Questionnaires ](https://help.oboloo.com/en/overview-of-supplier-questionnaires)**– How to create **structured questionnaires** in sourcing events. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Creating and Managing Custom Fields **Custom fields allow organisations to capture and track additional data points beyond the standard fields provided within oboloo.** These fields offer flexibility, allowing users to customize oboloo to meet their specific business needs without being constrained by predefined structures. By using custom fields, businesses can improve data tracking, enhance reporting and ensure their procurement, contract, savings, and sourcing activities align with their internal workflows. Custom fields can be applied across all the modules, they are fully supported for **API integrations** and can be **exported** and **filtered** when included in the Summaries section of records. You can **re-order custom fields** directly on the record page to control how information appears. This lets you highlight the most important custom field data. This guide will walk you through creating a custom field, applying it to different sections of the platform, managing existing fields, and best practices for ensuring seamless usage. **Only users with the appropriate access can update the assigned company logo within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** ### **When to Use This Feature** ✅ When an organisation needs to track additional information that is not included in standard fields. ✅ When structuring supplier, contract, savings, or sourcing data to align with specific business needs. ✅ When ensuring consistent data collection across procurement activities. ✅ When enhancing reporting by making custom fields available to export and filter in Summaries ✅ When integrating custom field data with third-party systems via API. ## **Step-by-Step Guide: Creating a Custom Field** ### **Step 1: Navigate to Custom Fields** * Click on **Settings** from the main menu. * Click on **Custom Fields** to access the list of all existing fields. * Click on **Create New Custom Field** button at the top of the table. ### **Step 2: Create a New Custom Field** * Enter a **Field Name** that clearly defines what information will be captured. * Select a **Module Type** from the available options: * **Supplier Management** * **Contract Management** * **Savings Management** * **Sourcing** * Select a **Field Type** from the available options: * **Text** – Captures freeform text responses. * **Number** – Stores numerical data such as values, costs, or reference numbers. * **Date** – Allows users to input specific dates, such as deadlines or contract expiry dates. * **Dropdown** – Allows users to limit choices to predefined options, helping users avoid mistakes. * **Choose the Area of Placement**, which determines where the custom field will appear within the selected module. Available placement options include: #### **Supplier Management** * **Supplier Summary** * **Documents Tab** *(Suppliers can see this field when receiving a document request)* * **Supplier Notes** * **Supplier Contacts** * **Custom Created Tabs** #### **Contracts** * **Contract Summary** * **Documents Tab** *(Suppliers can see this field when receiving a document request)* * **Contract Notes** * **Financials Tab** * **Termination & Extension Notes** * **Custom Created Tabs** #### **Savings** * **Savings Summary** * **Attachments Tab** * **Savings Notes** * **Milestones Tab** * **Custom Created Tabs** #### **Sourcing** * **Sourcing Summary & Activity Overview** *(Suppliers can see this field)* * **Documents Tab & Adding Documents To Sourcing Activity** *(Suppliers can see this field)* * **Sourcing Notes** * **Financials Tab & Adding Pricing to Sourcing Activity** *(Suppliers can see this field)* * **Supplier Sourcing Sections** *(Suppliers can see this field)* * **Supplier Questionnaires** *(Suppliers can see this field)* ✅ Tick the **Enable this custom field for use** checkbox if the field should be active immediately. Click **Save** to finalise the creation of the custom field. NB: You can **re-order custom fields** directly on the record page to control how information appears. This lets you highlight the most important custom field data. ### **Step 3: Viewing a Custom Field in a Record** Once a custom field is created, it will be available in the **specific area of placement** that was selected during setup. To view the custom field: * Navigate to the module where the field was added (e.g., Contracts, Savings, Sourcing, or Supplier Management). * Open a relevant **record** (e.g., a contract, savings activity, sourcing event, or supplier profile). * Locate the custom field in its designated section (e.g., Contract Summary, Financials, or Supplier Notes). * If necessary, use the **Edit Columns** button to toggle the custom field on or off in table views. 📌 **Note**: Custom fields are also included in the **Export Function**, allowing users to pull reports that include custom field data. ### **Step 4: Managing and Editing Custom Fields** Custom fields can be managed from the **Custom Fields** page in **Settings**. * Use the **Filter by Module** and **Filter by Status** to locate the field to edit. * To **edit a custom field**, click on the field from the list. * Only the custom **Field Name** can be edited. * **If the field is already in use, it cannot be edited.** Instead, you will see a **red alert message** stating: *"Only the name of the field can be edited once a custom field is created. You can disable this field if no longer needed using the tick box below. This will remove the field from all existing records however the field values will be available when reenabled. You can view where this field is being used under the 'View records using this field' dropdown below."* * Your organisation will need to remove the values of that field against all records where it exists before it can be edited. * To **view where a field is being used**, click the **View Records Using This Field** dropdown. * If a field is no longer needed, you can **disable it** by unchecking the **Enable this custom field for use** option. 📌 **Important**: If a field needs to be modified but is currently in use, users must first remove it from all associated records before making any changes. 📌 **Note**: Custom fields are also included the records **Change Log** tab allowing users to view any changes made to that field within that record. ### **Step 5: Reordering Custom Fields** You can reorder custom fields directly on the **record page** to control how information is displayed. This helps prioritise key data (e.g., compliance info, financial details) at the top of a record. **How to Reorder Fields** * Navigate to a record in **Supplier**, **Contract**, or **Savings Management**. * Scroll to the section containing your **enabled custom fields** (e.g., *Supplier Summary*, *Contract Documents, custom tab*). * Click the **Edit** option in that section. * Use **drag-and-drop** to move fields into the desired order. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/6bqUb1bCXcNCEpDyWxt8y9O2IG1TqaHvwUufXbXr.png)* Click **Save** to confirm the new layout. **How It Works** * The order you set is **global** – it applies to **all records** of that type within the module. * Only **enabled fields** appear in the reorder interface. * Newly enabled fields are added to the **bottom of the section** by default. * Fields can only be reordered **within their section** (e.g., a field in *Summary* cannot be moved into *Documents*). 📌 **Permission Control:** * A permission called **Reorder** is available within the user roles table on the **Custom Fields** row is available under **User Roles > Custom Fields**. * Users without this permission checked, will not see the reorder option on records. ## **Key Considerations & Best Practices** ✅ **Plan Before Creating Fields** – Ensure that the field name and type align with your reporting needs. ✅ **Use the Edit Columns Feature** – Toggle custom fields on and off in table views for a cleaner display. ✅ **Limit Reorder Access** – Restrict the **Reorder Custom Fields** permission to admins or power users for consistency. ✅ **Monitor Custom Field Usage** – If a field is no longer needed, disable it instead of deleting it. ✅ **Check API Availability** – Custom fields are accessible via API for external system integration. ✅ **Ensure Data Integrity** – Avoid unnecessary field duplication by reviewing existing fields before creating new ones. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Creating and Managing Custom Tabs Only subscribers on any paid Plus plan can access this feature **The Custom Tabs feature in oboloo allows you to create additional sections within the Supplier, Contract, and Savings records Management modules.** Custom Tabs group and display related **custom fields** under clearly named headings, improving the layout and navigation of record pages. For example, you might create a tab called **“Insurance Information”** in Supplier Management or **“IT Compliance”** in Contract Management to group related custom fields together. **TIP**: Custom Tabs appear after the standard tabs in record views, and can be created and managed in **Settings > Custom Fields & Tabs** ### **When to Use This Feature** ✅You want to **group related custom fields** into clear sections. ✅You need to **improve record navigation** by separating different data types (e.g., compliance, risk). ✅You want to **customise record layouts** across Supplier, Contract, and Savings Management modules. ✅You want to ensure **relevant information is structured** for easy access. ✅You need to **track changes** to custom layouts in the audit trail. ## **Step-by-Step Guide – Creating and Managing Custom Tabs** **1. Access Custom Fields & Tabs** * Go to **Settings > Custom Fields & Tabs**. * Select the **Custom Tabs** tab to view existing tabs. **2. Create a Custom Tab** * Click **Create New Custom Tab**. * Complete the fields: * **Tab Name** – Enter a clear title (e.g., *Insurance Info*). * **Subheading** - Enter a description of the custom tab * **Tab Related To** – Choose **Supplier**, **Contract**, or **Savings**. * Set the tab as **Enabled** or **Deactivated**. * Click **Save** to confirm. 💡 ***Note****: You will* ***not*** *see the new tab within records of the selected record type until custom fields have been assigned to that tab (see below).* **3. Assign Fields to a Custom Tab** * When creating a new **Custom Field** (within the Custom Fields tab), open the **Area of Placement** dropdown. * Choose a **default area** (e.g., *Summary*, *Documents tab*) or an **active Custom Tab**. * Once create and assigned to the custom tab, the new custom field will appear in that tab. **4. Edit an Existing Custom Tab** * In the **Custom Tabs** table, select **Edit** from the Actions menu. * Update the **tab name** if required. * Toggle the **Status** to activate or deactivate. 💡 *Note: Only the* ***name*** *can be edited after creation. Deactivated tabs are hidden from records but retain field values if re-enabled.* **5. Record View Behaviour** * Each tab shows only its **assigned fields**. * Tabs are hidden automatically if they contain no enabled fields. **6. Change Log Tracking** * All tab edits are recorded in the **Change Log**, including user, date, and time. ## **Key Considerations & Best Practices** ✅ **Keep it Organised** – Group fields logically into tabs. ✅ **Avoid Clutter** – Don’t create unnecessary tabs that complicate navigation. ✅ **Use Deactivation** – Temporarily remove tabs instead of deleting them. ✅ **Rely on Audit Trails** – Use the Change Log for compliance and visibility. ✅ **Control Access** – Only users with **Custom Fields & Tabs** permission can manage tabs. ### **Additional Resources** 📌 **Related User Guides:** * **[Creating and Managing Custom Fields](https://help.oboloo.com/en/creating-and-managing-custom-fields)** – Creating and managing custom fields. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Creating and Testing API Keys Only subscribers on any paid Plus plan can access oboloo's API **API keys allow organisations to securely integrate the platform with other systems, enabling automated data exchange and real-time updates between different platforms.** An API key acts as a secure authentication token, ensuring that only authorised users can access or manipulate data via API requests. This guide will walk you through creating an API key, refreshing it when necessary, and testing it within the API documentation to confirm successful authentication. **Only users with the appropriate access can access the API within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** ### **When to Use This Feature** ✅ When integrating the platform with third-party applications or internal systems. ✅ When automating data exchange between the platform and other software. ✅ When testing API requests using the platform’s API documentation. ✅ When refreshing an existing API key for security purposes. ## Step-by-Step Guide: Creating an API Key ### **Step 1: Navigate to API Authentication** * Click on **Settings** from the main menu. * Click on **API Authentication**. ### **Step 2: Generate a New API Key** * Enter a **name** for your API key in the **API Key Name** field. * Click on the **Generate API Key** button. * Your new API key will now appear in the table below, along with any existing keys. **TIP**: API keys do not expire in oboloo. You will need to delete them yourself from the API Authentication page under settings to remove and deactivate them. You can also refresh API keys on this page by clicking the orange icon next to the selected key. 💡 **Please Note:** A security alert notification is sent to a user every time a new API key is created on their account. This notification informs the user about any potential unauthorized API key creation on their account. If do recognize an API key that has been created on your account, please delete is ASAP. ### **Step 3: Copy the Secret Key** * Locate your newly generated API key in the table. * Copy the **secret key**, as you will need this to authenticate your API requests. 📌 **Note**: API keys are refreshed automatically every 24 hours for enhanced security. You can also manually refresh an API key if needed. ## Refreshing an API Key If you need to update an existing API key for security purposes: * Navigate to **Settings > API Authentication**. * Find the existing API key in the table. * Click on **Refresh** next to the key to generate a new secret key. 📌 **Important**: If you refresh an API key, you will need to update any integrations using the old key with the new one. ## Using the API Key for Authentication Now that you have generated your API key, you can use it to authenticate and integrate the platform with other systems. If you are unsure how to use APIs for integrations, contact your IT team for assistance. To verify that your API key is working correctly, you can test it using the API documentation page. ## Step-by-Step Guide: Testing an API Key in API Documentation ### **Step 1: Access the API Documentation** * Click on **API Documentation** from the API Authentication page. ### **Step 2: Authenticate Yourself** * In the API documentation, enter the **start of your platform domain** in the **Domain** field. 📌 **Example**: If your platform URL is `companyname.platform.com`, enter `companyname`. * Click **Authenticate**. ### **Step 3: Authorize API Access** * Click the **Authorize** button. * Enter the **secret key** from the API key you just created. * Click **Authorize** to confirm authentication. ### **Step 4: Test API Requests** * Scroll down and expand any API endpoint you want to test. * Click **Try it out** to enter test parameters. 📌 **Example**: To retrieve a list of suppliers, go to the **Suppliers** section and expand **Get List of Suppliers**. * Apply any filters if needed (e.g., filter by status or location). * Click **Execute** to run the request. * If successful, supplier data will be returned in **JSON format**. ### **Step 5: Troubleshooting Authentication Issues** If an **unauthenticated** message appears instead of the expected data: * Ensure you have copied and entered the **correct secret key**. * Try **creating a new API key** and re-authenticating. * Verify that the API key has not expired or been refreshed. ## Key Considerations & Best Practices ✅ **Keep API Keys Secure** – Never share your API key publicly or store it in unsecured locations. ✅ **Refresh API Keys Regularly** – API keys are refreshed automatically every 24 hours but can be manually refreshed if needed. ✅ **Use API Documentation for Testing** – Before integrating with other platforms, always test API calls to verify authentication and functionality. ✅ **Contact IT for Integration Support** – If you are unsure how to integrate API requests, reach out to your IT team for assistance. ## Additional Resources 📌 **Related User Guides**: * **[Managing API Access](https://help.oboloo.com/en/user-roles-access-rights-rbac)** – How to control API permissions and revoke access if necessary. * **[API Developer Documentation](https://help.oboloo.com/en/api-developer-documentation)** – Learn how to use oboloo's API to seamlessly integration with your other platforms. * **[No-code Integrations Using Zapier ](https://help.oboloo.com/en/zapier-integration-integrate-with-1000s-of-applications)**– Create integrations between oboloo and 1000's of other applications using zero code! 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Creating Supplier Scorecards Only subscribers on the Supplier Plus plan can access this feature **This guide provides step-by-step instructions on how to create a supplier scorecard tailored to your specific supplier evaluation requirements** Supplier scorecards allow organizations to internally evaluate suppliers against predefined criteria or request self-assessments directly from suppliers. ### **When to Use This Feature** ✅ When assessing suppliers against any criteria, including performance, risk, and sustainability. ✅ When standardizing internal supplier evaluations. ✅ When collecting structured supplier self-assessments through the supplier portal. ✅ When comparing suppliers based on predefined scoring criteria. ## Step-by-Step Guide ### **Step 1: Navigate to Supplier Scorecards** 1. Click on **Supplier Management** from the left-hand menu. 2. Select **Supplier Scorecards** to open the scorecard management page. 3. Click **Create New Supplier Scorecard** to begin building a new scorecard. ### **Step 2: Define the Scorecard Details** 1. **Enter a Scorecard Title** * The title should clearly indicate the purpose of the scorecard (e.g., "Supplier Performance Scorecard" or "Sustainability Assessment"). 2. **Add Your First Scorecard Category/Area** * Categories are sections within the scorecard that group related criteria (e.g., "Delivery," "Compliance," or "Sustainability"). * Each category will contain multiple criteria that are evaluated separately. ### **Step 3: Insert Criteria Under Categories** 1. **Add Criteria to Your Category** * Each criterion represents a question or statement that will be scored during the supplier evaluation. * You can add as many criteria as needed within each category. 2. **Click 'Add New Category/Area'** * If additional sections are needed, click the button to create more categories. * Ensure that each category has at least one criterion. ### **Step 4: Assign Weighted Scoring** 1. **Give a Weighted Score to Each Category** * Assign a percentage value to each category, ensuring that the total across all categories adds up to **100%**. * These weightings determine the importance of each category when calculating the supplier’s final score. ### **Step 5: Save the Scorecard** 1. **Click 'Save'** * The new scorecard will now be available for use in supplier evaluations. 2. **You Will Be Redirected to the Scorecard Home Page** * From here, you can view, edit, or archive the scorecard as needed. ## Key Considerations & Best Practices ✅ **Use Logical Categories** – Organize scorecards into meaningful sections for better evaluation clarity. ✅ **Ensure Weighted Scores Add Up to 100%** – Incorrectly weighted scores can cause inaccurate supplier evaluations. ✅ **Create Standardized Templates** – Use consistent scorecards for different supplier assessments to ensure fair comparisons. ✅ **Consider Self-Assessment Scorecards** – If suppliers need to provide their own evaluations, create self-assessment scorecards and send them directly via the supplier portal. ✅ **Regularly Review Scorecards** – Update and refine scorecards over time to reflect changing supplier evaluation needs. ## Additional Resources 📌 **Related User Guides:** * **[Evaluating Supplier Self-Assessments](https://help.oboloo.com/en/evaluating-suppliers-with-supplier-self-assessment-scorecards)** – Guide to reviewing and scoring supplier-provided responses. * **[Historic Scorecards](https://help.oboloo.com/en/viewing-historic-scorecards-trends)** – Guide to using historic scorecards and trends. * **[Compliance Page ](https://help.oboloo.com/en/using-the-supplier-compliance)**- How to use the supplier compliance page 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Custom Contract Notifications Only subscribers on the Contract Plus plan can access this feature **Custom notifications allow users to create personalized alerts for contracts, suppliers, or savings records.** These notifications ensure that stakeholders are reminded of important tasks or updates that may not be covered by automated alerts. Unlike system-generated notifications, **custom notifications are fully customizable** and can be tailored to match your organization's specific needs. Contract owners and the user assigned under the 'Managed By' field receive custom notifications ### When to Use This Feature * When setting **personalized reminders** for contract renewals, compliance checks, or other critical deadlines. * When ensuring that **[contract owners](https://help.oboloo.com/en/contract-owners)** receive timely alerts on important actions. * When a task or event **is not covered by an automated notification** and requires manual tracking. * When **multiple users need visibility** on upcoming contract-related tasks. * When setting up **custom workflows** for contract monitoring and follow-ups. ### Key Features of Custom Notifications ✅ **Tailored Alerts** – Create notifications specific to your organization’s needs. ✅ **Notification Delivery** – Custom notifications are sent via **email** and displayed in the system in the same locations as automated notifications. ✅ **Shared Access** – Both the **[contract record owners](https://help.oboloo.com/en/contract-owners)** and the notification creator will receive custom notifications. ## Step-by-Step Guide ### **1. Navigate to the Relevant Section** * Go to the **Contracts, Suppliers, or Savings Management** module. * Locate and open the **specific record** (e.g., a contract or supplier). ### **2. Access the Custom Notifications Tab** * Click on the **Custom Notifications** tab within the selected record. ### **3. Create a Custom Notification** * Click the **Create Custom Notification** button. * Enter the following details: * **Message** – Provide a detailed description of the alert or action required. * **Notification Date** – Select the date when the notification should be sent. ### **4. Save the Notification** * Review the details entered. * Click **Save** to activate the notification. ## Receiving Custom Notifications ### **In-System Notifications** * Custom notifications appear in the **same Notification sections** as automated alerts. * The **notification creator** and **[contract record owners](https://help.oboloo.com/en/contract-owners)** will receive the alert **on the specified date**. ### **Email Notifications** * Custom notifications are also sent via **email** for added visibility. * Both the **creator of the notification** and **[contract record owners](https://help.oboloo.com/en/contract-owners)** will receive an email reminder on the scheduled date. ## Managing Existing Notifications ### **View Notifications** * Navigate to the **Custom Notifications** tab within the selected record. * A list of **active and past custom notifications** will be displayed. ### **Edit or Delete Notifications** * Locate the notification in the **Custom Notifications** tab. * Click the **Actions Menu** and select: * **Edit** – Modify the notification message or change the scheduled date. * **Delete** – Remove the notification entirely from the record. ## Key Considerations & Best Practices ✅ **Use Clear & Actionable Messages** – Ensure the notification message is specific, detailing what needs to be done. ✅ **Set Realistic Notification Dates** – Choose a date that allows enough time for users to act on the alert. ✅ **Leverage Shared Access** – Assign record owners to ensure notifications reach the right stakeholders. ✅ **Regularly Review Custom Notifications** – Check the **Custom Notifications** tab to manage or update scheduled alerts. ✅ **Combine with Automated Notifications** – Use both custom and automated alerts for a more comprehensive tracking system. ## Additional Resources 📌 **Related User Guides:** * **[Automated Contract Reminders](https://help.oboloo.com/en/automated-contract-notifications)** – Understanding automated notifications. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Custom Notifications Only subscribers on any paid Plus plan can access this feature **Custom notifications allow users to create personalized alerts for contracts, suppliers, or savings records.** These notifications ensure that stakeholders are reminded of important tasks or updates that may not be covered by automated alerts. Unlike system-generated notifications, **custom notifications are fully customizable** and can be tailored to match your organization's specific needs. The below video walks through how to create a custom notification for a contract. You can also create custom notifications for supplier, sourcing and savings records. Record owners (e.g. Supplier Owner or Savings Owner) and the record creator receive custom notifications ### When to Use This Feature * When setting **personalized reminders** for contract renewals, compliance checks, or other critical deadlines. * When ensuring that record owners receive timely alerts on important actions. * When a task or event **is not covered by an automated notification** and requires manual tracking. * When **multiple users need visibility** on upcoming contract-related tasks. * When setting up **custom workflows** for contract monitoring and follow-ups. ## Key Features of Custom Notifications ✅ **Tailored Alerts** – Create notifications specific to your organization’s needs. ✅ **Notification Delivery** – Custom notifications are sent via **email** and displayed in the system in the same locations as automated notifications. ✅ **Shared Access** – Both the record owners and the notification creator will receive custom notifications. ## Step-by-Step Guide ### **1. Navigate to the Relevant Section** * Go to the **Contracts, Suppliers, eSourcing or Savings Management** module. * Locate and open the **specific record** (e.g., a contract or supplier). ### **2. Access the Custom Notifications Tab** * Click on the **Custom Notifications** tab within the selected record. ### **3. Create a Custom Notification** * Click the **Create Custom Notification** button. * Enter the following details: * **Message** – Provide a detailed description of the alert or action required. * **Notification Date** – Select the date when the notification should be sent. ### **4. Save the Notification** * Review the details entered. * Click **Save** to activate the notification. ## Receiving Custom Notifications ### **In-System Notifications** * Custom notifications appear in the **same Notification sections** as automated alerts. * The **notification creator** and record owner will receive the alert **on the specified date**. ### **Email Notifications** * Custom notifications are also sent via **email** for added visibility. * Both the **creator of the notification** and record owner will receive an email reminder on the scheduled date. ## Managing Existing Notifications ### **View Notifications** * Navigate to the **Custom Notifications** tab within the selected record. * A list of **active and past custom notifications** will be displayed. ### **Edit or Delete Notifications** * Locate the notification in the **Custom Notifications** tab. * Click the **Actions Menu** and select: * **Edit** – Modify the notification message or change the scheduled date. * **Delete** – Remove the notification entirely from the record. ## **Recurring Custom Notifications** Recurring custom notifications allow you to set up reminders that repeat automatically at regular intervals, removing the need to manually recreate the same notification each time. * **Where to Find This:** Navigate to any module that supports custom notifications and create or edit a notification using the **Create Custom Notification** modal. * **How to Set a Recurring Notification:** * Enter your notification message and select a **Notification Date**. * Use the **Repeat Notification** dropdown to choose how often the notification should repeat: * **Does Not Repeat** (default) * **Monthly** * **Quarterly** * **Annually** * Save the notification. * The first notification will trigger on the selected date, with future notifications automatically scheduled based on the chosen interval. * **How It Works:** * The same notification message is used for each occurrence. * Each recurrence is triggered using the existing notification system. * Notifications will continue to repeat until they are manually deleted or disabled. * **Examples of Use:** * Set monthly reminders to review supplier performance. * Schedule quarterly contract check-ins. * Create annual renewal or compliance reminders. * **Managing Recurring Notifications:** * Deleting a custom notification will stop all future occurrences. * Existing notifications created before this feature will default to **Does Not Repeat**. * Previous triggered notifications will continue to appear in the **Past Custom Notifications** table for reference. * **Why This Matters:** Recurring notifications ensure important tasks and deadlines are never missed, helping you maintain consistency and stay on top of ongoing activities without manual effort. ## Key Considerations & Best Practices ✅ **Use Clear & Actionable Messages** – Ensure the notification message is specific, detailing what needs to be done. ✅ **Set Realistic Notification Dates** – Choose a date that allows enough time for users to act on the alert. ✅ **Leverage Shared Access** – Assign record owners to ensure notifications reach the right stakeholders. ✅ **Regularly Review Custom Notifications** – Check the **Custom Notifications** tab to manage or update scheduled alerts. ✅ **Combine with Automated Notifications** – Use both custom and automated alerts for a more comprehensive tracking system. ## Additional Resources 📌 **Related User Guides:** * **[Automated Notifications ](https://help.oboloo.com/en/automated-notifications)**– Understanding automated notifications. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Custom Savings Notifications Only subscribers on the Savings Plus plan can access this feature **Custom notifications in oboloo allow users to create personalised alerts for contracts, suppliers, or savings records.** Custom notifications allow users to create **personalized alerts** for **savings records**, ensuring that stakeholders are reminded of important tasks, validation deadlines, or updates that may not be covered by automated alerts. Unlike system-generated notifications, **custom notifications are flexible and tailored** to meet specific organizational needs, allowing savings owners and other stakeholders to stay informed on key savings-related actions. Savings owners and the saving record creator receive custom notifications ### When to Use This Feature * When setting **personalized reminders** for savings milestones, validation deadlines, or financial reporting tasks. * When ensuring **[savings owners](https://help.oboloo.com/en/savings-owners)** or key stakeholders receive timely alerts about savings initiatives. * When a task or event **is not covered by an automated notification** and requires manual tracking. * When **multiple users need visibility** on savings progress, approvals, or other critical updates. * When setting up **custom workflows** to track savings-related actions efficiently. ## Key Features of Custom Notifications ✅ **Tailored Alerts** – Create notifications specific to your organization’s savings management needs. ✅ **Notification Delivery** – Custom notifications are sent via **email** and displayed in the system in the same locations as automated notifications. ✅ **Shared Access** – Both the **savings owners** and the **notification creator** will receive custom notifications created under a savings record. ## Step-by-Step Guide ### **1. Navigate to the Relevant Section** * Go to the **Savings Management** module. * Locate and open the **savings record** for which you need to create a custom notification. ### **2. Access the Custom Notifications Tab** * Click on the **Custom Notifications** tab within the selected savings record. ### **3. Create a Custom Notification** * Click the **Create Custom Notification** button. * Enter the following details: * **Message** – Provide a detailed description of the alert or action required. * **Notification Date** – Select the date when the notification should be sent. ### **4. Save the Notification** * Review the details entered. * Click **Save** to activate the notification. ## Receiving Custom Notifications ### **In-System Notifications** * Custom notifications appear in the **same Notification sections** as automated alerts. * The **notification creator** and **[savings owners](https://help.oboloo.com/en/savings-owners)** will receive the alert **on the specified date**. ### **Email Notifications** * Custom notifications are also sent via **email** for added visibility. * Both the **creator of the notification** and **savings owners** will receive an email reminder on the scheduled date. ## Managing Existing Notifications ### **View Notifications** * Navigate to the **Custom Notifications** tab within the selected savings record. * A list of **active and past custom notifications** will be displayed. ### **Edit or Delete Notifications** * Locate the notification in the **Custom Notifications** tab. * Click the **Actions Menu** and select: * **Edit** – Modify the notification message or change the scheduled date. * **Delete** – Remove the notification entirely from the savings record. ## Key Considerations & Best Practices ✅ **Use Clear & Actionable Messages** – Ensure the notification message is specific, detailing what needs to be done. ✅ **Set Realistic Notification Dates** – Choose a date that allows enough time for users to act on the alert. ✅ **Leverage Shared Access** – Assign savings owners to ensure notifications reach the right stakeholders. ✅ **Regularly Review Custom Notifications** – Check the **Custom Notifications** tab to manage or update scheduled alerts. ✅ **Combine with Automated Notifications** – Use both custom and automated alerts for a more comprehensive tracking system. ## Additional Resources 📌 **Related User Guides:** * **[Tracking Savings Milestones](https://help.oboloo.com/en/editing-and-completing-milestones-for-a-savings-record)** – Setting and monitoring savings targets. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Custom Sourcing Notifications Only subscribers on the Sourcing Plus plan can access this feature **Custom Sourcing Notifications allow users to create personalised alerts for sourcing activities in oboloo** Custom notifications ensure stakeholders are reminded of **critical deadlines**, **supplier response updates**, or **other important actions** that may not be covered by automated notifications. Unlike system-generated notifications, custom notifications are **flexible** and **tailored** to match your organisation’s specific sourcing requirements. All designated **Sourcing Owners** of a record in oboloo will receive the notifications. Sourcing owners and the sourcing record creator receive custom notifications ### When to Use This Feature * Setting specific **reminders** for sourcing deadlines, evaluation periods, or award dates. * Ensuring **Sourcing Owners** and stakeholders receive timely alerts for sourcing-related tasks. * Tracking a task or event that is **not covered by an automated notification**. * Providing visibility to multiple users on **supplier engagement** or **response status**. * Coordinating **custom workflows** for sourcing activities to ensure follow-ups are scheduled. ## Key Features of Custom Notifications ✅ **Tailored Alerts** – Create notifications specific to your organisation’s sourcing activity needs. ✅ **Notification Delivery** – Sent via **email** and displayed in the system in the same locations as automated notifications. ✅ **Shared Access** – Both the **Sourcing Owners** and the **notification creator** will receive custom notifications created under a sourcing activity record. *(Video walk though of how to create a new custom notification within the supplier management module - this is the same process as creating a custom sourcing notification against an eSourcing activity)* ## Step-by-Step Guide **1. Navigate to the Relevant Sourcing Activity** * Go to the **eSourcing** module. * Locate and open the **sourcing activity record** for which you need to create a custom notification. **2. Access the Custom Notifications Tab** * Click on the **Custom Notifications** tab within the selected sourcing activity record. **3. Create a Custom Notification** * Click the **Create Custom Notification** button. * Enter the following details: * **Message** – Provide a detailed description of the alert or action required. * **Notification Date** – Select the date when the notification should be sent. **4. Save the Notification** * Review the details entered. * Click **Save** to activate the notification. ## Receiving Custom Notifications ### **In-System Notifications** * Custom notifications appear in the same **Notification** section as automated alerts. * The notification creator and all **Sourcing Owners** will receive the alert on the specified date. ### **Email Notifications** * Custom notifications are also sent via **email** for added visibility. * Both the creator and **Sourcing Owners** will receive an email reminder on the scheduled date. ## Managing Existing Notifications ### **View Notifications** * Navigate to the **Custom Notifications** tab within the selected sourcing activity. * A list of active and past custom notifications will be displayed. ### **Edit or Delete Notifications** * Locate the notification in the **Custom Notifications** tab. * Click the **Actions Menu** and select: * **Edit** – Modify the notification message or change the scheduled date. * **Delete** – Remove the notification entirely from the sourcing record. ## Key Considerations & Best Practices ✅ **Use Clear & Actionable Messages** – Ensure the notification clearly explains what needs to be done. ✅ **Set Realistic Notification Dates** – Choose a date that allows enough time for users to act on the alert. ✅ **Leverage Shared Access** – Assign **Sourcing Owners** to ensure notifications reach the right stakeholders. ✅ **Regularly Review Custom Notifications** – Check the tab to manage or update scheduled alerts. ✅ **Combine with Automated Notifications** – Use both for a comprehensive tracking system. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Custom Supplier Notifications Only subscribers on the Supplier Plus plan can access this feature **Custom notifications in oboloo allow users to create personalised alerts for contracts, suppliers, or savings records.** Custom notifications allow users to create **personalized alerts** for **supplier records**, ensuring stakeholders are reminded of critical tasks, compliance updates, or other important actions that may not be covered by automated notifications. Unlike system-generated notifications, **custom notifications are flexible and tailored** to match your organization’s specific supplier management needs. 📌 **Tips** All designated supplier owners of a record in oboloo will receive the notifications. ### **When to Use This Feature** * When setting **reminders for compliance checks, or performance reviews**. * When ensuring **supplier owners and stakeholders receive timely alerts** for supplier-related tasks. * When a task or event **is not covered by an automated notification** and needs manual tracking. * When **multiple users need visibility** on supplier compliance, documentation, or engagement status. * When setting up **custom workflows** for supplier management, ensuring important follow-ups are scheduled. ## Step-by-Step Guide ### **1. Navigate to the Relevant Section** * Go to the **Supplier Management** module. * Locate and open the **supplier record** for which you need to create a custom notification. ### **2. Access the Custom Notifications Tab** * Click on the **Custom Notifications** tab within the selected supplier record. ### **3. Create a Custom Notification** * Click the **Create Custom Notification** button. * Enter the following details: * **Message** – Provide a detailed description of the alert or action required. * **Notification Date** – Select the date when the notification should be sent. ### **4. Save the Notification** * Review the details entered. * Click **Save** to activate the notification. ## Receiving Custom Notifications ### **In-System Notifications** * Custom notifications appear in the **same Notification sections** as automated alerts. * The **notification creator** and **supplier owners** will receive the alert **on the specified date**. ### **Email Notifications** * Custom notifications are also sent via **email** for added visibility. * Both the **creator of the notification** and **[supplier owners](https://help.oboloo.com/en/supplier-owners)** will receive an email reminder on the scheduled date. ## Managing Existing Notifications ### **View Notifications** * Navigate to the **Custom Notifications** tab within the selected supplier record. * A list of **active and past custom notifications** will be displayed. ### **Edit or Delete Notifications** * Locate the notification in the **Custom Notifications** tab. * Click the **Actions Menu** and select: * **Edit** – Modify the notification message or change the scheduled date. * **Delete** – Remove the notification entirely from the supplier record. ## Key Features of Custom Notifications ✅ **Tailored Alerts** – Create notifications specific to your organization’s supplier management needs. ✅ **Notification Delivery** – Custom notifications are sent via **email** and displayed in the system in the same locations as automated notifications. ✅ **Shared Access** – Both the **[supplier owners](https://help.oboloo.com/en/supplier-owners)** and the **notification creator** will receive custom notifications created under a supplier record. ## Key Considerations & Best Practices ✅ **Use Clear & Actionable Messages** – Ensure the notification message is specific, detailing what needs to be done. ✅ **Set Realistic Notification Dates** – Choose a date that allows enough time for users to act on the alert. ✅ **Leverage Shared Access** – Assign [supplier owners](https://help.oboloo.com/en/supplier-owners) to ensure notifications reach the right stakeholders. ✅ **Regularly Review Custom Notifications** – Check the **Custom Notifications** tab to manage or update scheduled alerts. ✅ **Combine with Automated Notifications** – Use both custom and automated alerts for a more comprehensive tracking system. ## Additional Resources 📌 **Related User Guides:** * **[Tracking Supplier Compliance](https://help.oboloo.com/en/using-the-supplier-compliance)** – Setting up notifications for key supplier document expirations and compliance tracking. * **[User Access & Permissions](https://help.oboloo.com/en/user-roles-access-rights-rbac)** – Ensuring the right users have access to manage notifications. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Customising Table Views (Adding and removing table columns) **oboloo provides users with the flexibility to customise table views by adding or removing columns.** The table customization feature allows you to tailor the displayed data to your specific needs, making it easier to manage and analyze information related to contracts, suppliers, sourcing activities, and savings. This guide will provide step-by-step instructions on how to add or remove columns in table views to create customized displays. ### **When to Use This Feature** * When you need to focus on specific data fields within a table. * When you want to declutter the view by hiding irrelevant columns. * When creating a custom view to streamline your workflow. ## Step-by-Step Guide **1. Access the Table Settings** * Navigate to the relevant module, such as **Contracts**, **Suppliers**, **Savings**, or **Sourcing Activities**. * Locate the table you wish to customize. * Click on the blue **Edit Columns** button at the top of the table. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/Rd47EQmOuxJufuUe9vFIvCLV9pQORom2lqh4T7Hh.png)**2. Add or Remove Columns** **Adding Columns:** * After clicking **Edit Columns**, a list of available fields will be displayed. * Tick the checkbox next to the fields you wish to add to the table. * The selected column will immediately appear in the table view. **Removing Columns:** * To remove a column, untick the checkbox next to the column you no longer wish to see. * The column will be instantly removed from the table view. 💡 **Tip:** Using the add columns function will expand the table as you add new data. You can also make the table full screen on some tables for easier viewing ### **Full Screen Tables** Full screen mode allows you to expand tables for improved visibility, making it easier to work with large datasets. * **How to Use Full Screen:** Click the full screen icon located in the top right-hand corner of the table (where available). This will expand the table to fill your screen for a clearer, more focused view. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/hFnsehlgT2kiUBnghfaayn144EOBX1VD5Ickvffr.png)* **Examples of Use:** * Review large supplier lists without horizontal scrolling. * Analyse sourcing responses with more visible columns. * Compare contract data side by side more effectively. * **Important Notes:** * The **Actions** column (e.g. view, download, edit options) will not function while in full screen mode. * To access these actions, simply exit full screen using the same icon. * **Why Full Screen Matters:** Full screen mode improves usability when working with complex or wide tables, helping you focus on the data without distractions and reducing the need for excessive scrolling. ## Key Considerations & Best Practices ✅ **Regularly Review Your Table Views** – Periodically update your table settings to ensure you are seeing the most relevant data. ✅ **Create Custom Views for Specific Tasks** – Customize tables based on your current workflow or reporting needs. ✅ **Keep Views Clean and Focused** – Avoid adding unnecessary columns to maintain a clear and manageable view. ✅ **Leverage Custom Views for Efficiency** – Use tailored table displays to save time and improve data analysis. ## Additional Resources 📌 **Related User Guides:** * [Exporting, Filtering and Sorting Tables](https://help.oboloo.com/en/exporting-sorting-and-filtering-tables) 📌 **Need Further Help?** If you encounter issues with customizing table views or need assistance, reach out to your **System Administrator** or the **support team** for support. # Customizing Your Sourcing Activity Only subscribers on the Sourcing Plus plan can include Internal & Supplier Sourcing Sections and Supplier Questionnaires into sourcing activities **Once you have started creating your sourcing activity in oboloo, you can fully customize it to suit your specific requirements.** Once you have started creating your sourcing activity in oboloo, you can fully customize it to meet the needs of your project. oboloo allows you to select which components to include, such as internal company information, supplier sections, questionnaires, and pricing requests. This ensures that your sourcing activity gathers all the necessary information from suppliers, whether it’s a simple quote request or a complex tender process. This guide explains how to customize your sourcing activity by selecting the most relevant components. ## **Customizing Your Sourcing Activity** When customizing your sourcing activity, you decide which components are necessary based on the goals of your project. Below are the components you can choose to include: These sections can be added on the first page of the create New Sourcing Activity wizard. **Internal Sourcing Sections:** Internal sections provide suppliers with key information about your company or sourcing event. This could include project details, submission rules, or company background. Internal sections help suppliers understand your requirements clearly. More information on Internal Sourcing Sections can be found [here](https://help.oboloo.com/en/sourcing-library-overview-internal-and-supplier-sections). For example, you could include: * An "About Us" section introducing your company. * Submission rules or instructions on how suppliers should respond to the sourcing activity. **Supplier Sourcing Sections:** Supplier sections allow you to ask suppliers for detailed responses to specific questions or prompts. You can use these sections to gather more in-depth information about how the supplier plans to meet your needs. More information on Supplier Sourcing Sections can be found [here.](https://help.oboloo.com/en/sourcing-library-overview-internal-and-supplier-sections) For example, you might ask suppliers to: * Explain how they will fulfil service-level agreements (SLAs). * Describe their approach to delivering goods or services. **Supplier Questionnaires:** Questionnaires are structured sets of questions that you can use to gather information from suppliers. You can apply weighted scoring to prioritize certain aspects of the evaluation. More information on Supplier Questionnaires can be found [here](https://help.oboloo.com/en/overview-of-supplier-questionnaires). For example, your questionnaire could ask about: * The supplier’s compliance with industry standards or regulations. * The supplier’s technical capabilities or project experience. **Pricing Requests:** Pricing requests allow suppliers to submit their pricing proposals for your project. You can ask for detailed breakdowns by product or service, ensuring that pricing can be compared across suppliers. More information on Pricing Requests can be found[ here](https://help.oboloo.com/en/adding-pricing-requests-to-your-sourcing-activity). For example, you could request: * Itemized pricing for each product or service. * Pricing details that include additional costs, such as delivery fees or discounts. **Supporting Documents:** You can provide attachments such as PDFs or technical documents for suppliers to review. You can also request that suppliers upload documents, such as certificates or reports, as part of their submission. More information on Supporting Documents can be found [here](https://help.oboloo.com/en/adding-supporting-documents-to-your-sourcing-activity). For example, you might: * Attach technical specifications for suppliers to reference. * Request suppliers to upload compliance certifications or product warranties. ## **Customizing Each Component** Once you have selected which components to include, oboloo allows you to customize each section to ensure you get the information you need. **For Internal Sourcing Sections**, you can either create new content or reuse pre-existing sections from past sourcing activities. Tailor the content to provide clear instructions or background information that will help suppliers respond effectively. More information on Internal Sourcing Sections can be found [here](https://help.oboloo.com/en/adding-internal-sections-to-your-sourcing-activity). **For Supplier Sourcing Sections,** customize the questions to ensure they focus on the critical aspects of your project. Ask suppliers for specific details related to their capabilities, experience, or service delivery. More information on Supplier Sourcing Sections can be found [here.](https://help.oboloo.com/en/adding-supplier-sections-to-your-sourcing-activity) **For Questionnaires,** create questions that are relevant to your evaluation process. You can also assign weights to different questions if certain areas are more important than others. More information on Supplier Questionnaires can be found [here](https://help.oboloo.com/en/adding-supplier-questionnaires-to-your-sourcing-activity). **For Pricing Requests,** define exactly what goods or services you are requesting quotes for. More information on Pricing Requests can be found[ here](https://help.oboloo.com/en/adding-supporting-documents-to-your-sourcing-activity). **For Supporting Documents,** specify which documents you need from suppliers (you can include these requests in the activities main description field). You can also attach documents for suppliers to reference, such as technical drawings or project briefs. More information on Supporting Documents can be found [here](https://help.oboloo.com/en/articles/5981-adding-supporting-documents-to-your-sourcing). ## **Finalizing Your Customization** After adding and customizing all the necessary sections, your sourcing activity will be fully tailored to meet your project requirements. You can include the exact information needed from suppliers, ensuring the sourcing event is comprehensive and efficient. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Editing a Department **Departments help structure records across the platform, ensuring that teams, contracts, suppliers, savings, and sourcing events are categorized efficiently** If a department needs to be updated—whether for **renaming, correcting an error, or restructuring your organization**—it can be **edited at any time**. Editing a department allows you to **update its name** or **change which locations it is linked to**, without affecting historical data. **Find out how to link Departments to a Location [here](https://help.oboloo.com/en/editing-a-location)** **You can find out more about how Locations work in oboloo[ here](https://help.oboloo.com/en/add-a-new-location)** **Only users with the appropriate access can add/edit departments within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** **TIP**: You can also delete a department from the main Department page. When a department is deleted, it is no longer available to be associated with newly created records. Records that already have that deleted department against them remain unchanged. The deleted department will still be associated with those records until they are updated. ### **When to Use This Feature** * If a **department name has changed** due to restructuring. * If a **spelling error** needs correcting. * If a department needs to be **linked or unlinked from specific locations**. ## Step-by-Step Guide ### **1. Navigate to the Departments Page** * Click **Settings** in the **main menu**. * Select **Departments** from the dropdown list. ### **2. Find the Department to Edit** * Locate the **department** you need to update. * Click on the **Actions** menu (three dots) in the last column. * Select **"Edit"** from the dropdown options. ### **3. Update Department Details** * A popup will appear where you can edit the following fields: * **Department Name** – Modify the name if necessary. * **Linked Locations** – Add or remove **locations** associated with the department. 💡 **Tip:** Departments are **child records** of locations. This means a department **must always be linked to at least one location**. ### **4. Save Your Changes** * Click **"Save Changes"** to confirm the update. ### **5. Changes are Now Applied!** * The **updated department name and locations** will now be reflected in **filters, dropdowns, and records** across the platform. ## Key Considerations & Best Practices ✅ **Editing a department does not affect historical records**—only how the department appears in dropdowns and reports. ✅ A department **must always be linked to at least one location** to remain active. ✅ If a department is **no longer needed**, consider **renaming or archiving it** instead of deleting, to **preserve historical data**. ✅ Ensure **department names remain consistent** across the organization to avoid duplicate or redundant entries. ## Additional Resources 📌 **Related User Guides:** * **[Adding a New Department](https://help.oboloo.com/en/adding-a-new-department)** *(if a new department needs to be created instead of edited)* * **[Managing Locations ](https://help.oboloo.com/en/editing-a-location)***(to refine the organizational structure and record categorization)* 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Editing a Location **Locations help categorize records across the platform, ensuring data is structured effectively. If a location needs to be updated—whether for renaming, correcting an error, or restructuring your organization—it can be edited at any time.** Editing a location ensures that **all records remain consistent**, without affecting the historical data already linked to it. Locations must always be linked to a Department which acts as a child category. E.g. Location 'London' could have the department 'Procurement' linked to it. A Location can link to multiple Departments. **You can find out more about how Departments work in oboloo[ here](https://help.oboloo.com/en/articles/5911-create-a-new-department)** **Only users with the appropriate access can add/edit locations within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** **TIP**: You can also delete a location from the main Location page. When a location is deleted, it is no longer available to be associated with newly created records. Records that already have that deleted location against them remain unchanged. The deleted location will still be associated with those records until they are updated. ### **When to Use This Feature** * If a **location name has changed** (e.g., office relocation or rebranding). * If a **spelling error** needs correcting. * If an existing location needs **additional details or restructuring**. ## Step-by-Step Guide ### **1. Navigate to the Locations Page** * Click **Settings** in the **main menu**. * Select **Locations** from the dropdown list. ### **2. Find the Location to Edit** * Locate the **location** you want to update in the list. * Click on the **Actions** menu (three dots) in the **last column**. * Select **"Edit"** from the dropdown options. ### **3. Update the Location Details** * A popup will appear allowing you to edit the location details. * Modify the **Location Name** or any other available fields. ### **4. Save Your Changes** * Click **"Save Changes"** to confirm the updates. ### **5. Changes are Now Applied!** * The updated location **will now be reflected** across all linked records and dropdowns. ## Key Considerations & Best Practices ✅ **Editing a location does not affect historical records**—it simply updates how the location appears in dropdowns and filters. ✅ Ensure **location names remain consistent** across the organization to avoid duplicate or redundant entries. ✅ If location **categories or sub-levels are needed**, ensure that departments are **correctly linked** to their corresponding locations. ## Additional Resources 📌 **Related User Guides:** * **[Adding a New Location](https://help.oboloo.com/en/articles/5909-create-a-new-location)** *(if a new location needs to be created instead of edited)* * **[Managing Departments](https://help.oboloo.com/en/categories/2167/1016-departments)**[ ](https://help.oboloo.com/en/categories/2167/1016-departments)*(if organizational structures need adjustments at the department level)* 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Editing and Completing Milestones for a Savings Record **Milestones are key checkpoints within a savings record that help track progress toward projected cost reductions, cost avoidance, and overall financial performance.** These milestones allow organizations to monitor savings initiatives over time, ensuring that expected benefits are realized and properly documented. This guide will walk you through the process of reviewing, editing, and marking milestones as complete within a savings record. ### **When to Use This Feature** * When tracking financial progress within a **savings record** and ensuring milestones align with projected cost reductions. * When adjustments need to be made to milestone details such as dates, baseline spend, projected savings, or cost avoidance and realised savings. * When a milestone has been achieved and needs to be **marked as complete** to reflect realized savings. * When comparing **pipeline, projected, and realized savings** to analyze cost-saving performance. * When ensuring **accurate financial reporting** and maintaining a structured savings tracking system. ## Step-by-Step Guide ### **1. Accessing the Savings Record** * Navigate to the **Main Menu** and click on **Savings Management**. * Locate the **savings record** you want to update using the search bar or filters. * Click on the savings record to open its **details page**. * Go to the **Milestones** tab to view all existing milestones. ### **2. Editing a Milestone** * In the **Milestones** tab, locate the milestone you need to update. * Click on the milestone to open its details. * Edit key fields such as: * **Milestone dates** * **Baseline spend** * **Projected cost reduction** * **Cost avoidance** * **Realized Savings** * Save the changes to update the milestone. 💡 **Tip:** Regularly updating milestones ensures that the savings record accurately reflects progress and projected financial outcomes. ### **3. Marking a Milestone as Complete** Once a milestone is achieved, it should be marked as complete. * In the **Milestones** tab, find the milestone you want to finalize. * Click **Mark as Complete** to open a pop-up window. * If needed, adjust the **realized savings** before finalizing. * Click **Confirm Milestone Completion** to complete the milestone. Note: Once a milestone has been completed, a user can still edit it. All changes are log under the savings record Change Log. ### **4. Tracking Milestones & Visual Analysis** As milestones are completed, the platform automatically updates the **visual analysis** dashboards. * The analysis will display the difference between: * **[Milestones Overview](https://help.oboloo.com/en/milestones-overview)** – How milestones work within savings records. * **[Savings Calculations](https://help.oboloo.com/en/how-are-savings-calculated-within-oboloo)** - How are savings calculated ### **Milestone Approvals** Milestone approvals allow you to require approval when marking individual savings milestones as complete, ensuring savings are validated before being realised. * **Where to Find This:** Navigate to **Savings**, open a savings record, and select the **Milestones** tab. * **Requiring Approval on a Milestone:** * When marking a milestone as complete, you can choose to require approval. * Select **Does this milestone need to be approved?** * Choose an approver from the dropdown. * Confirm the milestone completion. * The milestone status will update to **Pending Approval**. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/gi96VfO6RlfbklkUgvKvzQujS1YxNOnCai3xxE0R.png)* **Approving or Rejecting a Milestone:** * The selected approver will receive a notification. * Within the **Milestones** tab, the approver can use the **Actions** menu to review the milestone. * Selecting this option opens a confirmation modal where they can: * **Approve Milestone** * **Reject Milestone** * **Approval Outcomes:** * **Approved:** * Status changes to **Completed** * The milestone contributes to realised savings totals * **Rejected:** * A rejection reason is required * Status changes to **Rejected** * The milestone can be updated and submitted again for approval * **Financial Impact:** * Milestones with a status of **Pending Approval** or **Rejected** are not included in realised savings totals. * These remain within projected savings until approved. * **Approval Tracking:** * All approval decisions are recorded in the **Approval Log**, including whether the approval relates to a savings record or a milestone. * **Milestone Table Information:** * The Milestones table includes fields such as: * **Approved By** * **Approved Date** * These fields can be enabled using the **Edit Columns** option for additional visibility. * **Why This Matters:** Requiring approval at milestone level provides greater control over savings validation, ensuring only verified savings are recognised and reported. ## Key Considerations & Best Practices ✅ **Regularly update milestones** – Keeping milestones accurate ensures financial projections remain reliable. ✅ **Use visual analysis for tracking progress** – Reviewing **projected vs. realized savings** helps measure success and improve savings strategies. ✅ **Set clear expectations for savings realization** – Ensure milestones align with the organization's financial goals and cost-saving strategies. ✅ **Monitor savings trends over time** – Use milestone tracking to assess the effectiveness of cost-reduction initiatives. ## Additional Resources 📌 **Related User Guides:** * **[Adding Savings Records ](https://help.oboloo.com/en/adding-a-new-savings-initiative)**– Best practices for maintaining and updating savings records. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Editing Exchange Rates per Milestone **In oboloo’s Savings Management module, each savings project is assigned a currency during its creation.** The milestones within that project **inherit the same currency** and are assigned an **exchange rate** from the **Currencies Setting Page**. If you need to **update the exchange rate** for an individual milestone, oboloo allows you to **edit it manually**. This ensures that financial data remains **accurate** and **reflects the most current exchange rates**. ⚠️ **Note:** Users cannot update the exchange rates of milestones if the savings record is in the organisations base currency. You can find out more about currency conversation in savings management **[here](https://help.oboloo.com/en/understanding-currency-conversion-in-oboloo-savings-management)**. 📌 **This guide will walk you through the step-by-step process of updating exchange rates per milestone.** ## Step-by-Step Guide: Editing Exchange Rates per Milestone ### **Step 1: Navigate to Savings Management** 1. Log in to your oboloo account. 2. From the **left-hand menu**, select **Savings Management**. ### **Step 2: Select a Savings Project** 1. Locate the **savings project** containing the milestone that requires an exchange rate update. 2. Click on the project name to **open the savings project record**. ### **Step 3: Go to the Milestone Tab** 1. Inside the savings project, **navigate to the Milestone tab**. 2. Here, you will see a list of all **milestones associated** with this project. ### **Step 4: Edit a Milestone** 1. Locate the milestone you want to update. 2. In the **Actions column**, click on the **edit icon** next to the milestone. ### **Step 5: Enter a New Exchange Rate** 1. Inside the milestone editor, find the field labeled **"Exchange Rate Against Base Currency"**. 2. Enter the updated exchange rate. 3. Review the new value to ensure accuracy. 📌 **Tip:** The exchange rate should reflect the most recent financial data to ensure correct savings calculations. ### **Step 6: Save Changes** 1. Click **Save** to confirm the exchange rate update. 2. The updated exchange rate will now apply to this milestone. 📌 **Any changes made to exchange rates will automatically update financial figures in the savings dashboards.** ## Key Considerations ✅ **Accurate Financial Tracking** – Updating exchange rates ensures that savings figures reflect current currency values. ✅ **Automatic Updates in Dashboards** – Once updated, the savings project’s financial figures will **adjust automatically** to reflect the new exchange rate. ✅ **Individual Milestone Adjustments** – You can **modify the exchange rate for each milestone independently**, ensuring precise financial tracking. Editing exchange rates per milestone in oboloo allows you to **maintain accurate financial records** and **reflect currency fluctuations** in your savings projects. By following this guide, you can **easily update exchange rates for individual milestones**, ensuring that all financial data remains up to date. For more details on how **currency conversion works in Savings Management**, refer to the **Currency Conversion Guide**. ## Additional Resources 📌 **Related User Guides:** * **[Managing Exchange Rates in Savings Management ](https://help.oboloo.com/en/editing-exchange-rates-per-milestone)**– How to set default exchange rates for savings projects. * **[Adding a New Currency](https://help.oboloo.com/en/adding-a-new-currency)** – How to add a new currency. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Editing Scorecards Only subscribers on the Supplier Plus plan can access this feature **Users can edit scorecards they have created, allowing them to modify categories, criteria, and weighting distributions.** However, users **cannot edit** scorecards created by someone else. Instead, they can **clone a scorecard**, which creates an editable copy assigned to them. 🚨 **Important Notes:** **Only the original creator** of a scorecard can edit it. **Cloned scorecards** are assigned to the user who cloned them, making them editable. **Only the original scorer** of a scorecard can edit their score and comments applied to a supplier. ### **When to Use This Feature** ✅ When **modifying** a scorecard you created. ✅ When **adjusting weightings** for categories before applying the scorecard. ✅ When **adding or removing criteria and categories**. ✅ When **ensuring that all category weightings total 100%**. ## Step-by-Step Guide ### 1. Navigate to Supplier Management * Open the **Supplier Management** section from the main menu. ### 2. Click on Supplier Scorecards * Select **Supplier Scorecards** to access all existing scorecards. ### 3. Search for the Scorecard You Want to Edit * Use the **search function** to locate the scorecard. 🚨 **You can only edit scorecards that you created.** If the scorecard was created by another user, you must **clone it** before making changes. ### 4. Click the 'View' Option Under the Actions Column * Locate the scorecard in the list and click **View** under the **Actions** column. ### 5. Edit the Scorecard * The selected scorecard will now open, allowing you to make changes. * You can modify category weightings, criteria, and evaluation areas. ### 6. Create or Delete Criteria and Categories * You can **add new criteria** to existing categories or **remove** criteria that are no longer needed. * New **categories/areas** can also be created. ### 7. Ensure That All Weighted Scores Add Up to Exactly 100% * If you have modified the **weighting percentages**, check that the total equals **100%** to ensure accurate calculations. ### 8. Click Save * Once all necessary changes have been made, click **Save** to update the scorecard. ## Key Considerations & Best Practices ✅ **Only Scorecard Creators Can Edit** – If you need to edit a scorecard you didn’t create, **clone it** first. ✅ **Ensure Weighting Accuracy** – Always confirm that **all category weightings add up to 100%** before saving. ✅ **Use Cloning for Revisions** – If changes to an existing scorecard are needed without affecting past evaluations, **clone the scorecard** instead of editing. ✅ **Check Before Saving** – Review all changes before saving, as updates will affect all future applications of the scorecard. ## Additional Resources 📌 **Related User Guides:** * **[Cloning Scorecards ](https://help.oboloo.com/en/cloning-scorecards)**– How to duplicate an existing scorecard for editing. * **[Understanding Scorecard Calculations](https://help.oboloo.com/en/supplier-scorecard-calculations)** – How weightings and scores are processed. * **[Compliance Page ](https://help.oboloo.com/en/using-the-supplier-compliance)**- How to use the supplier compliance page 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Evaluating Suppliers With Internal Supplier Scorecards Only subscribers on the Supplier Plus plan can access this feature **Supplier scorecards allow organizations to evaluate suppliers based on key performance, risk, and sustainability criteria.** Once a scorecard has been created within the Supplier Scorecards submodule, it can be applied to a supplier for assessment via the suppliers record page. 📌 **Tips** The scoring process is the same for the **Performance, Risk, and Sustainability** scorecard tabs, but the **Risk** tab uses a **reverse scoring mechanism** where **0 = Low Risk and 5 = High Risk**, unlike other scorecards where **0 = Lowest Score and 5 = Highest Score**. ### **When to Use This Feature** ✅ When assessing a supplier against any criteria, including **performance**, **risk**, or **sustainability**. ✅ When ensuring suppliers meet internal evaluation standards. ✅ When maintaining historical supplier performance records. ## Step-by-Step Guide ### **Applying a Supplier Scorecard** #### **1. Navigate to Supplier Management** * Open the **Supplier Management** section from the main menu. #### **2. Click on Suppliers** * Select **Suppliers** to access the list of all supplier records. #### **3. Choose a Supplier from the List** * Click on the supplier’s name to open their profile. #### **4. Click on the Scorecards Tab** * Inside the supplier’s profile, select the **Scorecards** tab. #### **5. Click on Apply New Scorecard** * This allows you to assign a new scorecard to the supplier. #### **6. Open the 'Scorecard Title' Dropdown** * Click on the **Scorecard Title** dropdown to see available scorecards. #### **7. Select an Already Created Scorecard** * Choose the relevant scorecard from the dropdown list. ### **Scoring a Supplier** #### **8. Assign a Score Between 0-5 for Each Criteria** * Each scorecard contains multiple criteria that require a score. * **Standard Scoring:** **0 = Lowest Score, 5 = Highest Score**. * **Risk Scoring:** **0 = Low Risk, 5 = High Risk** *(reversed scoring mechanism for Risk tab only)*. #### **9. Pick a Score from the Dropdown** * Select a score from 0-5 for each individual criterion. * The **weighted score percentage** for each category can be found above the list of criteria. 💡 **Tip:** When applying a scorecard under the **Risk tab**, remember that the scoring is reversed: **0 = Low Risk, 5 = High Risk**. #### **10. Ensure All Criteria Have a Score** * Make sure that every item under the selected scorecard has been scored. #### **11. Add Comments (Optional)** * You can leave **comments** for each criterion to explain the reasoning behind your score. * Comments help provide context for other users reviewing the scorecard. #### **12. Click on Save** * Click **Save** to finalize and apply the scorecard to the supplier. ### **Viewing and Managing Scorecard Results** #### **13. View Applied Scorecard Results** * The applied scorecard will appear under the **Scorecard, Risk, Performance, or Sustainability** tabs. * The **weighted score percentage** will be displayed under the **Score (%)** column. * Click the **eye icon** to view detailed results, including scores given by different users and weighted scores per criterion. 💡 **Tip:** You can **search for and view historical scores** by using the **Scorecard Name** dropdown above the table. #### **14. Edit Score & Comments** * If required, only the scorer can **edit the score and comments** assigned to criteria by clicking the **pencil icon**. ## Key Considerations & Best Practices ✅ **Use Scorecards for Structured Evaluations** – Scorecards help standardize the evaluation process for all suppliers. ✅ **Ensure Accuracy in Scoring** – Double-check all scores before saving, as they cannot be changed later. ✅ **Track Supplier Performance Over Time** – Use historical scores to assess trends in supplier performance, risk, and sustainability. ✅ **Add Comments for Context** – Providing comments allows other users to understand the reasoning behind given scores. ✅ **Remember Risk Tab Scoring** – Unlike other scorecards, the **Risk** tab uses a reversed scoring system **(0 = Low Risk, 5 = High Risk)**. ## Additional Resources 📌 **Related User Guides:** * **[Creating a Supplier Scorecard](https://help.oboloo.com/en/articles/6025-viewing-historic-scorecards-trends)** – How to set up a new scorecard for supplier evaluation. * **[Historic Scorecards](https://help.oboloo.com/en/articles/6025-viewing-historic-scorecards-trends)** – Guide to using historic scorecards and trends. * **[Compliance Page](https://help.oboloo.com/en/articles/6029-using-the-supplier-compliance-page)**[ ](https://help.oboloo.com/en/articles/6029-using-the-supplier-compliance-page)- How to use the supplier compliance page 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Evaluating Suppliers with Supplier Self-Assessment Scorecards Only subscribers on the Supplier Plus plan can access this feature **Supplier self-assessment scorecards provide a structured way to evaluate suppliers based on their self-reported data** These assessments help organizations measure supplier compliance, risk, sustainability, and overall performance. This guide outlines the step-by-step process of sending, reviewing, and scoring supplier self-assessment scorecards. ### **When to Use This Feature** * When assessing a supplier’s compliance, risk, sustainability, or performance etc. * When ensuring suppliers meet internal evaluation standards. * When maintaining historical supplier performance records. ## **Step-by-Step Guide** ### **Step 1: Sending a Self-Assessment Scorecard to a Supplier** 1. Navigate to the **Supplier Management** section from the main menu. 2. Open the **Suppliers** page to view all supplier records. 3. Select the supplier you want to evaluate and open their profile. 4. Click on either the **Scorecards, Performance, Sustainability, or Risk** tab, depending on the type of scorecard you wish to send. 5. Click the **Send Scorecard To Supplier** button. 6. Choose an already built self-assessment scorecard from the list. 7. You can send multiple scorecards under one request. Simply check which scorecards to include and click the **Add Scorecard** button above the table. 8. To review the contents and weighted scoring of a scorecard, click the **eye icon** next to the scorecard name. 9. All selected scorecards will be listed in the table below. 10. If needed, create new scorecards under the **Supplier Scorecards** module before sending. 11. Click the **Send to Supplier** button to proceed. ### **Step 2: Selecting the Supplier Contact** 1. A popup will appear, allowing you to choose which **supplier contact** will receive the request. 2. The selected contact will receive an **email notification** and be able to complete the self-assessment scorecard within the supplier portal. 3. Click **Send To Supplier** to finalize the request. 4. The supplier can now log into their supplier portal and begin their response. 💡 **Note:** If required, it is is possible to **cancel** the scorecard request in the **Actions** column in the Scorecards table. ### **Step 3: Reviewing and Scoring Supplier Responses** 1. Once the supplier submits their self-assessment, you will receive an **email notification** and an **in-system notification**. 2. Navigate back to the **Scorecards** tab in the supplier’s profile. 3. Locate the **completed scorecard** in the table. 4. Under the **Actions** column, click **Score Responses** to begin evaluation. 5. Review the supplier’s responses, checking for **compliance with internal standards** and identifying potential risks. 6. Assign a score between **0 and 5** for each criterion: * **General, Performance and Sustainability Scorecards:** 0 = Lowest Score, 5 = Highest Score. * **Risk Scorecards:** 0 = Low Risk, 5 = High Risk (reversed scoring). 7. Add **comments** to document observations or concerns. 8. Click **Save** to finalize the scoring process. ### **Step 4: Viewing and Managing Scorecard Results** 1. The **scorecard status** will update to **Scoring Complete** with a **percentage score** based on weighted scoring. 2. Use the **Scorecard Name dropdown** to filter for past self-assessment submissions. 3. Compare **historical data** to track supplier performance trends over time. 4. If necessary, edit **comments** by selecting the **Edit** option under the **Actions** column. 💡 **Note:** Once a scorecard score and comments are saved, only the original scorer can edit them. ## Key Considerations & Best Practices ✅ **Select the Right Scorecard Type** – Ensure you are sending the appropriate scorecard based on the supplier evaluation needs (Performance, Risk, Sustainability). ✅ **Review Responses Carefully** – Validate supplier responses for accuracy and alignment with internal standards. ✅ **Use Comments for Context** – Provide comments when scoring to document insights or flag potential risks. ✅ **Monitor Performance Trends** – Use historical data to track supplier improvements over time. ✅ **Remember Risk Scoring is Reversed** – Risk scorecards use 0 = Low Risk and 5 = High Risk, unlike other scorecards. ✅ **Ensure All Scorecards Are Fully Completed** – Incomplete scorecards cannot be properly evaluated. ## Additional Resources 📌 **Related User Guides:** * **[Creating a Supplier Scorecard](https://help.oboloo.com/en/creating-supplier-scorecards)** – How to build and customize scorecards for supplier evaluation. * **[Historic Scorecards](https://help.oboloo.com/en/viewing-historic-scorecards-trends)** – Guide to using historic scorecards and trends. * **[Compliance Page ](https://help.oboloo.com/en/using-the-supplier-compliance)**- How to use the supplier compliance page 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Exporting Contracts **Exporting contract data allows users to download a list of contracts in CSV format for further analysis or reporting. Only users with the appropriate permissions can export contract data.** **Only users with the appropriate access can export contracts within oboloo. To find out more about user access rights, please check out the [user rights and access guide](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** ### When to Use This Feature * When generating reports on contract records. * When analyzing contract data outside the platform. * When sharing contract information with other teams or stakeholders. ## Step-by-Step Guide **1. Navigate to the Contract Management Page** * Open the **Contract Management** section from the main menu. **2. Click on Contract Management** * Select **Contract Management** to access the main contract management module. **3. Click the Export Button** * Locate and click the grey **Export** button above the **Contract Management table**. * The contract list will be exported in **CSV format** and automatically downloaded to your device. ## Requesting Access to Export Contracts If you are unable to export contracts, you may not have the necessary permissions. * Contact your **System Administrator** or **Superuser** to request access. * If access is granted, retry the steps above to complete the export. ## Key Considerations & Best Practices ✅ **Ensure You Have Export Permissions** – Only authorized users can export contract data. ✅ **Use CSV for Data Analysis** – The exported CSV file can be opened in Excel or other data analysis tools. ✅ **Keep Contract Data Secure** – Ensure exported data is handled according to your organization's security policies. ✅ **Request Access if Needed** – If you cannot export contracts, contact your **System Administrator**. ## Additional Resources 📌 **Related User Guides:** * **[Filtering and Sorting Tables](https://help.oboloo.com/en/exporting-sorting-and-filtering-tables)** – Learn how to refine the contract list before exporting. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Exporting Savings **Exporting savings data allows users to download a list of savings records in CSV format for further analysis or reporting.** **Only users with the appropriate access can export savings records within oboloo. To find out more about user access rights, please check out the [user access rights user guide](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** ### **When to Use This Feature** * When generating reports on savings records. * When analyzing savings data outside the platform. * When sharing savings information with other teams or stakeholders. ## Step-by-Step Guide ### **1. Navigate to the Savings Management Page** * Open the **Savings Management** section from the main menu. ### **2. Click on Savings Management** * Select **Savings Management** to access the main savings management module. ### **3. Click the Export Button** * Locate and click the **Export** button above the **Savings Management table**. * The savings records will be exported in **CSV format** and automatically downloaded to your device. ## Requesting Access to Export Savings If you are unable to export savings records, you may not have the necessary permissions. * Contact your **System Administrator** or **Superuser** to request access. * If access is granted, retry the steps above to complete the export. ## Key Considerations & Best Practices ✅ **Ensure You Have Export Permissions** – Only authorized users can export savings data. ✅ **Use CSV for Data Analysis** – The exported CSV file can be opened in Excel or other data analysis tools. ✅ **Keep Savings Data Secure** – Ensure exported data is handled according to your organization's security policies. ✅ **Request Access if Needed** – If you cannot export savings, contact your **System Administrator**. ## Additional Resources 📌 **Related User Guides:** * [Filtering and Sorting Savings Records](https://help.oboloo.com/en/exporting-sorting-and-filtering-tables) – Learn how to refine the savings list before exporting. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Exporting, Sorting and Filtering Tables **Tables in the platform provide structured data views for suppliers, contracts, sourcing events, savings, and more. To help users efficiently manage and analyze data, the platform allows for sorting, filtering, and exporting tables based on specific needs.** **Only users with the appropriate access can export data within oboloo. To find out more about user access rights, please check out this user guide [here](https://help.oboloo.com/en/articles/5904-user-roles-access-rights).** Tables in oboloo are highly versatile and user-friendly, designed to help you manage, analyse, and extract data efficiently. Whether you’re exporting information for reporting, sorting columns for better clarity, or applying filters to find specific records, oboloo’s tables ensure that you can work with data in a way that suits your needs. Below is a detailed guide on exporting, sorting, and filtering tables. ### **When to Use This Feature** * If you need to **organize data** to quickly find relevant records. * If you want to **filter** records based on specific criteria. * If you need to **export data for external reporting, analysis, or record-keeping**. ## Step-by-Step Guide ### **Exporting Data From Tables** Exporting data from tables in oboloo allows you to seamlessly transfer key information into other tools for further analysis or reporting. * **How to Export Data:** Simply click the **Export** button located above the table. A CSV file will automatically download to your device, which can be opened in tools like Microsoft Excel, Google Sheets, or any other spreadsheet software. * **Access Rights:** Only users with export permissions can download data. Permissions can be managed under the **[User Roles](https://help.oboloo.com/en/articles/5904-user-roles-access-rights)** section in the **Settings** page. * **Benefits of Exporting:** Exported data provides flexibility for deeper analysis, sharing reports, or integrating with external systems, ensuring you can get the most out of your oboloo data. 💡 **Note:** Only users with **export access** in their **user role permissions** can export data. If the button is missing, check with your **administrator** to update your access. ### **Sorting Tables** Sorting functionality allows you to organise data within tables to quickly find the information you need. * **How to Sort:** Hover over the column you want to sort and click the arrow that appears. This will rearrange the data in ascending or descending order based on the selected column. * **Examples of Use:** * Sort suppliers by compliance score to identify high-performing suppliers. * Arrange sourcing activities by closing dates to prioritise deadlines. * Order contracts by value to highlight key agreements. * **Why Sorting Matters:** Sorting ensures that large datasets are easier to navigate and allows you to focus on the most critical information quickly. 💡 **Tip:** Sorting allows you to quickly organize data **alphabetically, numerically, or by date** for easier analysis. ### **Filtering Tables** Filters are an essential tool for narrowing down data to meet specific criteria. This feature is especially useful for identifying trends, comparing subsets of information, or managing compliance data. * **How to Filter:** Use the **filter dropdowns** located above the table. Select the desired criteria, and the table will automatically update to display only the relevant rows. * **Clearing Filters:** To remove all applied filters, click the **Clear Filter** button, located next to the filter dropdowns. This will restore the table to its default view. * **Real-World Scenarios for Filtering:** * Filter contracts by status (e.g., Active, Expired) to focus on renewal planning. * View sourcing activities within specific date ranges to manage deadlines. * Identify suppliers from a particular region to support a targeted initiative. 💡 **Tip:** Some filters allow for **multiple selections**, such as **Locations, Categories, and Industries**, so you can refine your search even further. ### **Full Screen Tables** Full screen mode allows you to expand tables for improved visibility, making it easier to work with large datasets. * **How to Use Full Screen:** Click the full screen icon located in the top right-hand corner of the table (where available). This will expand the table to fill your screen for a clearer, more focused view. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/hFnsehlgT2kiUBnghfaayn144EOBX1VD5Ickvffr.png)* **Examples of Use:** * Review large supplier lists without horizontal scrolling. * Analyse sourcing responses with more visible columns. * Compare contract data side by side more effectively. * **Important Notes:** * The **Actions** column (e.g. view, download, edit options) will not function while in full screen mode. * To access these actions, simply exit full screen using the same icon. * **Why Full Screen Matters:** Full screen mode improves usability when working with complex or wide tables, helping you focus on the data without distractions and reducing the need for excessive scrolling. ## Key Considerations & Best Practices ✅ **Exporting large datasets** may take longer to process—allow time for downloads to complete. ✅ If filters are applied, **only the visible data** in the table will be exported. **Reset filters** before exporting if you need the full dataset. ✅ Use **sorting and filtering together** to quickly find and export **specific** records without manually searching through large tables. ✅ If you do not have **export permissions**, ask your **administrator** to check your **user role settings**. ## Additional Resources 📌 **Related User Guides:** * **[Customizing Table Views](https://help.oboloo.com/en/exporting-sorting-and-filtering-tables)** 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Exporting Suppliers **Exporting suppliers allows users to download a list of supplier records in CSV format for further analysis or reporting. Only users with the appropriate permissions can export supplier data.** **Only users with the appropriate access can export supplier within oboloo. To find out more about user access rights, please check out this user guide [here](https://help.oboloo.com/en/articles/5904-user-roles-access-rights).** ### **When to Use This Feature** * When generating reports on supplier records. * When analyzing supplier data outside the platform. * When sharing supplier information with other teams or stakeholders. ## Step-by-Step Guide **1. Navigate to the Supplier Management Page** * Open the **Supplier Management** section from the main menu. **2. Click on Suppliers** * Select **Suppliers** to access the main supplier management module. **3. Click the Export Button** * Locate and click the **Export** button above the **Supplier Management table**. * The supplier list will be exported in **CSV format** and automatically downloaded to your device. ## Requesting Access to Export Suppliers If you are unable to export suppliers, you may not have the necessary permissions. * Contact your **System Administrator** or **Superuser** to request access. * If access is granted, retry the steps above to complete the export. ## Key Considerations & Best Practices ✅ **Ensure You Have Export Permissions** – Only authorized users can export supplier data. ✅ **Use CSV for Data Analysis** – The exported CSV file can be opened in Excel or other data analysis tools. ✅ **Keep Supplier Data Secure** – Ensure exported data is handled according to your organization's security policies. ✅ **Request Access if Needed** – If you cannot export suppliers, contact your **System Administrator**. ## Additional Resources 📌 **Related User Guides:** * **[Filtering and Sorting Suppliers](https://help.oboloo.com/en/exporting-sorting-and-filtering-tables)** – Learn how to refine the supplier list before exporting. * **[User Access Rights](https://help.oboloo.com/en/user-roles-access-rights-rbac)** – Checking and updating permissions for supplier management. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Financial Analysis of Supplier Pricing in oboloo **The Financial Analysis feature in oboloo allows you to compare and analyze the pricing submissions from suppliers at both a high level and a detailed product or service level.** This tool helps you identify which suppliers are offering the most competitive prices, taking into account any extra costs such as shipping fees. With oboloo’s side-by-side comparison and filtering features, you can make informed financial decisions during the supplier selection process. This guide will walk you through the steps to analyze supplier pricing in detail. ### **Step 1: Accessing the Pricing Analysis Dashboard** Once suppliers have submitted their pricing, you can begin to analyze and compare their submissions using oboloo’s Pricing Analysis Dashboard. 1. Login to oboloo using your credentials. 2. Navigate to the Sourcing module from the left-hand menu. 3. Select the sourcing activity you wish to analyze from the eSourcing Home Page. 4. In the Sourcing Activity Dashboard, click on the Financials Tab to access the Pricing Analysis. ### **Step 2: Viewing Supplier Pricing Submissions and Comparing Suppliers** In the Financials Tab, you will see an overview of the pricing submissions from each supplier. This will include a breakdown of their pricing for different products or services, as well as any additional costs like shipping. 1. **Financials Summary Table**: Each supplier’s total pricing submission will be listed, including the grand total for all products or services requested in the sourcing activity. Use the **filters** on this table to filter by supplier. 2. **Product Analysis Table**: This table shows you a breakdown of cost per product. You can expand each product line to compare pricing between the supplier responses. Use the **filters** on this table to filter by supplier and individual product. 3. **Supplier Analysis Table**: This table shows you a breakdown of cost per supplier. You can expand supplier on the table to view their costs quotes per line item in the activity. Use the **filters** on this table to filter by supplier and individual product. **TIP:** Additional Charges: Look for any extra costs, such as shipping fees, taxes, or optional services (e.g., extended warranties). These will be listed alongside the main product or service prices. ### **Step 3: Filtering and Analyzing Specific Pricing Elements** oboloo allows you to filter and analyze specific aspects of supplier pricing submissions to help you focus on the elements most important to your organization. * In the Financials Tab, use the Filters above the tables to focus a particular supplier or product. ### **Step 4: Generating Financial Analysis Reports** Once you have completed your pricing analysis, oboloo allows you to export the detailed reports to share with your team or stakeholders. * In the Financials Tab, click the ‘Export’ button above each of the tables to create a financial report. Your report will export as a CSV file and can be used for further analysis outside of the platform. ### **Step 5: Using Financial Analysis to Make Informed Decisions** Once you’ve completed the pricing analysis you can use the insights gained to make an informed decision about which supplier offers the best value. 1. Review the overall financial impact of each supplier’s proposal, taking into account both the raw costs and any additional benefits or services. 2. Use the pricing comparisons to identify the supplier that provides the most competitive price while meeting your organisation’s needs in terms of service, quality, and long-term value. 3. After completing the analysis, proceed to the next step of awarding the contract (see the Awarding a Supplier guide for more details which can be found [here](https://help.oboloo.com/en/awarding-a-supplier-against-a-sourcing-activity)). 4. If you would like one or more suppliers to amend their pricing, you can reopen the sourcing activity to them and give the clear instructions on the amendments you would like to see (see the Reopening a Sourcing Activity guide for more details which can be found [here](https://help.oboloo.com/en/reopening-a-sourcing-activity)). ### **Step 6: Best Practices for Financial Analysis** To get the most out of oboloo’s Financial Analysis feature, consider these best practices: * **Focus on Total Cost of Ownership:** While upfront costs are important, consider the total cost of ownership, including any value-added services, warranties, and long-term support, when evaluating supplier pricing. * **Review Value-Added Services:** Don’t just focus on the lowest price—consider what extra benefits a supplier might offer that could reduce costs or increase value over time. Other areas of a supplier response (such as the Supplier Sourcing Sections) might give you more information on this. * **Generate Reports for Stakeholders:** Share comprehensive financial analysis reports with decision-makers to ensure everyone is aligned on the supplier selection process. By following these steps and best practices, oboloo’s Financial Analysis feature provides you with the tools to thoroughly review and compare supplier pricing submissions. With side-by-side comparisons and detailed line-item analysis, you can ensure that your organisation selects the supplier that offers the best financial value and meets your requirements. # Forgotten Your Password? **If you forget your password, you can quickly reset it and regain access to your account. The Forgot Password function allows users to securely request a password reset link, ensuring that only authorized users can access the platform.** ### **When to Use This Feature** * If you are unable to log in due to a forgotten password. * If you suspect unauthorized access and need to reset your credentials. * If your organization requires periodic password updates, and you need to reset yours manually. 💡 **Tip:** Users are signed out of all of their active signed-in oboloo sessions when their password is reset. 💡 **Tip:** Administrators and users with access rights to the user management page can update another users password on behalf of that user, under the Security tab within the users record page under settings. ## Step-by-Step Guide ### **1. Access the Forgot Password Page** * Go to your **organization’s login page**. * Click on the **“Forgot Password”** link located below the login fields. ### **2. Enter Your Registered Email Address** * On the password reset page, enter the **email address associated with your account**. * Double-check for typos to ensure the reset link is sent to the correct address. ### **3. Submit the Reset Request** * Click the **"Send Reset Link"** button. * A confirmation message will appear, informing you that a reset email has been sent. ### **4. Check Your Email** * Open your email inbox and look for a message with the subject **“Password Reset Request”**. * If you don’t see the email within a few minutes, check your **spam or junk folder**. * If you still haven’t received it, try resubmitting the request or contact your **administrator** for assistance. ### **5. Reset Your Password** * Click the **reset link** provided in the email. * You will be redirected to a secure page where you can create a **new password**. * Enter your **new password**, confirm it, and click **"Reset Password"**. ### **6. Log In with Your New Password** * Once successfully reset, return to the **login page**. * Enter your **email** and **new password**, then click **“Log In”**. ## Key Considerations & Best Practices ✅ Ensure your **new password** is strong and meets your organization’s security policy (e.g., minimum length, special characters, uppercase/lowercase letters). ✅ If you **don’t receive the reset email**, confirm that you entered the correct email address. ✅ If multiple failed login attempts occur, your account may be **temporarily locked**—contact your **administrator** for help. ✅ If you use **API authentication or third-party integrations**, you may need to update your **stored credentials** after resetting your password. ## Additional Resources 📌 **Related User Guides:** * **[Changing Your Password](https://help.oboloo.com/en/changing-your-password)** - How to change your password * **[Two-Factor Authentication](https://help.oboloo.com/en/twofactor-authentication-2fa)** - How 2FA works in oboloo * **[Microsoft Single Sign-on](https://help.oboloo.com/en/microsoft-single-signon-sso)** - How SSO makes it even simpler to log on to oboloo 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. # Free Forever Plan **Designed to provide the features and benefits you need to run procurement effectively across your organisation.** The plan has been specifically designed by procurement professionals to replace spreadsheets and provides Tried-and-tested structures and processes, refined to make them intuitive, efficient, and easy to get the most from. For many organisations, this plan provides sufficient functionality to support day-to-day procurement activities. For those that are looking for additional functionality and benefits, please check out [Plus Plans](https://help.oboloo.com/en/plus-plans) that are available individually for each of the modules. This plan offers users free use forever of the four procurement modules: * Supplier Management * Contract Management * Savings Management * Sourcing It also includes quick and easy to set up default and configurable Settings as well as [no code integrations](https://help.oboloo.com/en/zapier-integration-integrate-with-1000s-of-applications) ### Compare free and plus plans ![BlockNote image](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/YLmpbHW0noDZoawB2LMcW4Rny7rcrBnVZB90OZri.png)**Supplier Management** * Create and manage unlimited supplier contract records in one collaborative workspace * Quickly and easily upload existing supplier records or create them yourself * The supplier information fields available are based on proven procurement best practices * Create a meaningful supplier record using only the essential information, and add additional details whenever you choose. * Configure information field dropdowns using your own taxonomies, alongside the default options * Link the records automatically to supplier contracts, savings and sourcing activities * Export the records as CSV files * Complete visibility of all record changes through an audit log * Supplier logos are automatically uploaded when a website is included in the record ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1768249604162.png)**Contract Management** * Create and manage unlimited supplier contract records in one collaborative workspace * Quickly and easily upload existing contact records or create them yourself * The contract information fields available are based on proven procurement best practices * Create a meaningful contract record using only the essential information, and add additional details whenever you choose. * Configure information field dropdowns using your own taxonomies, alongside the default options * Receive automatic notifications of contract End Dates and Notice Periods * Link the records automatically to suppliers, savings and sourcing activities * Export the records as CSV files * Complete visibility of all record changes through an audit log ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1768250567662.png)**Savings Management** * Create and manage unlimited savings records in one collaborative workspace * The savings information fields available are based on proven procurement best practices * Create a meaningful savings record using only the essential information, and add additional details whenever you choose. * Configure information field dropdowns using your own taxonomies, alongside the default options * Receive automatic notifications of Savings Milestones * Export the records as CSV files * Complete visibility of all record changes through an audit log ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1768251442502.png)**Sourcing** * Create and manage unlimited sourcing events in one collaborative workspace * The sourcing information fields available are based on proven procurement best practices * Create a meaningful sourcing event using only the essential information, and add additional details whenever you choose. * Configure information field dropdowns using your own taxonomies, alongside the default options * Send and receive the sourcing activity directly to the supplier in oboloo * Support your sourcing events by sharing documents with suppliers and receiving their responses in return. * Receive automatic notifications of supplier responses. * Evaluate and compare supplier responses within oboloo to determine the preferred supplier # Giving Notice on a Contract Only subscribers on the Contract Plus plan can access this feature **The Give Notice feature in oboloo allows you to quickly record when either your organization or a supplier has formally given notice to end a contract.** This provides **clear visibility** for your team, helping track contracts under notice during **renewals**, **offboarding**, and **reporting**. When a contract is marked as notice given, an **amber banner** appears on the record, a **Notice Given** column is updated in the Contract Management table, and the **Give Notice** button changes to **Undo Notice**. This is an **internal tracking tool only** — suppliers are **not** notified automatically. **Automated notifications stop** when a contract is marked as Notice Given. ### When to Use This Feature #### Use the **Give Notice** feature when: * You have received or issued **formal termination notice** for a contract to the supplier. * You want to ensure **all team members** are aware the contract is ending. * You need to **track notice-related contracts** alongside active ones. * You are preparing for **renewal discussions** or **supplier off-boarding**. * You require a **clear record** in the audit trail of when notice was given. ## Step-by-Step Guide – Giving Notice on a Contract ### **1. Access the Contract Record** * Go to the **Contract Management** module. * Locate the contract using the **search bar** or **filters**. * Click on the contract to open its **record page**. ### **2. Give Notice** * On the **Contract Summary Card**, click the **Give Notice** button (amber button, located after the **Edit** button). * Review the confirmation modal explaining what giving notice means. * Click **Yes, Give Notice** to confirm. ### **3. View the Updates** * The **Give Notice** button changes to **Undo Notice**. * An **amber banner** appears at the top of the record stating: *“Notice has been given on this contract by \[username\] on \[date\]”*. * A **✔ tick icon** appears in the **Notice Given** column in the Contract Management table. ## Step-by-Step Guide – Undoing Notice on a Contract ### **1. Access the Contract Record** * Go to the **Contract Management** module. * Open the contract currently marked as **Notice Given**. ### **2. Undo Notice** * On the **Contract Summary Card**, click the **Undo Notice** button. * Review the confirmation modal explaining what undoing notice means. * Click **Yes, Undo Notice** to confirm. ### **3. View the Rollback** * The **Undo Notice** button changes back to **Give Notice**. * The **amber banner** is removed from the record. * The **✔ tick icon** is removed from the **Notice Given** column in the Contract Management table. ## **Visibility** * The **Notice Given** status appears in a dedicated column in the Contract Management table. * This column can be **sorted** and **filtered** but is **not shown by default**. * Contracts marked as **Notice Given** remain **Active** unless otherwise changed. * Both **Active** and **Active (Notice Given)** contracts appear in metrics, charts, and dashboards. ## Key Considerations & Best Practices ✅ **Permission Control** – Only users with contract edit rights can give or undo notice. ✅ **Audit Trail** – All notice actions are recorded in the contract’s **Change Log** with user, date, and time. ✅ **Internal Tracking Only** – Giving notice in oboloo does **not** send notifications to suppliers. ✅ **Use with Filters** – Use the **Contract State** filter to view contracts with **Active (Notice Given)** status. ✅ **Include in Reporting** – The notice flag is included in contract exports and the API (Get Contracts). ## Additional Resources 📌 **Related User Guides:** * **[Archiving Contracts](https://help.oboloo.com/en/archiving-and-unarchiving-contracts)** – How to archive an expired contract or a contract you have given notice on. * **[Contract Audit Trail ](https://help.oboloo.com/en/contract-change-log)**– Viewing all logged changes to a contract. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Viewing and Managing Historic Supplier Submissions Only subscribers on the Sourcing Plus plan can access this feature **Historic Supplier Responses in oboloo provide a comprehensive way to track and compare supplier submissions across multiple rounds of a sourcing activity.** When a sourcing activity is **reopened**, suppliers have the opportunity to **revise and resubmit** their proposals. oboloo automatically saves **all past responses**, allowing you to track how supplier proposals have changed over time. Historic responses are stored for **key elements** such as: ✔ **Pricing updates** – Tracking changes in unit costs, discounts, and total bids. ✔ **Questionnaire responses** – Reviewing how suppliers clarify and refine their answers. ✔ **Supplier sections** – Analyzing updates to project plans, delivery commitments, or SLAs. 📌 **Exception:** Supporting documents are not retained in historic responses. If a supplier **removes a document during resubmission**, the system does not track its removal. Only the latest version of documents is stored. This guide explains how to **access, review, and analyze historic supplier responses** in oboloo, helping you make **informed, data-driven procurement decisions**. ### How Historic Responses Work in oboloo When a **sourcing activity is reopened**, oboloo stores **both new and historic supplier responses**. Each response is **date and time-stamped**, making it easy to track proposal changes. 1. **Reopening a Sourcing Activity** * Suppliers are invited to **submit revised proposals** after the initial round. * New **opening and closing dates** are set. * Feedback or clarifications can be provided to guide supplier revisions. 2. **New Supplier Responses** * Suppliers **submit updated proposals** within the newly set timeframe. * These submissions are stored **alongside previous responses** for easy comparison. 3. **Tracking Changes** * **Pricing** – Adjustments in costs, discounts, or revised total bids. * **Questionnaire Responses** – Additional details or refinements based on your feedback. * **Supplier Sections** – Updates to **project plans, service level agreements (SLAs), or other commitments**. * **Supporting Documents** – Only the most recent versions are retained. oboloo does not store removed documents. ## Step-by-Step Guide: Reviewing Historic Supplier Responses ### **Step 1: Accessing the Sourcing Activity** 1. Navigate to the **Sourcing module** from the left-hand menu. 2. Select the **sourcing activity** where suppliers have submitted responses over multiple rounds. 3. Click on the **sourcing activity record** to access its details. ### **Step 2: Viewing Supplier Responses** 1. Inside the **sourcing activity**, go to the relevant **response tabs**: * **Pricing** – View financial details submitted by suppliers. * **Questionnaires** – Analyze questionnaire answers and any clarifications made. * **Supplier Sections** – Review updates to **project plans, SLAs, and delivery timelines**. 2. Each submission is **date and time-stamped**, helping you identify which responses were submitted in each round. 3. Use the **filters above the tables** to compare different versions of supplier responses. 📌 **Example:** A supplier may have submitted an **initial pricing proposal**, then revised it in a later round after receiving feedback. The timestamp helps track when these changes occurred. ### **Step 3: Analyzing Changes in Supplier Responses** oboloo allows you to **compare supplier responses** across multiple rounds to evaluate **how proposals have evolved**. 1. **Pricing Comparison** * Review **adjustments in unit pricing, discounts, or total bid amounts**. * Compare side-by-side how supplier costs have changed between rounds. 2. **Questionnaire Responses** * Evaluate how suppliers have **clarified previous answers** or added missing details. * Track improvements in their explanations based on your feedback. 3. **Supplier Sections** * Review how suppliers have **updated their project plans, SLAs, or delivery strategies**. * Identify **improvements in proposal quality** and supplier understanding of your requirements. 📌 **Key Insight:** Analyzing how suppliers respond to feedback helps you identify **flexibility, responsiveness, and commitment** to your project. ### **Step 4: Managing Supporting Documents** 📌 **Unlike other supplier responses, supporting documents are handled differently:** * **Suppliers can upload or remove documents** during each submission round. * If a supplier **removes a document**, oboloo does **not track its removal**. * Only the **latest set of documents** is stored for evaluation. 📌 **Example:** If a supplier submits a contract template in the first round but replaces it in a later round, **only the most recent version will be available** for review. **Best Practice:** If you need to retain **past versions of documents**, download and save key files after each round. ## Benefits of Historic Supplier Responses ### **1. Comprehensive Record of Supplier Submissions** * Provides a **detailed record** of how supplier proposals have evolved. * Tracks whether suppliers have addressed **feedback, pricing updates, or compliance improvements**. ### **2. Informed Decision-Making** * Allows you to **compare previous and current responses side by side**. * Helps identify which suppliers have **improved their proposals** based on clarification requests. * Ensures **data-driven decisions** when selecting suppliers. ### **3. Accountability and Transparency** * Maintains an **audit trail** of supplier interactions throughout the sourcing process. * Ensures decisions are made based on **clear, factual data**. ### **4. Flexible Supplier Engagement** * If you reopen a sourcing activity for **shortlisted suppliers**, historic responses help track their **proposal progress**. * This feature helps **refine evaluations** and focus on the most promising suppliers. Historic supplier responses in oboloo offer a **powerful tool** for tracking and comparing supplier submissions across multiple rounds. By **saving responses related to pricing, questionnaires, and supplier sections**, oboloo enables procurement teams to analyze **how proposals have evolved** and make **well-informed sourcing decisions**. While **supporting documents are not retained across rounds**, all core elements of a supplier’s response remain **accessible and structured** for easy comparison. This feature ensures **transparency, accountability, and confidence** in the supplier selection process. ## Additional Resources 📌 **Related User Guides:** * **[Reopening a Sourcing Activity ](https://help.oboloo.com/en/reopening-a-sourcing-activity)**– How to re-open a sourcing activity. * **[Scoring Supplier Responses](https://help.oboloo.com/en/scoring-supplier-responses-against-a-sourcing-activity)** – Evaluating supplier responses across multiple rounds. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # How Are Savings Calculated Within oboloo? **The Savings Management Module is designed to align with standard savings methodologies used by most organizations. This guide explains how savings are calculated, including:** * **Cost Reduction vs. Cost Avoidance** * **How projected and realized savings are calculated** * **Steps to track savings effectively** 📌 **All savings are categorized into two types:** * **Cost Reduction** – Savings achieved by **reducing actual costs incurred**. * **Cost Avoidance** – Savings achieved by **avoiding potential future costs**. 💡 **Tip:** If you’re unsure which category your savings fall under, consult your **procurement team** or refer to the **Cost Avoidance vs. Cost Reduction** guide. 🚀 **Currency rates against individual savings milestones can be updated at any time.** * Updating an exchange rate against an **uncompleted milestone** will **alter its overall value**. * Find out more in the **[Currency Exchange Guide.](https://help.oboloo.com/en/editing-exchange-rates-per-milestone)** ## Projected Savings Once you have determined the savings category, you can enter **projected savings amounts** into the relevant fields within a milestone. 📌 **Projected Savings = Total Savings Expected at the Start of the Project** ## Baseline Spend Each milestone must include a **Baseline Spend** value. 📌 **Baseline Spend = The estimated total cost at the beginning of a project.** * Example: If a contract spans **one year**, the **total contract cost** over that year serves as the **Baseline Spend**. * **Projected savings** represent the amount saved from **renegotiating the contract** or reducing supplier costs. ## Total Savings Calculation Once all values are populated, **oboloo automatically calculates the projected savings per milestone**. ### **How the Calculation Works:** 1️⃣ **Input Values** * Enter the **total projected savings** per milestone under **Cost Reduction** or **Cost Avoidance**. 2️⃣ **Calculation Formula** * **Projected Savings % = (Total Projected Savings ÷ Total Baseline Spend) × 100** ### **Example Calculation:** * **Projected Savings** = £40 * **Total Baseline Spend** = £200 * Savings Calculation: **£40 ÷ £200 = 20%** ✅ **Final Result:** The project has a **projected savings of 20%**. ## Realizing Savings Once projected savings are calculated, the next step is to determine **Realized Savings**. 📌 **Realized Savings = The actual savings achieved when a milestone is completed.** * Realized savings may differ from **initial projections**. ### **How to Calculate Realized Savings:** 1️⃣ **Input Realized Savings** * When marking a **milestone as complete**, enter the **actual savings achieved** in the milestone form. * Follow the **Milestone Completion Guide** for detailed steps. 2️⃣ **Calculation Formula** * **Realized Savings % = (Total Realized Savings ÷ Total Baseline Spend) × 100** 📌 **Example:** * **Projected Savings for the Last Milestone** = £20 * **Actual Realized Savings** = £35 * **New Savings Percentage** is calculated based on the final **realized savings** instead of the **projected amount**. ✅ **Final Result:** oboloo will **automatically update** the savings percentage to reflect the **actual financial impact**. ## Key Considerations & Best Practices ✅ **Distinguish Between Cost Reduction & Cost Avoidance** – Properly categorizing savings ensures accurate reporting. ✅ **Update Currency Exchange Rates if Needed** – Adjustments to **exchange rates impact savings values** in multi-currency projects. ✅ **Regularly Review Savings Milestones** – Tracking **realized vs. projected savings** helps monitor financial efficiency. ✅ **Ensure Accurate Baseline Spend Entries** – This ensures that savings percentages are calculated correctly. ✅ **Compare Projected vs. Realized Savings** – Reviewing final savings data helps improve **future procurement decisions**. ## Additional Resources 📌 **Related User Guides:** * **[Milestones Overview](https://help.oboloo.com/en/milestones-overview)** – Learn how to track savings at different stages of a project. * **[oboloo Savings Management ](https://help.oboloo.com/en/how-does-savings-management-work-quick-overview)**– How does Savings Management work in oboloo * **[Add A New Currency](https://help.oboloo.com/en/adding-a-new-currency)** – How to add a n ew currency in oboloo. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # How Does Savings Management Work? - Quick Overview **The savings management module within oboloo is designed to align with most organizations' savings methodologies and calculations. This guide will explain how savings are structured within oboloo, including roles of parent and child records.** ## **How Are Savings Structured Within oboloo?** All savings records in oboloo have a parent record and at least one child record, known as milestones. This structure provides flexibility and efficiency for end users. ### **Parent Records** The parent record acts as the main savings project record, holding all the key information about the savings project. This includes: * Project Title: The name of the savings project. * Status: The current status of the project. * Savings Type: This field is customizable in [Configurations in Settings](https://help.oboloo.com/en/adding-and-editing-dropdown-values) * Owner: The person responsible for the project. * Currency: The currency and exchange rate used for the savings calculations. * Linked Supplier: The supplier associated with the project. * Linked Contract: The contract associated with the project. * Total Savings: The total amount of savings projected for the project. * Attachments: Any related documents or files. The parent record can be found within the table on the main savings management dashboard page. ### **Child Records (Milestones)** **[Milestones](https://help.oboloo.com/en/milestones-overview)** are child records that sit underneath a parent savings record. They allow you to split a savings project into manageable sub-projects. ## **Why Use Milestones?** Milestones enable users to consolidate all savings records under one parent record. For example, if you are tracking savings for a contract over 12 months and want to monitor savings at the end of each month, you can create 12 milestones under one parent project. This approach is more organized and efficient compared to managing 12 separate, unlinked projects. Tip: Milestones are sub-projects that help you manage a savings record in smaller, easier-to-handle segments. For example, for a year-long project, you could create four milestones, one for each quarter, if savings are measured quarterly. ## **Adding Milestones** You can add as many milestones as needed to a savings project. Milestones can be added either at the time of creating the savings record or later by navigating to the Milestone tab within the parent savings record. Example: You might create four milestones, one for each quarter of the year, if the savings project covers an entire year and savings are measured quarterly. By structuring savings in this way, oboloo ensures that all related savings activities are linked and easy to manage under a single parent record. This method enhances both flexibility and efficiency in savings management. ## **Projected and Realized Savings** ### **Projected Savings** Projected savings are the total savings you expect to achieve at the start of the savings project. These amounts are entered into the projected savings fields within each milestone. * Cost Reduction: Savings achieved by reducing actual costs. * Cost Avoidance: Savings achieved by avoiding potential future costs. Tip: Projected savings provide a forecast of the expected financial benefits from the savings project. ### **Realized Savings** Realized savings are the actual savings achieved upon the completion of the project. These are different from the projected savings and are confirmed once the project or milestone is completed. #### Calculating Realized Savings 1. Input Realized Savings: Enter the actual savings achieved into the milestone upon project completion. 2. Calculation: oboloo will apply the same calculation method as for projected savings, dividing the total realized savings by the total baseline spend across all milestones. Tip: For example, if the last milestone had a projected savings of £20 but the actual realized savings were £35, oboloo will calculate the realized savings percentage accordingly. ## **Marking Milestones as Complete** 1. Navigate to the Milestones tab under the savings project. 2. Choose the milestone you wish to realize from the table. 3. Click the Mark As Complete button. 4. Amend the reported realized savings if necessary. The projected savings for cost reduction and avoidance will default within the realized fields. You can adjust these fields to specify the actual savings achieved. 5. The Total Realized Savings % field will automatically update to show the overall percentage saving for the milestone. 6. Click the Confirm Milestone Completion button. ## **Analysis** As you complete milestones, the visual analysis on the dashboards will update, showing your organization the delta between projected, pipeline, and realized savings. By following these guidelines, you can accurately track and manage both projected and realized savings for each milestone within oboloo. This ensures a clear understanding of your savings performance and helps in achieving financial efficiency. # How to create, edit, clone and archive/unarchive a Supplier Questionnaire Only subscribers on the Sourcing Plus plan can access this feature **Supplier Questionnaires in oboloo are essential for gathering standardized information from suppliers during a sourcing activity.** These questionnaires allow procurement teams to **collect structured responses** on: ✔ **Compliance** with regulations ✔ **Technical qualifications** ✔ **Project experience** ✔ **Other relevant supplier details** Each question follows a **free-text format**, allowing suppliers to provide detailed responses. Weighted scoring ensures that **critical responses are prioritized** in supplier evaluations. 📌 This guide will walk you through the **step-by-step process** of creating, editing, cloning, and archiving/unarchiving a Supplier Questionnaire in oboloo. ## Step-by-Step Guide: Creating a Supplier Questionnaire ### **Step 1: Navigate to Supplier Questionnaires** 1. Click on **Sourcing** in the left-hand menu. 2. Click on **Supplier Questionnaires**. 3. Click on **"Create New Supplier Questionnaire"** above the main table. ### **Step 2: Define Questionnaire Details** 1. **Enter a Title** – This allows your organization and suppliers to easily identify the questionnaire. 2. **Create a Category/Area** – Categories act as **sections** of the questionnaire, helping structure responses. 3. **Assign a Weighted Score** – Each category can be weighted **0-100%** to **prioritize importance** during evaluation. 📌 **Weighted scores are NOT visible to suppliers**. 1. **Add a Question** – Suppliers will respond to each question in **free-text format**. 2. **Add More Questions** – Click **"Add Question"** to include multiple questions under a category. 3. **Add More Categories** – Click **"Add New Category/Area"** to structure the questionnaire further. 📌 **Tip:** Ensure **all weighted scores across categories add up to exactly 100%** before saving. ### **Step 3: Save the Questionnaire** 1. Click **"Save"** to create the Supplier Questionnaire. 2. The questionnaire is now **available for use** in sourcing activities. ## Managing a Supplier Questionnaire ### **Viewing & Editing a Supplier Questionnaire** 1. Expand the **Actions Menu** in the Supplier Questionnaires table. 2. Click **"View"** to open the questionnaire. 3. Make necessary edits **(only the creator can edit the questionnaire)**. 4. Click **"Save"** to apply updates. 📌 **Note:** If you need to modify a questionnaire **created by another user**, you must **clone** it (see below). ## Cloning a Supplier Questionnaire 1. Expand the **Actions Menu** in the Supplier Questionnaires table. 2. Click **"Clone"** to duplicate the questionnaire. 3. The system will create a **new questionnaire copy**, which you now own. 4. Modify the cloned questionnaire as needed. 5. Click **"Save"** to finalize the new questionnaire. 📌 **The original questionnaire remains unchanged and active. If necessary, it can be archived.** ## Archiving a Supplier Questionnaire 1. Expand the **Actions Menu** in the Supplier Questionnaires table. 2. Click **"Archive"**. 3. Click **"Yes"** to confirm. 📌 **Archived questionnaires are NOT deleted. They can be restored at any time.** ## Unarchiving a Supplier Questionnaire ### **Step 1: View Archived Questionnaires** 1. In the Supplier Questionnaires table, locate the **"Archived Status"** filter. 2. Select **"Archived"** to display archived questionnaires. ### **Step 2: Unarchive a Questionnaire** 1. Expand the **Actions Menu** next to the archived questionnaire. 2. Click **"Unarchive"**. 3. Click **"Yes"** to confirm. ## Key Considerations & Best Practices ✅ **Use Logical Categories** – Structure questionnaires clearly for better supplier responses. ✅ **Assign Weighted Scores** – Prioritize **important** supplier responses in evaluations. ✅ **Ensure Weighted Scores Add Up to 100%** – Avoid incorrect scoring issues. ✅ **Clone Instead of Editing Shared Questionnaires** – Only the original creator can edit a questionnaire. If you need changes, **clone it**. ✅ **Archive Unused Questionnaires** – Keep your workspace organized by archiving outdated questionnaires. ✅ **Use the "Archived Status" Filter** – Quickly locate and restore old questionnaires. ## Additional Resources 📌 **Related User Guides:** * **[Adding Supplier Questionnaires to a Sourcing Activity ](https://oboloo.thrivedeskdocs.com/en/adding-supplier-questionnaires-to-your-sourcing-activity)**– How to add questionnaires to sourcing events. * **[Creating a Sourcing Activity ](https://oboloo.thrivedeskdocs.com/en/creating-a-new-sourcing-activity-endtoend-guide)**- How to create a sourcing activity. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Importing Contracts into oboloo **The contract import tool in oboloo allows you to quickly add or update multiple contracts in bulk using a CSV file. This saves time, ensures consistent formatting, and keeps your contract records accurate and up to date.** **Only users with the appropriate access can import contracts within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** ### When to Use This Feature * You are new to oboloo and wish to get up and running quickly * You are onboarding a large list of contracts. * You need to update multiple contract records at once. * You want to maintain consistent contract data formatting using bulk uploads. ## Step-by-Step Guide – Importing Contracts ### **1. Access the Import Tool** * From the main menu, go to **Settings** > **Import Data**. * Click **Select Contract Import** (red button) under the **Type** tab. * To make importing your contracts as simple as possible, there is a **downloadable import template**. Download the template, populate it with your supplier data, and upload it back into oboloo to create your supplier records quickly and accurately. The only **mandatory fields** are **Contract Title** and **Linked Supplier**. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/cefaT9MFmg4Nz94YsovyIirr1nVncFeCxPRZKwRw.png)### **2. Upload Your CSV File** * In the **Upload** tab, click **Choose File** and select your CSV from your device. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/m7jnuwVy7sdmQqygjRVgJInPMC0iYCTq1AXbqHu3.png)* After uploading, a preview of the first 5 rows will appear. * Click **Continue to Mapping**. ### **3. Map Your Columns** * In the **Map Columns** tab, match each column from your CSV (first column) to the relevant oboloo field by selecting from the drop-down menus. **Custom Fields** * If a CSV column header text matches with an oboloo field name, it will **map automatically.** ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1754947910600.png)* A live preview of your mapped data will appear on the right-hand side. * Required fields not mapped will be shown in **red** at the top of the page. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/DcDKPo0PPOZUypPb2XeHTElniYcyJdKetwaKQBGM.png)* Optional but recommended fields not mapped will be shown in **orange** at the top of the page. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/oKtUK85vy56TPbMNQYMXDdvWQD8BGI1Lu6AbJl1W.png)* Once all required columns are mapped, click **Continue**. ### **4. Validate Your Data** * The **Import** tab will display any validation issues: * **Dropdown mismatch** – e.g., contract type in CSV not found in your oboloo configuration. * **Incorrect data type** – e.g., text in a number field. * **Date format errors** – all date fields **must** be uploaded in `DD/MM/YYYY` format. Any other format will trigger a validation issue, and those rows will not be imported. If your organisation uses `MM/DD/YYYY` as the date format in oboloo, the system will automatically convert the dates in the database after the import. * **Duplicate records** – contract name and reference already exist. These will be updated rather than re-imported. * The **Import** tab will display any validation issues that can be automatically fixed by oboloo: * **Missing** configuration drop down values within oboloo, e.g. Locations and Categories ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/dnT5RzOUvJuBWojL2HinwXVz18k383faZVLasIzF.png)Add missing dropdown values in Settings or correct the data in your CSV file and re-upload if needed. * Review the **Field Mapping Summary** at the bottom to confirm correct mappings. ### **5. Start the Import** * Click **Start Import** to begin. * If warnings are present, a confirmation popup will appear. * Select "**Automatically Create Missing Values**" to automatically add any new values to the relevant configuration in Settings. * Rows with errors will not be imported. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/GMzeO69758n3qa2S8mOtRgNkESphUrHTA46gCixK.png)* Monitor the progress bar – imports usually complete within a few minutes. ### **6. Review and Fix Errors** * Once the import is complete, any rows with errors can be downloaded in an **Error Report** from the **Import** tab. * Correct the issues in your spreadsheet, remove successfully uploaded rows, and re-upload the fixed file. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1754948761554.png)### **7. Check Import History** * Go to the **History** tab to view past imports, including: * Who performed the import * Number of records processed * Number successfully imported * Number of errors * Status (Success / Failed) * From here, you can also download past error reports and import summaries. ## Key Considerations & Best Practices ✅ Always check that your CSV headers match oboloo field names to speed up mapping. ✅ Validate dropdown values (e.g., Contract Type, Department) in Settings before uploading. ✅ Keep your CSV clean — remove unnecessary blank columns and rows. ✅ For updates, ensure the Contract Name and Contract Reference match exactly with existing records. ✅ **Always use** `DD/MM/YYYY` **for date fields** — incorrect formats will block import. ## Additional Resources **📌 Related User Guides:** * **[Creating a Contract](https://help.oboloo.com/en/add-a-new-contract)** – How to add new contracts and link suppliers * **[Importing Suppliers ](https://help.oboloo.com/en/importing-suppliers-via-csv)**– How to import suppliers in bulk 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Importing Suppliers into oboloo **The supplier import tool in oboloo allows you to quickly add or update multiple suppliers in bulk using a CSV file. This saves time and ensures your supplier database remains accurate and consistent.** **Only users with the appropriate access can import suppliers within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** ### **When to Use This Feature** Use the supplier import tool when: * You are new to oboloo and wish to get up and running quickly. * You are onboarding a large list of suppliers. * You need to update multiple supplier records at once. * You want to maintain consistent supplier data formatting using bulk uploads. ## Step-by-Step Guide - Importing Suppliers ### **1. Access the Import Tool** * From the main menu, go to **Settings** > **Import Data** * Click **Import** **Suppliers** (green button) under the **Type** tab. * To make importing your suppliers as simple as possible, there is a **downloadable import template**. Download the template, populate it with your supplier data, and upload it back into oboloo to create your supplier records quickly and accurately. The only **mandatory field** is **Supplier Name**. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/5WmEIHzLtS944zFPLgUEQPrjgRNMK6yqDxycusPi.png)### **2. Upload Your CSV File** * In the **Upload** tab, click **Choose File** and select your CSV from your device. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/lpb1jJ5bzrzwOAXo3Go8QnCiafQS5oFIvFefJH5w.png)* After uploading, a preview of the first 5 rows will appear. * Click **Continue to Mapping**. ### **3. Map Your Columns** * In the **Map Columns** tab, match each column from your CSV (first column) to the relevant oboloo field by selecting from the drop-down menus. **Custom Fields** * If a CSV column header text matches with an oboloo field name, it will **map automatically.** ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1754947910600.png)* A live preview of your mapped data will appear on the right-hand side. * Required fields not mapped will be shown in **red** at the top of the page. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/2oQvgcSGB5KWcMwCNnU4j8l7BrW4WMQYbhYrHfBy.png)* Optional but recommended fields not mapped will be shown in **orange** at the top of the page. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/gZQjuuvxfII9nwwV1ngHTP1pP0Yec8lAdgTI0u3g.png)* Once all required columns are mapped, click **Continue**. ### **4. Validate Your Data** * The **Import** tab will display any validation issues that need to be resolved by you: * **Supplier Name** missing * **Incorrect data type** – e.g., text in a number field. * **Duplicate records** - supplier name and reference already exist. These will be updated rather than re-imported. * The **Import** tab will also display any validation issues that can be automatically fixed by oboloo: * **Missing** configuration drop down values within oboloo, e.g. Locations and Industries. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/FliAra42nb8niQ7PaqJgU6JFNH4Tt06En0hT4tfF.png)* Review the **Field Mapping Summary** at the bottom to confirm correct mappings. ### **5. Start the Import** * Click **Start Import** to begin. * If warnings are present, a confirmation popup will appear. * Select "**Automatically Create Missing Values**" to automatically add any new values to the relevant configuration dropdowns in Settings. * Rows with errors will not be imported. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/bm2OJ2amQiSUl12KqXPpv62THcZaOhMmaYXNpyVU.png)* Monitor the progress bar – imports usually complete within a few minutes. ### **6. Review and Fix Errors** * Once the import is complete, any rows with errors can be downloaded in an **Error Report** from the **Import** tab. * Correct the issues in your spreadsheet, remove successfully uploaded rows, and re-upload the fixed file. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1754948009798.png)### **7. Check Import History** * Go to the **History** tab to view past imports, including: * Who performed the import * Number of records processed * Number successfully imported * Number of errors * Status (Success / Failed) * From here, you can also download past error reports and import summaries. ## Key Considerations & Best Practices ✅ Always check that your CSV headers match oboloo field names to speed up mapping. ✅ Validate dropdown values (e.g., Industry, Supplier Type) in Settings before uploading. ✅ Keep your CSV clean — remove unnecessary blank columns and rows. ✅ For updates, ensure the Supplier Name and Supplier Reference match exactly with existing records. ## Additional Resources 📌 **Related User Guides:** * **[Creating a Supplier](https://help.oboloo.com/en/adding-a-new-supplier)** – How to add new suppliers and enable onboarding * **[Importing Contracts](https://help.oboloo.com/en/import-contracts-via-csv)** - How to import contracts in Bulk 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Increasing or Decreasing License Quantities **As your organization grows, you may need to add more licenses to your oboloo account. This guide will walk you through the process of managing your subscription and adding more licenses using our Stripe customer portal.** **Find out how to assign one of your organizations oboloo licenses to a new user [here](https://help.oboloo.com/en/assigning-and-revoking-licenses)** All users within oboloo who have granted access rights to the Account Management page, have the ability to charge the organizations saved default payment method on their account. Restriction of access must be carried out by an organizations system Administrator. ## Adding or removing Licenses To Your oboloo Subscription To add or remove licenses , follow these steps: **1. Access Account Management:** Go to the "Settings" menu on the left-hand main menu and select "Account Management." ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737500310219.png)**2. Manage Subscription:** Click on the "Manage subscription" button. You will be redirected to the customer portal hosted by Stripe. If you are unable to access the Account Management area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/dbqQezFx73hhlbPB75yTO622D1FaPCgAg8WRlBWB.png)**3. Upgrade Page**: After clicking the Manage Subscription button, you will be redirected to the upgrade page where you can amend your organizations plan and license quantities. **Updating license quantities** * Scroll down to the **Current Subscription** card on the upgrade page ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/55hKwfvz3C0LA7ySwaXjuoEUAGdnpWHlhlc5N3VB.png)* Click on the **Update Licenses** button and the Update licenses popup will appear * on this popup, you can click the minus (decrease licenses) or plus (increase licenses) to amend your license count for your current and future subscription ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/mpNlWc0iezbO4aMQd4dOJMbbkUeuKFjlfUDe3jZB.png)Note: If you **increase** the number of licenses in your subscription, these will be available to use **immediately**. If you **decrease** the number of licenses under your subscription, you will still have use of the licenses you are removing until your organizations next billing date, at which point the selected number of licenses will be removed. You will only be charged for the quantity of licenses shown after the line 'Licenses from next billing date:' in the above screenshot. ## Prorated Billing At oboloo, we use prorated billing to ensure you only pay for the exact amount of time you use additional licenses. This means that if you add licenses partway through your billing cycle, you'll only be charged for the remaining period. For example, if your annual license costs $995.88 and you add a license halfway through the year, you will be billed approximately $497.94 for that license. This prorated amount reflects the cost for the remaining six months of the annual billing period. This ensures fair and transparent billing, so you only pay for what you use. When increasing the quantity of licenses against your subscription, you will be shown the prorated amount (Amount Due Today) on the Update Licenses popup. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/KUz8ld4CrEABhlzwjRjcr49o2GxM0qMjB3HkSu46.png)## Payment Method When increasing the quantity of licenses, your organizations default payment method will be automatically charged. This payment method is shown at the bottom of the update licenses popup. Please ensure you have your organizations or the card holders permission to charge the payment method on file. oboloo takes no responsibility if an employee uses their organizations saved default payment without prior authorization. Find out how to change your organizations default payment method [here](https://help.oboloo.com/en/updating-your-payment-method-on-oboloo). All users within oboloo who have granted access rights to the Account Management page, have the ability to charge the organizations saved default payment method on their account. Restriction of access must be carried out by an organizations system Administrator. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/jNp85FQ2vY4jeJZkxeGDsseTL7buZCRuzEMRCfCM.png)## Important Notes * **Immediate Billing:** Additional licenses are billed immediately. * **License Availability:** New licenses are available immediately after purchase. Removed licenses remain until the next billing cycle. * If you decrease the quantity of licenses under your subscription, you will see these clearly marked under the current subscription and the next renewal cards on the upgrade page. Amber text under the Current Subscription card shows the quantity of licenses being removed on the next billing date. These licenses are still available to use until the next billing date. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/755uqsL0WGWTbUPM5ZOSxEjYTHixRrFKXaqS4dZS.png)* The **Next Renewal** card on the upgrade page shows the quantity of licenses and the renewal amount on your next billing date ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/VdB2Bc5GPzz9glWCtJSHtUdEZwGLqyB1usKmefwd.png)## Support * **Help Center:** Access the Help Center from the menu for articles and FAQs. * **Customer Support:** If you need further assistance or need to change the primary user on the account, contact our support team via the chat widget on the bottom right corner of the screen. Managing your licenses in oboloo is designed to be straightforward and flexible. Whether adding or removing licenses, the process ensures your organization has the right number of users at all times. If you have any questions or need assistance, our support team is here to help. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Introduction to the oboloo Sourcing Module **The oboloo Sourcing Module is a dynamic and flexible platform designed to streamline the sourcing process, making it easier for organisations to manage procurement activities with clarity, efficiency, and transparency.** Whether you're running a simple request for quotes (RFQ) or managing complex, multi-stage tenders, oboloo’s Sourcing Module is fully customisable to fit the unique needs of your organisation and sourcing event. The module provides powerful tools for creating, managing, and evaluating supplier responses, helping you make informed decisions based on data-driven insights, financial analysis, and transparent supplier evaluation processes. ## How the oboloo Sourcing Module Works The oboloo Sourcing Module is designed to guide you through the sourcing process from start to finish, with a focus on customisation and efficiency. Here's a breakdown of how it works: * **Creating a Sourcing Activity:** Start your sourcing journey by defining the purpose and scope of your activity. oboloo allows you to create a sourcing event tailored to your needs, whether it’s a Request for Quote (RFQ), Request for Proposal (RFP), or Request for Information (RFI). Simply provide a brief summary of the event, set timelines, and establish clear objectives to guide suppliers through the process. Please see dedicated user guide [here](https://help.oboloo.com/en/creating-a-new-sourcing-activity-endtoend-guide). * **Customising Each Sourcing Activity:** Tailor each sourcing event to your specific requirements using oboloo's dynamic tools. Add internal information sections, supplier questionnaires, pricing requests, or any other components necessary to meet your objectives. Customisation ensures that every sourcing activity is aligned with your goals and captures the precise information needed from suppliers. Please see dedicated user guide [here](https://help.oboloo.com/en/customizing-your-sourcing-activity). * **Utilising the Sourcing Library:** Save time and maintain consistency by leveraging the oboloo Sourcing Library. Reuse pre-built sections, questionnaires, and pricing templates, or create new ones for unique needs. The library ensures a structured approach across all sourcing events while reducing errors and duplication of work. Please see dedicated user guide [here](https://help.oboloo.com/en/category/sourcing-rfx-sourcing-library). * **Managing Supplier Invitations and Responses:** Invite suppliers directly to your sourcing activity through oboloo’s platform. Suppliers gain secure access to the event portal, where they can review requirements, respond to questionnaires, submit pricing, and upload documents. The system tracks all supplier submissions, making it easy to manage responses and ensure deadlines are met. Please see the user guide [Inviting Suppliers to a Sourcing Activity.](https://help.oboloo.com/en/inviting-suppliers-to-your-sourcing-activity) * **Evaluating Supplier Responses:** Review supplier submissions with ease using oboloo’s scoring tools. Evaluate responses against predefined criteria, assign weights to questions for prioritisation, and ensure all scorers can collaborate seamlessly. The system also tracks each scorer’s input, ensuring fairness and transparency in the evaluation process. Please see dedicated user guides [here](https://help.oboloo.com/en/scoring-supplier-responses-against-a-sourcing-activity). * **Financial and Scoring Analysis:** Gain in-depth insights into supplier submissions with oboloo’s financial and scoring analysis tools. Compare pricing submissions line by line, assess supplier performance across weighted criteria, and use visual analytics to identify the best-value supplier. These tools empower you to make data-driven decisions with clarity. Please see dedicated user guide [here](https://help.oboloo.com/en/supplier-scoring-analysis-and-insights). * **Awarding a Supplier:** Once evaluations are complete, award the best-performing supplier directly within the platform. The system updates the activity status to “Awarded” and logs the supplier selection for future reference. Clear documentation of the decision ensures transparency and accountability in your procurement process. Please see dedicated user guide [here](https://help.oboloo.com/en/awarding-a-supplier-against-a-sourcing-activity). * **Reopening or Cancelling Activities:** Need to adjust or revisit a sourcing event? oboloo enables you to reopen activities for additional bidding rounds or cancel them when necessary. Reopening allows you to provide feedback to suppliers, set new deadlines, and request revised submissions, fostering a competitive and collaborative environment. Please see dedicated user guides [here](https://help.oboloo.com/en/reopening-a-sourcing-activity). ## Benefits of Using the oboloo Sourcing Module The oboloo Sourcing Module offers a wide range of benefits designed to improve the efficiency, transparency, and effectiveness of your sourcing activities: #### 1. Complete Flexibility and Customisation: * Whether you need a simple RFQ or a complex tender process, oboloo’s sourcing module adapts to your needs. You can choose which components to include in each sourcing activity and customise it to align with your specific requirements, making it a highly dynamic tool. #### 2. Streamlined Process with the Sourcing Wizard: * The sourcing wizard simplifies the process of building sourcing activities. It ensures that all the necessary information is included, allowing you to save time while maintaining thoroughness and consistency across events. #### 3. Consistent and Reusable Components: * oboloo’s Sourcing Library allows you to create reusable sections and questionnaires, ensuring that you don’t need to start from scratch for every new activity. This feature increases efficiency, reduces errors, and maintains a consistent approach across sourcing events. #### 4. Transparency and Collaboration: * The platform enables full transparency, tracking changes made by suppliers and team members alike. Collaboration is made easy for both suppliers and internal stakeholders, allowing multiple people to contribute to responses and evaluations, while all edits and updates are fully traceable. #### 5. Data-Driven Decision Making: * oboloo provides robust tools for financial analysis, scoring, and performance comparison. The Scoring Analytics feature offers clear insights into how suppliers performed across various criteria, helping you make informed, data-driven decisions. #### 6. Enhanced Supplier Management: * Manage supplier responses efficiently through a secure supplier portal. Suppliers can easily access your activity, respond to questionnaires, submit pricing, and upload necessary documentation, all while oboloo tracks and manages their progress. #### 7. Financial Clarity and Detailed Pricing Comparisons * oboloo’s financial analysis tools allow you to dive into detailed pricing submissions, ensuring you get the best value for money. You can compare pricing line by line, assess additional fees, and review the total cost of ownership, giving you full financial transparency. #### 8. Accountability and Audit Trail: * Every action taken within the module, whether by internal team members or suppliers, is fully logged and documented. This ensures a clear audit trail and supports accountability, especially in regulated industries or high-stakes sourcing activities. #### 9. Improved Supplier Relationships: * By providing a clear, structured, and fair process for sourcing activities, oboloo helps build better supplier relationships. Suppliers know exactly what is expected and can collaborate effectively, leading to stronger partnerships. The oboloo Sourcing Module is a powerful, flexible, and user-friendly tool that can adapt to the full spectrum of your sourcing needs. Whether you're running a small, quick sourcing event or managing a complex tender, oboloo provides the tools and insights to streamline your processes, ensure transparency, and make data-driven decisions. With customisable workflows, reusable content, and robust evaluation tools, the module allows your procurement team to focus on selecting the best suppliers with confidence. # Inviting Suppliers To Your Sourcing Activity **This guide provides a step-by-step process for inviting suppliers to participate in a sourcing activity within the platform.** This guide explains how to select suppliers to invite to the sourcing activity, choose the appropriate supplier contacts, and send invitations. It also covers how to review the sourcing activity from the supplier's perspective, ensure all relevant information is included, and track supplier responses. Additionally, it provides instructions for managing multiple contacts from the same supplier, adding new suppliers, and removing suppliers before sending the activity. 📌 **Note:** If a supplier you wish to invite is not currently in your organization's oboloo account, you can add them at this stage of the sourcing creation process. Click the "+ New Supplier" option under the Supplier Name dropdown to create a new supplier record. 📌 **Note:** Once a sourcing activity has been opened, you can easily invite additional suppliers and supplier contacts to participate at any time. ### When to Use This Feature * When setting up a sourcing activity and inviting suppliers to respond. * When managing multiple supplier contacts for collaboration on responses. * When ensuring that all relevant suppliers receive the invitation to participate. *Inviting Suppliers To A Sourcing Event:* ***Skip to 6 Minutes & 15 Seconds*** ## Step-by-Step Guide ### **Step 1: Selecting Suppliers for Your Sourcing Activity** * Click on the **Supplier Name** dropdown. * A list of all active suppliers available in your organization’s oboloo account will be displayed. * Select the supplier you want to invite. 📌 **Note:** If a supplier does not appear in the list, check if they have been **archived** in the **Supplier Management** module. Archived suppliers will not appear in this dropdown. ### **Step 2: Selecting Supplier Contacts** * After selecting a supplier, click on the **Supplier Contact** dropdown. * This will display all contacts associated with that supplier. * Select the correct contact(s) for the sourcing activity. 📌 **Note:** You can view all contacts associated with a supplier within the **Supplier Management** module under the supplier’s profile. ### **Step 3: Adding Multiple Suppliers and Contacts** #### **Adding More Suppliers** * If you need to invite multiple suppliers, click on the **"Add Another Supplier"** button. * Repeat the selection process for each additional supplier. #### **Adding Multiple Contacts for a Supplier** * If multiple contacts from the same supplier should be involved, select multiple contacts under the **Supplier Contact** dropdown. * Each selected contact will receive a unique login code to collaborate on their company’s response. ⚠️ **Important:** Only one final response per supplier will be recorded, regardless of how many contacts collaborate. ### **Step 4: Removing Suppliers from the Activity** * If you need to remove a supplier before sending invitations, click the **delete icon** next to their name. * This will remove the supplier and their contacts from the sourcing activity. ### **Step 5: Sending Invitations to Suppliers** * Once you have finalized your list of suppliers and contacts, click on the **"Send to Suppliers"** button. ### **Step 6: Confirming the Invitation Before Sending** * A confirmation message will appear before sending invitations. * Tick the **confirmation checkbox** to proceed. * **Once the invitation is sent, you will not be able to make any further changes to the sourcing activity.** ### **Step 7: Finalizing and Sending Invitations** * Click the **"Confirm and Send"** button. * The selected suppliers will now receive an email containing: * **Details of the sourcing activity** * **A unique access code** * **A login button to access the supplier portal** ### **Step 8: Viewing Your Sourcing Activity** * To review the sourcing activity, navigate back to the **eSourcing Home Page** and select the * activity from the table. ### **Step 9: Inviting additional suppliers and contacts to participate** * Sourcing activities remain flexible after launch, allowing you to **add and invite additional suppliers and contacts** to respond to the activity, whenever required. ### **Step 10: Monitoring Supplier Responses** * You can track supplier participation on the **first tab** of your sourcing record. * View which suppliers **have responded** and which **are yet to submit** their responses. * Receive **email and in-system notifications** whenever a supplier submits a response. ### **Email Invite Status** The Email Invite Status feature provides visibility into whether supplier invitation emails have been successfully delivered, helping you quickly identify and resolve any delivery issues. * **Where to Find This:** Navigate to a sourcing activity and locate the **Invited Suppliers** table. Click **View/Edit** on a supplier to open the **Edit Supplier Contact** modal. Within this table, the **Email Invite Status** column appears directly after the **Contact Name** column. * **How It Works:** * A column called **Email Invite Status** displays a status indicator for each supplier contact. * The status is shown as a coloured button: * **Delivered (Green):** The invitation email was successfully delivered. * **Delivery Failed (Red):** The invitation email failed to send or was rejected. * These buttons are **display-only** and cannot be clicked. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/eaM59GZ9gbbyueefJjimDU0enqRliUR4ezqYy4uB.png)* **Why This Matters:** This feature improves transparency and reduces guesswork by clearly showing whether an invite email reached the supplier, allowing you to take action where needed and keep sourcing activities on track. **If a supplier contact is showing as 'Delivery Failed', please check their email address and readd them to the sourcing activity.** ### **Inviting Suppliers and Contacts After Publishing your Sourcing Event** This feature allows you to add new suppliers or update supplier contacts after a sourcing activity has already been published, ensuring you can make changes without recreating the activity. * **Where to Find This:** Navigate to **Sourcing**, open a sourcing activity, and remain on the **first tab**. All actions are managed from the **Invited Suppliers** table. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/4rKRMGFhnxSH3fNDG7tIan1vNSl2s4PzxwMKcEPb.png)* **Inviting Additional Suppliers:** * Click **Invite New Suppliers** above the Invited Suppliers table. * Select the suppliers and their contacts, then confirm. * Once added: * The suppliers appear in the Invited Suppliers table. * Selected contacts receive invitation emails. * Suppliers can access and respond to the sourcing activity as normal. * **Managing Supplier Contacts:** * In the Invited Suppliers table, click **View/Edit** within the **Supplier Contacts** column. * A modal will open displaying all invited contacts for that supplier. * The table includes: * **Contact Name** * **Last Logged In** (date/time of last access to the sourcing activity) * **Revoke Access** * **Revoking Contact Access:** * Click **Revoke** next to a contact to remove their access. * Confirm the action when prompted. * Once confirmed: * Access is removed immediately. * The contact is removed from the list. * The contact can be invited again later if required. * **Important Restriction:** * Each supplier must have at least one active contact. * If you attempt to revoke the last remaining contact, the system will prevent this action. * **Inviting Additional Contacts:** * Within the View/Edit modal, click **Invite New Contact**. * Select a contact and confirm. * The contact will: * Be added to the list immediately. * Receive an invitation email. * **Why This Matters:** This functionality gives you full control over supplier participation, allowing you to correct mistakes, add missed suppliers, and manage access efficiently without disrupting your sourcing activity. ## Key Considerations & Best Practices ✅ **Ensure Supplier Contact Accuracy** – Verify that you invite the correct contacts within a supplier’s organization. ✅ **Check for Archived Suppliers** – If a supplier does not appear, confirm whether they have been archived in the **Supplier Management** module. ✅ **Manage Multiple Contacts Wisely** – Assign multiple contacts per supplier only when necessary to avoid redundant communication. ✅ **Confirm Before Sending** – Once invitations are sent, **no further edits can be made** to the sourcing activity. ✅ **Monitor Responses Regularly** – Keep track of supplier responses and follow up if necessary. ## Additional Resources 📌 **Related User Guides:** * **[Reopening a Sourcing Activity](https://help.oboloo.com/en/reopening-a-sourcing-activity)** – How to re-open a sourcing activity. * **[Viewing Supplier Responses ](https://help.oboloo.com/en/viewing-supplier-responses-to-a-sourcing-activity)**– How to view supplier responses to a sourcing activity. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Managing Active Sessions & New Device Sign-In Notifications **The Active Sessions feature gives users full visibility over devices and browsers currently signed into their oboloo account, helping improve account security and identify suspicious activity quickly.** Users can now review recent sessions, identify unfamiliar devices, and instantly sign out of all active sessions directly from their profile page. 💡 **Tip:** oboloo also automatically sends email notifications whenever a new device signs into your account. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/MY0f38m2OQVqiNt97HHZ368aqkcC6FWT5jgn6be2.png)### **When to Use This Feature** * If you want to review which devices are currently accessing your account. * If you believe your account may have been accessed by someone else. * If you want to sign out of all active sessions for security reasons. * If you receive a new device sign-in notification that you do not recognize. ## Step-by-Step Guide ### **1. Open Your User Profile** * Click your profile icon in the top-right corner of oboloo. * Open your user profile page. ### **2. Navigate to the Security Section** * Scroll to the **Security** section underneath the Change Password area. * Here you will see your most recent active sessions and devices. ### **3. Review Your Active Sessions** The Active Sessions table displays: * Browser and device used * Approximate location * IP address * First seen date * Recent activity * Sign-in method used - **Either 'Username & Password' or 'Single Sign-On (Via Microsoft)** This helps users quickly identify unfamiliar or suspicious account activity. ### **4. Identify Suspicious Activity** * If you see a device or session you do not recognize, click the red **“This wasn’t me”** button next to the session. * A security confirmation modal will appear explaining the next steps. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/hhOgH4yAE5I5XGHPk23agRncNwmm1TWKWqCw3bjS.png)### **5. Sign Out of All Sessions** * Click **“Sign out all sessions”** to immediately terminate all active sessions associated with your account. * You will then be required to sign back into oboloo again. * We strongly recommend changing your password immediately afterwards. ## New Device Sign-In Notifications Whenever a new device or browser signs into your oboloo account, you will automatically receive an email notification. The notification includes: * Browser used * Approximate location * Sign-in method * First seen date and time This helps users quickly identify unauthorized access attempts and improve account security visibility. ## Key Considerations & Best Practices ✅ The Location shown in the sessions table is approximate and based on IP address data. ✅ If you do not recognize a session, immediately sign out all sessions and reset your password. ✅ If your organization uses Microsoft Single Sign-On (SSO), you may also need to reset your Microsoft password separately. ✅ API keys can also provide account access. If you notice suspicious activity, review your API keys under **Settings > API Authentication** and delete API keys where needed. ✅ Password changes automatically sign users out of all active sessions for enhanced security. ## Additional Resources 📌 **Related User Guides:** * [Forgot Password](https://help.oboloo.com/en/forgotten-your-password) * [Using Two-Factor Authentication](https://help.oboloo.com/en/twofactor-authentication-2fa) * [Microsoft Single Sign-On (SSO)](https://help.oboloo.com/en/microsoft-single-signon-sso) 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team # Messaging Buyers in eSourcing – Private & Broadcast Messages **The eSourcing Chat function allows you to communicate directly with the buyer during a sourcing activity.** You can use it to ask questions, request clarification, or receive important updates. Each supplier has their own private chat with the buyer, and there is also a broadcast channel for announcements that go to all suppliers but cannot be replied to. ### When to Use This Feature Use the eSourcing Chat when: * You need to clarify requirements or specifications for the sourcing event. * You want to send documents or additional information to the buyer. * You need to confirm deadlines or submission requirements. * You receive a broadcast announcements from the buyer. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1755117756041.png)## Step-by-Step Guide – Using the Chat ### **1, Access the Sourcing Activity** * Log in to the supplier portal. * From your eSourcing activities list, open the sourcing activity you wish to communicate about. ### **2. Open the Chat Tab** * Once inside the sourcing activity, select the **Chat** tab * You will see two types of chat channels: * **Your Private Chat** – Messages here are between you and the buyer only. * **Broadcast Messages** – Announcements from the buyer to all suppliers. You cannot reply in this channel or see other suppliers involved in the sourcing process. ### **3. Send a Message in Your Private Chat** * Click into your private chat channel. * Type your message in the text box at the bottom of the screen. * Use the attachment icon to upload files (maximum **25MB** per file). Supported file types include common document and image formats. * Click **Send** to deliver your message. ### **4. View and Download Attachments** * If the buyer sends you a file, you can click on the file name to download it directly to your device. ### **5. Check Broadcast Messages** * Broadcast messages will appear in the **Broadcast Message** channel. * These are one-way messages from the buyer, often containing important updates or instructions. * You cannot reply in this channel. ### **6. Notifications** * You will receive an email notification when you have a new message from the buyer. ## Key Considerations & Best Practices ✅ Use the private chat for all questions related to your bid — this ensures your communication remains confidential. ✅ Keep file attachments within the **25MB** limit and ensure they are in accepted formats. ✅ Be clear and concise in your messages to help the buyer respond quickly. ## Additional Resources **📌 Related User Guides:** * **[Responding to a Sourcing Activity](https://help.oboloo.com/en/responding-to-a-sourcing-activity)** 📌 **Need Further Help?** If you need further assistance, please reach out to oboloo's support team via the chat function on this page. # Microsoft Single Sign-On (SSO) **Microsoft Single Sign-On (SSO) allows users to securely log in using their existing Microsoft credentials, eliminating the need to remember separate passwords.** This simplifies the login process while ensuring **enhanced security** by integrating with your organization’s **Microsoft authentication policies**. ## Prerequisites: Before you can use the Microsoft SSO feature, ensure the following: 1. You have a valid user account with your organization's Microsoft Active Directory or Azure Active Directory. 2. You will only be able to sign in via SSO if you have an active oboloo licence against your organisation email. ### **When to Use This Feature** * If your organization **requires Microsoft authentication for login**. * If you prefer **not to manage separate passwords** for different platforms. * If you need **a secure and seamless login experience** across multiple systems. 💡 **Tip:** For enhanced security and best practice compliance, users are automatically signed out after 8 hours. ## Step-by-Step Guide ### **1. Go to Your Organization’s Login Page** * Open your browser and navigate to your organization’s **login page**. ### **2. Click on “Sign in with Microsoft”** * At the bottom of the login page, click **"Sign in with Microsoft."** * This will redirect you to the **Microsoft authentication page**. ### **3. Select or Enter Your Microsoft Account** * If you are already signed into Microsoft, select the **account you want to use** from the list. * If your account is not listed, click **"Use Another Account"** and sign in with your Microsoft email and password. ### **4. Approve Your Sign-In via Microsoft Authenticator *(If Required)*** * Depending on your **organization’s security policies**, you may be required to complete **Multi-Factor Authentication (MFA)**. * If prompted, enter the number displayed on the login page into your **Microsoft Authenticator app** to verify your identity. * If you are unable to complete this step, contact your **internal IT team** for assistance. ### **5. Access Your Account** * Once authenticated, you will be **automatically logged in** and redirected to your dashboard. * No need to enter additional credentials! ## Key Considerations & Best Practices ✅ Microsoft SSO **only works if your organization has enabled it**. If you don’t see the option, check with your **administrator**. ✅ If you have issues signing in, ensure you’re using **the correct Microsoft account** linked to your platform access. ✅ If you encounter **Multi-Factor Authentication (MFA) issues**, make sure your **Microsoft Authenticator app is set up correctly**. ✅ If your **organization enforces password changes**, you may need to **update your Microsoft password** before logging in successfully. ## Additional Resources 📌 **Related User Guides:** * [Forgot Password ](https://help.oboloo.com/en/forgotten-your-password)*(if you need to reset instead of update your password)* * [Using Two-Factor Authentication](https://help.oboloo.com/en/twofactor-authentication-2fa) 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. ## **Benefits of Microsoft SSO** 1. Streamlined Access: Signing in via Microsoft SSO offers a seamless and efficient login experience. No need to remember multiple passwords for different services. 2. Enhanced Security: By leveraging your organization's Microsoft account, our platform inherits the security measures implemented by Microsoft, including multi-factor authentication options available at the organization level. 3. Time-Saving: With SSO, you save time by eliminating the need to enter credentials manually each time you access our platform. This increases productivity and reduces friction in your workflow. # Milestones Overview **Milestones are essential components of the Savings Management System, allowing users to track and manage savings over time.** By breaking down a savings project into **smaller, structured sub-projects**, milestones provide a more efficient way to monitor progress. This guide covers: * **How milestones work** * **How they are calculated** * **The differences between automated and custom milestone builders** * **How to edit milestones** * **How to mark milestones as complete** ## How Do Milestones Work? Milestones sit under a **parent savings record**, allowing you to **divide a savings project into smaller, manageable sub-projects**. You can: * **Create milestones when setting up the savings record** * **Add milestones later** by navigating to the **Milestones tab** within the parent savings record ### **Why Use Milestones?** * **Organized Tracking** – Consolidates multiple savings records under one **parent project** * **Better Progress Monitoring** – Allows users to track savings in **phases** rather than managing separate projects * **Improved Reporting** – Ensures all savings related to a **single project** are grouped for easier analysis 💡 **Tip:** If you’re tracking savings on a **year-long contract**, you can create: * **12 milestones** (one for each month) * **4 milestones** (one for each quarter if measured quarterly) ## Realizing & Completing Savings Until marked as **complete**, savings values remain in a **projected state**. Once **completed**, they are considered **realized savings**. To **realize savings**, navigate to the **Milestones tab** within the **Savings Project** and mark a milestone as **complete**. ## Creating Milestones Only subscribers on the Savings Plus plan can add more than one milestone against a single savings record ### **Automated Milestone Builder** The **Automated Milestone Builder** generates milestones **automatically** based on user inputs. #### **Required Inputs:** * **Savings Start Date** – The start date for the first milestone * **Frequency of Milestones** – Options: **Monthly, Quarterly, Bi-Annually, Annually** * **Number of Milestones** – The total number of milestones to be generated * **Total Baseline Spend** – The total **budget** for the project * **Projected Cost Reduction (Across All Milestones)** – Expected reduction in costs over the project duration * **Projected Cost Avoidance (Across All Milestones)** – Anticipated cost avoidance over the project duration 📌 **How It Works:** * The system **automatically** distributes the **baseline spend and projected savings** evenly across each milestone. * Milestones are assigned **start and end dates** based on the selected frequency. ### **Custom Milestone Builder** Only subscribers on the Savings Plus plan can add more than one milestone against a single savings record The **Custom Milestone Builder** provides **manual control** over each milestone. #### **Steps to Create Custom Milestones:** 1. **Specify the Number of Milestones** – Define how many milestones are required. 2. **Enter Details Manually** – Provide information for each milestone, including: * Start and End Dates * Baseline Spend * Projected Cost Reduction * Cost Avoidance 📌 **This method allows greater flexibility** if milestones require **custom amounts, dates, or unique tracking measures**. ## Editing Milestones Milestones can be edited to **adjust their details** as needed. ### **Steps to Edit a Milestone:** 1. Navigate to the **Milestones tab** within the **parent savings record** 2. Locate the **milestone to edit** from the table 3. Click on the milestone to update: * **Start/End Dates** * **Baseline Spend** * **Projected Cost Reduction** * **Cost Avoidance** ## Marking Milestones as Complete To **finalize** a milestone and **realize its savings**, follow these steps: 1. **Navigate to the Milestones Tab** * Open the **Savings Project** and go to the **Milestones section** 2. **Select the Milestone** * Locate the milestone you want to complete 3. **Click ‘Mark As Complete’** * This will open a new confirmation popup 4. **Amend Realized Savings (Optional)** * If needed, adjust the **realized savings amount** 5. **Confirm Completion** * Click **"Confirm Milestone Completion"** to finalize ## **Milestone Approvals** Milestone approvals allow you to require approval when marking individual savings milestones as complete, ensuring savings are validated before being realised. * **Where to Find This:** Navigate to **Savings**, open a savings record, and select the **Milestones** tab. * **Requiring Approval on a Milestone:** * When marking a milestone as complete, you can choose to require approval. * Select **Does this milestone need to be approved?** * Choose an approver from the dropdown. * Confirm the milestone completion. * The milestone status will update to **Pending Approval**. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/mGoTcjr5iFrFb5qn9qB0iuhqLEEkweHpyomSG8gq.png)* **Approving or Rejecting a Milestone:** * The selected approver will receive a notification. * Within the **Milestones** tab, the approver can use the **Actions** menu to review the milestone. * Selecting this option opens a confirmation modal where they can: * **Approve Milestone** * **Reject Milestone** * **Approval Outcomes:** * **Approved:** * Status changes to **Completed** * The milestone contributes to realised savings totals * **Rejected:** * A rejection reason is required * Status changes to **Rejected** * The milestone can be updated and submitted again for approval * **Financial Impact:** * Milestones with a status of **Pending Approval** or **Rejected** are not included in realised savings totals. * These remain within projected savings until approved. * **Approval Tracking:** * All approval decisions are recorded in the **Approval Log**, including whether the approval relates to a savings record or a milestone. * **Milestone Table Information:** * The Milestones table includes fields such as: * **Approved By** * **Approved Date** * These fields can be enabled using the **Edit Columns** option for additional visibility. * **Why This Matters:** Requiring approval at milestone level provides greater control over savings validation, ensuring only verified savings are recognised and reported. ## Milestone Analysis & Reporting Once milestones are completed, **visual analysis** on dashboards is automatically updated. 📌 The system provides insights into the **delta** between: * **Projected Savings** * **Pipeline Savings** * **Realized Savings** By effectively using milestones, organizations can **track savings progress**, improve financial planning, and maintain accurate savings records. # Multiple Team Members Responding To A Sourcing Activity **In oboloo, multiple team members from different departments—such as sales, finance, and technical teams—can collaborate to complete and submit a sourcing activity response.** This guide explains how to: ✔ **Assign team members to different sections** ✔ **Work on responses simultaneously without overwriting each other’s inputs** ✔ **Ensure a unified and accurate final submission** By following these steps, your team can efficiently coordinate input across functional areas and **deliver a comprehensive response** to the buyer. 📌 **Important:** Organisations can only collaborate sourcing activity responses together if they have both been invited to the same sourcing activity. ## Step-by-Step Guide: Collaborating as a Team on Supplier Responses ### **Step 1: Access the Invitation** 1. Each **invited team member** will receive an **email invitation** with a unique access link and code. 2. Each access code is **specific to the individual user**, allowing oboloo to track who made changes to the response. 3. Click the **link in the email**, enter the **unique access code**, and log in to the **supplier portal**. 📌 **Important:** Do **not** share your login code, as doing so prevents tracking individual updates to the response. ### **Step 2: Access the Sourcing Activity** 1. Once logged in, you will see the **sourcing activity** assigned to your company. 2. All **invited team members** can access the same activity, allowing them to work together. 3. Team members from **different departments** (e.g., sales, finance, technical) can **collaborate** by completing their respective sections. ### **Step 3: Assign Team Members to Specific Sections** To ensure efficiency, **divide tasks** among team members based on their expertise. For example: * **Technical Team** – Answers **product or service-related** questions. * **Finance Team** – Provides **pricing details and financial documentation**. * **Sales/Contracts Team** – Reviews **terms and conditions, project details, or contract-related sections**. 📌 **Tip:** Assign a **team lead** to oversee responses and ensure all sections are completed before submission. This detail is not provided within the platform however is a suggestion. ### **Step 4: Collaborate on Responses** 1. Each team member logs into the **supplier portal** and can complete or review their assigned section. 2. **Real-time collaboration** ensures that multiple users can work on different sections **simultaneously** without overwriting each other’s responses. 3. Responses are **auto-saved**, allowing seamless collaboration without losing work. 4. **All updates made to your response are logged under the Change Log tab. This tracks all changes per logged in user by area, time and date.** 📌 **Tip:** If needed, team members can communicate outside oboloo (e.g., via email or internal chat) to discuss responses before entering them. ### **Step 5: Review the Complete Response** 1. Before submitting, review the entire response to ensure: * All **sections are complete**. * Responses from **different teams are aligned** with your company’s overall strategy. * Any **final edits or improvements** are made. 2. If changes are needed, team members should update their sections **before final submission**. 📌 **Tip:** The **team lead** should conduct a final quality check to confirm accuracy and consistency. ### **Step 6: Submit the Final Response** 1. Once the response is **fully completed and reviewed**, **one team member** should submit the final response **on behalf of the company**. 2. After submission, the user will see a **confirmation** message indicating that the response was successfully submitted. 📌 **Important:** Once submitted, the response **cannot be edited**, so ensure all sections are **finalized** before submission. ## Key Considerations ✅ **Use Individual Access Codes** – Each team member must use their own code to log in and edit responses. ✅ **Assign Sections by Expertise** – Technical, finance, and sales teams should **focus on their respective areas**. ✅ **Work Simultaneously** – oboloo allows **multiple users** to collaborate on different sections without interfering with each other. ✅ **Conduct a Final Review** – Ensure that all sections are **complete, accurate, and aligned** before submission. ✅ **Only One Submission is Allowed** – Once submitted, responses **cannot be modified**, so double-check all inputs. oboloo’s team collaboration feature enables **efficient, structured, and real-time coordination** when responding to sourcing activities. By following these steps, suppliers can ensure that **all departments contribute their expertise**, creating a **well-rounded and competitive response** for the buyer. 📌 **Need Further Help?** If you need further assistance, please reach out to oboloo's support team via the chat function on this page. # Navigating the Contract Management Home Page **The Contract Management Home Page is your central hub for accessing and managing all contract-related activities.** It provides an overview of active and archived contracts, key contract milestones, upcoming renewals, and contract insights. The layout is designed for quick navigation, allowing users to efficiently track contract obligations, deadlines, and associated documents. This guide will walk you through how to navigate the Contract Management Home Page, use key features, and access important contract data. ### **When to Use This Feature** ✅ To quickly access and review all active contracts. ✅ To track contract expiration dates, renewal deadlines, and key milestones. ✅ To manage contract performance, associated documents, and supplier relationships. ✅ To search, filter, and export contract data for reporting and analysis. ## Step-by-Step Guide: Navigating the Contract Management Home Page ### **Step 1: Accessing the Contract Management Module** * From the **Main Menu**, click on **Contract Management** to access the home page. * The Contract Management Home Page will display a summary of all active contracts and key contract details. ### **Step 2: Understanding the Contract Dashboard** The Contract Dashboard provides a real-time overview of your contracts, allowing you to track important contract metrics at a glance. The dashboard is divided into the following sections: #### **Contract Overview Widgets** * **Total Active Contracts** – Displays the total number of contracts currently active in the system. * **Upcoming Expirations** – Shows contracts that are approaching their expiration date within a set timeframe. * **Contracts Requiring Action** – Highlights contracts that need review, approval, or renewal. #### **Contract Table** The contract table provides a list of all contracts within the system. Each row represents a contract and includes essential details such as: * Contract Title * Contract Status (Active, Expiring Soon, Expired) * Supplier Name * Start Date & Expiry Date * Contract Value #### **Filtering and Sorting Contracts** * Use the **Search Bar** at the top to find specific contracts by name, supplier, or status. * Click the **Filter Button** to refine contracts by **status, expiration date, contract type, department, or owner**. * Click on any column header to **sort contracts** in ascending or descending order. ### **Step 3: Viewing a Contract Record** * Click on a contract title in the table to open the full contract record. * The contract record is divided into multiple tabs for detailed contract management, including: * **Contract Summary** – Displays the general contract details, including value, start and end dates, and status. * **Financials** – Tracks contract spending, budget allocation, and financial commitments. * **Renewals & Terminations** – Provides information on contract renewal options and termination clauses. * **Contract Documents** – Stores associated documents such as agreements, amendments, and compliance forms. * **Contract Notes & History** – Displays a timeline of key contract activities and communications. ### **Step 4: Exporting Contract Data** * Click the **Export Button** to generate a report of all contract records in the table. * Select **CSV** or **Excel** format to download contract data for reporting or further analysis. ## Key Considerations & Best Practices ✅ **Regularly Review Expiring Contracts** – Use the dashboard to track upcoming expirations and ensure timely renewals. ✅ **Utilize Filters for Efficient Search** – Narrow down contract lists using advanced filtering options. ✅ **Keep Contract Data Up to Date** – Ensure all contract details, documents, and financials are accurate for reporting and compliance. ✅ **Use Export Function for Reporting** – Download contract records to generate insights and monitor contract performance. ## Additional Resources 📌 **Related User Guides**: * **[Adding Contracts](https://help.oboloo.com/en/add-a-new-contract)** – Learn how to manage contract in oboloo. * **[Uploading & Storing Contract Documents](https://help.oboloo.com/en/adding-and-requesting-contract-documents)** – Best practices for managing contract-related files within the system. * **[Notifications in Contract Management](https://help.oboloo.com/en/automated-contract-notifications)** – Understanding automated and custom contract * **[Adding & Editing Configurations](https://help.oboloo.com/en/adding-and-editing-dropdown-values)** – How to manage configurations * **[Creating & Managing Custom Fields](https://help.oboloo.com/en/creating-and-managing-custom-fields)** - How to easily add custom fields * **[Customizing Table Views](https://help.oboloo.com/en/customising-table-views-adding-and-removing-table-columns)**[ ](https://help.oboloo.com/en/customising-table-views-adding-and-removing-table-columns)- How to add and remove columns when viewing tables * **[Sorting, Filtering & Exporting Tables](https://help.oboloo.com/en/exporting-sorting-and-filtering-tables)** - How to manage tables notifications. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Navigating the Savings Management Home Page **The Savings Management Home Page serves as a central hub for tracking and managing cost-saving initiatives within your organisation.** It provides real-time updates on active savings records, financial performance, and savings milestones. This dashboard allows you to easily monitor projected versus realised savings, ensuring that all cost-reduction efforts are tracked efficiently. This guide will walk you through how to navigate the Savings Management Home Page, understand key features, and interact with savings records. ### **When to Use This Feature** ✅ When tracking cost-saving initiatives and financial performance. ✅ When reviewing projected savings versus actual savings achieved. ✅ When managing supplier-related savings and linked contracts. ✅ When filtering, sorting, or exporting savings data for reporting. ## Step-by-Step Guide: Navigating the Savings Management Home Page ### **Step 1: Understanding the Savings Dashboard** When you land on the Savings Management Home Page, you will see an overview of all active and historical savings records. This page is designed to help you track financial performance and ensure that savings milestones are met. At the top, you will see several real-time update panels that highlight key savings activities requiring action: * **Realized savings**– Savings that your organization has completed for the selected date range on the dashboard (date ranges can be changed using the filters under the metrics) * **Projected Savings** – Savings that your organization is projected to achieve for the selected date range on the dashboard (date ranges can be changed using the filters under the metrics) ### **Step 2: Using the Savings Table** Below the real-time updates, the **Savings Table** provides a detailed view of all savings initiatives. Each row represents an individual savings record and contains key details such as: * **Savings Title** * **Supplier Name** * **Projected Savings** * **Actual Savings Achieved** * **Status** * **Savings Owner** To refine the list of savings records, use the **filter options** located above the table. You can filter savings records by: * **Savings Status (Active, Completed, At Risk, Draft, etc.)** * **Savings Owner** * **Supplier** * **Financial Year** To customize the columns displayed, click the **Edit Columns** button. This allows you to tailor the table to your reporting needs. ### **Step 3: Searching for a Savings Record** To quickly locate a specific savings record, use the **search bar** at the top of the table. You can search by savings title, supplier name, or savings owner. The system will instantly filter the results based on your query. ### **Step 4: Accessing a Savings Record** To view the full details of a savings record, click on the savings title in the table. This will open the **Savings Record Page**, where you can: * **Review financial details** – View projected and actual savings figures. * **Check savings milestones** – Track progress toward savings goals. * **Link savings to suppliers and contracts** – Ensure savings records are connected to relevant business activities. * **Manage attachments and notes** – Upload supporting documents or add internal comments. ### **Step 5: Creating a New Savings Record** To add a new savings initiative, click the **New Savings Record** button at the top of the page. This will open the savings creation form, where you can enter details such as: * **Savings Title** * **Supplier Name** * **Projected Savings Amount** * **Savings Start and End Dates** * **Savings Category and Department** Once submitted, the savings record will be available in the table, allowing you to track progress and update milestones as needed. ### **Step 6: Exporting Savings Data** If you need to generate reports or analyse savings data, click the **Export** button. This allows you to download savings records in CSV format, making it easier to track financial impact and share insights with stakeholders. ## Key Considerations & Best Practices ✅ **Keep Savings Records Updated** – Regularly review and update savings milestones and financials. ✅ **Monitor Savings** – Take action on all savings records to ensure financial goals are met. ✅ **Use Filters to Focus on Key Data** – Customise views using filters to quickly access the most relevant savings records. ✅ **Ensure Savings Are Linked** – Where applicable, link savings records to supplier contracts for better tracking. ✅ **Export Data for Analysis** – Use the export function to generate detailed reports on cost savings. ## Additional Resources 📌 **Related User Guides**: * **[How Does Savings Management Work In oboloo? ](https://help.oboloo.com/en/how-does-savings-management-work-quick-overview)**– Complete end-to-end guide on savings management * **[Managing Savings Milestones](https://help.oboloo.com/en/editing-and-completing-milestones-for-a-savings-record)** – How to track and update savings progress. * **[How Are Savings Calculated In oboloo?](https://help.oboloo.com/en/how-are-savings-calculated-within-oboloo)** – The complete guide to how savings are calculated * **[Adding & Editing Configurations](https://help.oboloo.com/en/adding-and-editing-dropdown-values)** – How to manage configurations * **[Creating & Managing Custom Fields](https://help.oboloo.com/en/creating-and-managing-custom-fields)** - How to easily add custom fields * **[Customizing Table Views](https://help.oboloo.com/en/customising-table-views-adding-and-removing-table-columns)** - How to add and remove columns when viewing tables * **[Sorting, Filtering & Exporting Tables](https://help.oboloo.com/en/exporting-sorting-and-filtering-tables)** - How to manage tables notifications. oboloo 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Navigating the Sourcing Management Home Page **The Sourcing Management Home Page is your central hub for managing sourcing activities, tracking supplier responses, and monitoring evaluation progress.** It provides real-time updates on sourcing events, completed activities, and outstanding scoring tasks, ensuring that procurement teams stay on top of sourcing workflows efficiently. This guide will walk you through how to navigate the Sourcing Management Home Page, understand key features, and interact with sourcing activities. ### **When to Use This Feature** ✅ When managing active and completed sourcing events. ✅ When tracking supplier responses and evaluation progress. ✅ When scoring supplier submissions and reviewing completed sourcing activities. ✅ When filtering, searching, and exporting sourcing activity data for reporting. ## Step-by-Step Guide: Navigating the Sourcing Management Home Page ### **Step 1: Understanding the Sourcing Dashboard** When you land on the **Sourcing Management Home Page**, you will see an overview of all sourcing activities in progress, pending evaluation, or recently completed. The dashboard provides real-time updates to help you stay informed and take action where needed. At the top, you will see three key panels that highlight important sourcing actions: * **Review New RFP Responses** – Displays a list of suppliers who have submitted responses for active sourcing activities. Clicking on this section allows you to evaluate and score supplier submissions. * **Completed Sourcing Activities** – Shows sourcing activities that have passed the submission deadline and are now ready for evaluation. Clicking on this section allows you to review supplier responses and move toward awarding suppliers. * **Sourcing Activities to Score** – Lists sourcing activities where you have been assigned as a scorer and need to complete evaluations for supplier responses. Clicking on this panel takes you to the scoring interface, where you can review and assign scores to suppliers. Each of these sections provides direct access to the relevant sourcing activities, ensuring that users can efficiently complete sourcing tasks. ### **Step 2: Using the Sourcing Activities Table** Below the real-time update panels, the **Sourcing Activities Table** provides a detailed view of all sourcing events. Each row represents a sourcing activity and contains key details such as: * **Sourcing Activity Title** * **Category & Subcategory** * **Opening & Closing Dates** * **Department** * **Sourcing Type** * **Activity Status** To refine the list of sourcing activities, use the **filter options** located above the table. You can filter sourcing records by: * **Opening Date & Closing Date** * **Location & Department** * **Category & Subcategory** * **Sourcing Type** * **Created By** If you need to adjust the displayed columns, click the **Edit Columns** button. This allows you to customise the table to include additional sourcing details relevant to your workflow. ### **Step 3: Searching for a Sourcing Activity** To quickly locate a specific sourcing activity, use the **search bar** at the top of the table. You can search by sourcing title, category, department, or creator. The system will instantly filter the results based on your query. ### **Step 4: Accessing a Sourcing Activity Record** To view the full details of a sourcing activity, click on the **sourcing activity title** in the table. This will open the **Sourcing Activity Record**, where you can: * **Review supplier responses** – View and compare supplier submissions. * **Evaluate and score responses** – Assign scores to supplier answers and pricing submissions. * **Manage sourcing documents** – Upload supporting documents related to the sourcing event. * **Track sourcing progress** – Monitor key dates, supplier engagement, and response status. ### **Step 5: Creating a New Sourcing Activity** To initiate a new sourcing event, click the **Create Sourcing Activity** button at the top of the page. This will launch the sourcing creation wizard, guiding you through steps such as: * **Defining sourcing requirements and evaluation criteria.** * **Adding suppliers and assigning scorers.** * **Setting opening and closing dates.** * **Including supporting documents and supplier questionnaires.** Once published, the sourcing activity will be visible in the main table for tracking and management. ### **Step 6: Scoring Supplier Responses** If you are assigned as a scorer, sourcing activities requiring evaluation will appear in the **Sourcing Activities to Score** section. Clicking on a sourcing activity will take you to the scoring interface, where you can: * **Review supplier questionnaire responses.** * **Evaluate pricing submissions.** * **Compare supplier proposals against weighted scoring criteria.** Once all sections are scored, final evaluations can be completed, and the supplier selection process can proceed. ### **Step 7: Exporting Sourcing Data** If you need to generate reports or analyse sourcing activity data, click the **Export** button. This allows you to download sourcing records in CSV format, enabling easy reporting on procurement performance, supplier responses, and evaluation trends. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/V4MbXbxT8JyIHrWI3qdU0Hq9Jvg4O4Y3vKJdjffq.png)## Key Considerations & Best Practices ✅ **Monitor Supplier Responses in Real Time** – Regularly check the "Review New RFP Responses" panel to stay updated on supplier submissions. ✅ **Complete Scoring on Time** – Ensure you evaluate and score supplier responses before awarding decisions. ✅ **Use Filters to Organise Data** – Customise the sourcing table to focus on key sourcing activities. ✅ **Export Data for Analysis** – Use the export function to generate reports on sourcing performance and supplier engagement. ✅ **Track Completed Sourcing Events** – Review completed sourcing activities to ensure supplier selection is based on thorough evaluations. ## Additional Resources 📌 **Related User Guides**: * **[Creating a Sourcing Activity](https://help.oboloo.com/en/creating-a-new-sourcing-activity-endtoend-guide)** - How to create a sourcing activity in oboloo * **[Evaluating Supplier Responses](https://help.oboloo.com/en/category/sourcing-rfx-supplier-scoring-evaluation)** – A guide to evaluating and scoring supplier submissions. * **[Adding & Editing Configurations](https://help.oboloo.com/en/adding-and-editing-dropdown-values)** – How to manage configurations * **[Creating & Managing Custom Fields](https://help.oboloo.com/en/creating-and-managing-custom-fields)** - How to easily add custom fields * **[Customising Table Views](https://help.oboloo.com/en/customising-table-views-adding-and-removing-table-columns)** - How to add and remove columns when viewing tables * **[Sorting, Filtering & Exporting Tables](https://help.oboloo.com/en/exporting-sorting-and-filtering-tables)** - How to manage tables notifications. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Navigating the Supplier Management Home Page **The Supplier Management Home Page provides a centralised view of all supplier-related activities within your organisation.** This dashboard helps you track supplier records, review key details, monitor performance, and manage compliance. From this page, you can access essential supplier information, view pending actions, and ensure that your organisation maintains strong supplier relationships. This guide will walk you through the key features of the Supplier Management Home Page, how to navigate the interface, and how to interact with supplier records. ### **When to Use This Feature** ✅ When managing and maintaining supplier records. ✅ When reviewing supplier compliance and performance. ✅ When adding new suppliers or updating existing supplier details. ✅ When filtering, sorting, or exporting supplier data for analysis. ## Step-by-Step Guide: Navigating the Supplier Management Home Page ### **Step 1: Understanding the Supplier Dashboard** When you first land on the Supplier Management Home Page, you will see an overview of all supplier-related activities. This page is divided into several sections to help you efficiently manage suppliers and track any required actions. At the top, you will see real-time update panels that highlight pending actions related to suppliers. These include: * **Suppliers Requiring Review** – A list of suppliers that need verification or approval before being fully onboarded. * **Compliance Alerts** – Suppliers with missing or expired compliance documents. * **Preferred Supplier Status Updates** – Any updates related to preferred supplier classifications within your organisation. Clicking on any of these panels will take you to a filtered list of suppliers that require action, allowing you to resolve outstanding tasks quickly. ### **Step 2: Using the Supplier Table** Underneath the real-time updates, you will find the **Supplier Table**, which contains all suppliers records within your organisation. Each row in this table represents an individual supplier record, providing key details such as supplier name, industry, location, compliance status, and preferred status. To refine your supplier list, use the **filter options** located above the table. Examples of supplier filters are: * **Industry** * **Location** * **Compliance Status** * **Preferred Supplier Status** * **Contracted Suppliers Only** To adjust the displayed columns in the table, click the **Edit Columns** button. This allows you to customise the view by adding or removing fields based on your specific reporting needs. ### **Step 3: Searching for a Supplier** To quickly find a specific supplier, use the **search bar** above the table. You can search for suppliers by name, industry, or location. The system will instantly filter the results to match your query. ### **Step 4: Accessing a Supplier Record** To view a supplier’s full details, click on the supplier’s name from the table. This will take you to the **Supplier Record Page**, where you can: * **Review general supplier details** – Company name, industry, tax details, payment terms, and shipping methods. * **Check compliance documents** – View uploaded certifications, insurance policies, and other required documents. * **Manage supplier contacts** – See a list of contacts associated with the supplier, including key account managers and support personnel. * **Review supplier notes and history** – Track all interactions and updates related to the supplier. ### **Step 5: Adding a New Supplier** If you need to add a new supplier, click the **New Supplier** button at the top of the page. This will open the supplier creation form, where you can enter key details such as: * **Supplier Name** * **Industry and Sub-Industry** * **Company Registration Details** * **Payment and Shipping Terms** * **Primary Contacts** Once submitted, the new supplier record will be added to the table, and any required compliance checks can be initiated. ### **Step 6: Exporting Supplier Data** If you need to generate reports or export supplier information for analysis, click the **Export** button. This allows you to download supplier data in CSV format, making it easy to share and analyse within your organisation. ## Key Considerations & Best Practices ✅ **Keep Supplier Records Up to Date** – Regularly review and update supplier details to maintain accuracy. ✅ **Ensure Compliance** – Monitor compliance status and address missing or expired documents. ✅ **Utilise Filters and Search** – Use the filtering and search options to quickly locate supplier records. ✅ **Export Data for Analysis** – Use the export function to generate reports on supplier performance and compliance. ## Additional Resources 📌 **Related User Guides**: * **[Managing Supplier Compliance](https://help.oboloo.com/en/using-the-supplier-compliance)** – How to track and update compliance documents. * **[Supplier Scorecards](https://help.oboloo.com/en/category/supplier-management-scorecards)** – How to evaluate supplier performance using scorecards. * **[Uploading and Request Supplier Compliance Documentation](https://help.oboloo.com/en/adding-and-requesting-supplier-documents)** – How to upload and request from your supplier compliance documents. * **[Adding & Editing Configurations](https://help.oboloo.com/en/adding-and-editing-dropdown-values)** – How to manage configurations * **[Creating & Managing Custom Fields](https://help.oboloo.com/en/creating-and-managing-custom-fields)** - How to easily add custom fields * **[Customising Table Views](https://help.oboloo.com/en/customising-table-views-adding-and-removing-table-columns)** - How to add and remove columns when viewing tables * **[Sorting, Filtering & Exporting Tables](https://help.oboloo.com/en/exporting-sorting-and-filtering-tables)** - How to manage tables 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Overview of Supplier Questionnaires Only subscribers on the Sourcing Plus plan can access this feature **Supplier Questionnaires in oboloo are designed to gather detailed and standardized information from suppliers as part of the sourcing process.** These questionnaires help you evaluate supplier capabilities, qualifications, and suitability for the project by requesting specific information in a clear and organized format. Supplier questionnaires can cover a range of topics, such as compliance, experience, technical qualifications, or any other criteria important to your organisation’s sourcing event. With oboloo’s Supplier Questionnaires module, you can design custom sets of questions, assign weighted scoring, and easily compare responses from different suppliers. By gathering structured data, you can ensure that your team can evaluate suppliers objectively and consistently. For more information on how to create a Supplier Questionnaire can be found [here](https://help.oboloo.com/en/how-to-create-edit-clone-and-archiveunarchive-a-supplier-questionnaire). ## **Key Features of Supplier Questionnaires** * **Custom Questions**: You can create a set of questions tailored to the needs of your specific sourcing activity. These questions can range from compliance requirements and technical skills to project-specific experience. * **Weighted Scoring**: Assign weights to different questions based on their importance. This allows you to prioritize certain criteria during the supplier evaluation process with automated scoring, ensuring that the most critical aspects of the supplier’s response carry more influence in the overall assessment. * **Standardized Format**: Supplier questionnaires provide a structured and consistent way to collect responses from all participating suppliers. This helps ensure that all suppliers are evaluated based on the same criteria, making the comparison of responses easier and more objective. * **Streamlined Evaluation**: The standardized format of supplier questionnaires makes it easier to evaluate responses. Responses can be reviewed and scored based on pre-set criteria, and results from multiple suppliers can be compared side by side, allowing for a more data-driven decision-making process. ## **Benefits of Using Supplier Questionnaires** * **Improved Evaluation Consistency**: By using supplier questionnaires, you ensure that all suppliers are evaluated on the same set of questions. This consistency eliminates any potential bias that could occur if different suppliers are asked different questions or evaluated based on varying criteria. It also ensures that the evaluation process is fair and transparent. * **Efficiency in Gathering Information**: Supplier questionnaires allow you to gather important information in a structured and efficient manner. You can create questionnaires for compliance, experience, or technical requirements once, and then reuse or adapt them for future sourcing events. This saves time and ensures that key information is not missed during the evaluation process. * **Objective Scoring**: The ability to apply weighted scoring to questions within the supplier questionnaires ensures that the most important aspects of a supplier’s response are given the appropriate weight in the final decision. For example, if technical compliance is a top priority, you can assign a higher weight to related questions, ensuring it has a greater impact on the overall score. * **Enhanced Supplier Comparison**: Questionnaires provide a structured way to compare supplier responses side by side. By evaluating suppliers based on the same criteria, you can easily identify which suppliers meet your standards and which may fall short. This is particularly valuable in complex sourcing events where multiple factors need to be considered. ## **Typical Use Cases for Supplier Questionnaires** * **Compliance Checks**: Request that suppliers provide details about their compliance with industry regulations, certifications, or company policies. This is particularly useful for ensuring that suppliers meet legal or safety standards. * **Technical Expertise**: Evaluate a supplier’s technical qualifications by asking about relevant skills, certifications, or past experience in delivering similar services or products. * **Project Experience**: Ask suppliers to outline their previous experience with projects similar to your current sourcing activity. This helps you assess whether the supplier has the relevant experience to handle your project effectively. * **Quality and Performance**: Use questionnaires to evaluate a supplier’s ability to deliver high-quality products or services on time. This could include questions about delivery timelines, service level agreements (SLAs), or their approach to quality control. ## **How to Use Supplier Questionnaires in oboloo** Supplier questionnaires are created and added during the setup process of a sourcing activity within the Sourcing Wizard. You can choose from pre-built questionnaires saved in the Sourcing Library or create a new one specifically for your current event. Once added, suppliers will respond to the questions directly as part of their submission. fine out more [here](https://help.oboloo.com/en/adding-supplier-questionnaires-to-your-sourcing-activity). For each question, you can choose to apply weighted scoring, ensuring that more important questions have a greater impact on the final evaluation. After suppliers submit their responses, the questionnaires can be reviewed, scored, and compared across suppliers, enabling a streamlined and consistent evaluation process. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Plus Plans **This section introduces the oboloo Plus Plans available, outlining the additional features and benefits you can access by upgrading.** Designed to provide the additional features and benefits that you require to run procurement even more effectively across your organisation. The plan has been specifically designed by procurement professionals to replace spreadsheets and provides Tried-and-tested structures and processes, refined to make them intuitive, efficient, and easy to get the most from. This plan complements the Free-Forever plan by offering additional functionality to support both strategic and day-to-day procurement activities. This plan provides access to enhanced features within the four procurement modules, selected individually or across multiple module: * Supplier Management * Contract Management * Savings Management * Sourcing In addition to the quick and easy setup of default and configurable settings, and [no code integrations ](https://help.oboloo.com/en/zapier-integration-integrate-with-1000s-of-applications), selecting ANY Plus module provides unlimited custom fields and tabs within records, as well as access to the [oboloo API](https://help.oboloo.com/en/creating-and-testing-api-keys) ### Compare free and plus plans ![BlockNote image](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/YLmpbHW0noDZoawB2LMcW4Rny7rcrBnVZB90OZri.png)**Supplier Management** * Supplier AI instantly analyses supplier data, providing a concise summary of supplier status, risks, performance, compliance, and immediate actions requiring attention. * Streamline supplier onboarding by sending document and scorecard requests directly to suppliers. Additionally, Create and manage packages of documents and scorecards to send to suppliers during onboarding. * Manage supplier scorecards by creating and cloning default or custom versions, then completing them internally or sending them to suppliers for scoring. * Review scorecards over time to understand how a supplier’s performance is changing. * Either upload supplier documents yourself, send documents to suppliers for review, or request and approve documents from suppliers. * Trigger internal approval requests during new supplier setup * Receive automatic notifications of supplier documents expiring to ensure compliance. * Create custom notifications tailored to supplier-related events. **Contract Management** * Contract AI instantly analyses contract data, providing a concise summary of contract status, compliance, and immediate actions requiring attention. * Either upload contract documents yourself, send documents to suppliers for review, or request and approve documents from suppliers. * Trigger internal approval requests during new supplier setup * Create custom notifications tailored to contract-related events. **Savings Management** * Set up unlimited savings milestones for each savings project, allowing you to track progress, measure impact, and monitor realised and forecast savings over time. * Upload supporting savings documents directly * Create custom notifications tailored to savings-related events. **Sourcing** * Create, clone, and manage default and custom internal and external sourcing sections, which can be sent to suppliers as part of the sourcing process. * Create, clone, and manage both default and custom supplier questionnaires to send during the sourcing process. * Assign weightings to each section of a sourcing event, which are then automatically reflected in scoring. * Manage multiple sourcing rounds, inviting only the suppliers you want to include each time. * Ensure the right colleagues are involved by allocating scorers to each questionnaire and supplier sourcing section. * Chat directly with suppliers in oboloo, either via broadcast messages to all participants in a sourcing event or through individual conversations. * Create custom notifications tailored to sourcing-related events. # Primary Supplier Contacts **The primary supplier contact is the main point of contact for a supplier, and the contact oboloo uses when sending requests to that supplier.** Every supplier has one, and only one, primary contact. This works in the same way as the Primary User for your own organisation — a single named contact, clearly marked in the table, that the system knows to address. Setting a primary contact means requests such as onboarding packages and compliance documentation requests are always sent to the right person, rather than needing to be selected manually each time. ### When to Use This Feature * When you want to identify the main day-to-day contact for a supplier. * When a supplier has several contacts and you need to make clear who requests should go to. * When a supplier's main contact changes and their record needs updating. * When preparing supplier records so onboarding and compliance requests reach the correct person automatically. ## Setting a Primary Contact ### 1. Creating or Editing a Supplier Contact * Open the supplier record and go to the **Contacts** tab. * Click to add a new contact, or open an existing contact to edit it. * Complete the contact details as normal. * Above the Save and Cancel buttons, tick **Make this contact the primary supplier contact?** * Click **Save**. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/N3zKkRFch1VovqJF7Jwlw3Ybphr2Cirq0U5Ltvwx.png)### 2. The First Contact Is Set Automatically If you are creating the first contact for a supplier, that contact is automatically assigned as the primary contact. The tick box will appear already ticked and greyed out, because a supplier's only contact must be its primary contact. The same applies when editing a supplier's only contact — the tick box stays ticked and cannot be cleared. 💡 **Note:** Supplier contacts can be created in several places, not just from the supplier record. For example, a supplier can be created part-way through adding a contract. Wherever the first contact is created, it becomes the primary contact automatically. ## Identifying the Primary Contact On the supplier contacts table, a green tick appears in the **Primary Contact** column against the primary contact. This column sits immediately after **Contact Name** and is shown by default. The primary contact is also listed first in the supplier contacts table, so it is always visible at the top without scrolling or sorting. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/r3qegYSHgFtNAkxmX4rCGjZDFIRuiNY9pm2kMMIP.png)## Changing the Primary Contact A supplier can only have one primary contact, so assigning a new one automatically removes the status from the existing contact. * Open the contact you want to make the primary contact. * Tick **Make this contact the primary supplier contact?** * A confirmation window appears titled **Change this supplier's primary contact?**, explaining that the current primary contact will be demoted. * Confirm the change to proceed, or close the window to leave the primary contact as it is. 📌 **Important:** There is always exactly one primary contact per supplier. You cannot remove primary status from a contact directly — you change it by assigning a different contact as the primary instead. ## Key Considerations & Best Practices ✅ **Keep the primary contact current** — If your main contact at a supplier changes role or leaves, update the primary contact promptly so requests continue to reach someone who can act on them. ✅ **Choose someone who can respond** — The primary contact receives document and compliance requests, so pick a contact who is able to provide them rather than a general or unmonitored address. ✅ **Check the primary contact before sending requests** — A quick look at the Primary Contact column confirms who a request will go to. ✅ **Review after onboarding** — The contact who handled onboarding is not always the right long-term day-to-day contact. ## Additional Resources 📌 **Related User Guides:** * [Adding A New Supplier](https://help.oboloo.com/en/adding-a-new-supplier) – Creating a supplier record and its contacts. * [Adding and Requesting Supplier Documents](https://help.oboloo.com/en/adding-and-requesting-supplier-documents) – Requesting documents from a supplier. * [Supplier Onboarding Overview](https://help.oboloo.com/en/supplier-onboarding-overview) – Onboarding suppliers with document and scorecard requests. * [Using the Supplier Compliance Report](https://help.oboloo.com/en/using-the-supplier-compliance) – Monitoring supplier compliance. * [Understanding the Primary User](https://help.oboloo.com/en/understanding-the-primary-user) – The equivalent role for your own organisation. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights](https://help.oboloo.com/en/viewing-your-access-rights). # Record Access – Restricting Individual Records Only subscribers on any paid Plus plan can restrict individual records **Record access allows record owners to restrict an individual supplier, contract, sourcing activity, or savings record so that other users in your organisation can either view it but not change it, or not see it at all.** By default every record is unrestricted — anyone with access to that module can view and edit it. Restricting a record is optional and is applied one record at a time. It works the same way across all four modules. Record access applies to internal platform users only. It has no effect on the supplier portal, and suppliers responding to document requests, questionnaires, or sourcing activities are not affected in any way. ### When to Use This Feature * When a record contains commercially sensitive information that should only be changed by the people responsible for it. * When a negotiation, tender, or contract renewal should be visible to the wider team but not editable by them. * When a record relates to a confidential project and should not be visible to anyone outside the owning team. * When you want to prevent accidental edits to a record that is being actively worked on. ## The Three Access Levels Every record is set to one of three levels: * **No restriction** — Anyone can view and edit this record. This is the default. * **Only owners can edit** — Anyone can view this record. Only owners can edit it. * **Only owners can view and edit** — Only owners can view and edit this record. 📌 **Note:** Record access can only reduce a user's access, never increase it. A user who does not have access to a module through their user role will not gain access to a record within it by being made an owner. See [User Roles & Access Rights (RBAC)](https://help.oboloo.com/en/user-roles-access-rights-rbac) . ## Step-by-Step Guide ### 1. Setting Record Access When Creating a Record * Create your record as normal. * On the final step, find the **Record access** heading. * Select one of the three options. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/BSyTDwKKLFNW0bR7vnu0UhBdJuNPSJSqoHcwy71K.png)* Save the record. 💡 **Tip:** Record access defaults to **No restriction**. If you do not change it, the record behaves exactly as records do today. ### 2. Changing Record Access on an Existing Record * Open the record you want to change. * On the summary card on the left-hand side, click the **Record access** button. * The **Record access** window opens with the current level already selected. * Choose a different level. * Click **Save** to apply the change, or **Cancel** to close without changing anything. ### 3. Who Can Change Record Access Changing record access is treated as an edit, so the people who can change it are the same people who can edit the record: * If a record has **No restriction**, anyone who can edit records in that module can change its access level. * If a record is restricted at either level, only its **owners** can change the access level. * **Administrators** can always change the access level on any record. 💡 **Note:** The same rule applies to managing owners. Adding and removing owners is an edit action, so on a restricted record only the owners and administrators can add or remove owners. ## What Each Level Does ### Only owners can edit The record stays visible to everyone who can access the module, and continues to appear in all tables and reports as normal. For anyone who is not an owner or an administrator, the record becomes completely read-only. This means they cannot: * Edit any fields on the record * Add or edit notes * Upload, replace, or delete documents * Add or remove linked items such as contacts or contracts * Add or remove owners * Change the record access level * Archive the record When a non-owner opens a record set to this level, a red lock icon appears on the summary card beside the record title. Hovering over the icon displays the message *"This record is restricted. Only its owners can make changes."* ### Only owners can view and edit The record is hidden entirely from anyone who is not an owner or an administrator. It will not appear: * In the module home page table * In any sub-table where it would normally be listed, such as the Contracts tab within a supplier record 📌 **Important:** Restricted records are still included in the dashboard figures and metrics on the module home page. The record is removed from the tables, not from the totals. This means the number shown on a dashboard tile may be higher than the number of rows visible in the table below it. If a user who is not an owner opens the record directly — for example through a bookmark or a link shared before the record was restricted — they will see the standard message confirming they cannot access the page. ## Administrators Administrators are never restricted by record access. They can view and edit every record in the platform regardless of its access level, they see all records in every table, and they never encounter the access blocker. ## Record Access and Owners Because a restricted record can only be reached by its owners and administrators, every record must always have at least one owner assigned. If you try to remove the only owner from a record, oboloo will prevent the change and ask you to add another owner first. 💡 **Tip:** Assign at least two owners to any record you restrict. This means ownership can be transferred in a single step, and access is maintained if one owner is unavailable or leaves the organisation. ## Existing Records All records that existed before this feature was released are set to **No restriction**. Nothing is hidden or locked until someone chooses to restrict it. ## Key Considerations & Best Practices ✅ **Restrict only where it is needed** — Restricting records reduces visibility across your team, so apply it where there is a clear reason. ✅ **Use "Only owners can edit" first** — It protects the record from unintended changes while keeping it visible to the wider team. ✅ **Assign more than one owner** — A restricted record with a single owner is difficult to hand over and inaccessible if that person is away. ✅ **Review restrictions regularly** — A record restricted during a live negotiation rarely needs to stay restricted once it has concluded. ✅ **Explain dashboard differences to your team** — Users may notice a dashboard total that is higher than the number of rows they can see. This is expected behaviour. ## Additional Resources 📌 **Related User Guides:** * [Supplier Owners](https://help.oboloo.com/en/supplier-owners) – Assigning and managing supplier owners. * [Contract Owners](https://help.oboloo.com/en/contract-owners) – Assigning and managing contract owners. * [Sourcing Owners](https://help.oboloo.com/en/sourcing-owners) – Assigning and managing sourcing owners. * [Savings Owners](https://help.oboloo.com/en/savings-owners) – Assigning and managing savings owners. * [User Roles & Access Rights (RBAC)](https://help.oboloo.com/en/user-roles-access-rights-rbac) – Setting module-level permissions for user roles. * [Viewing Your Access Rights](https://help.oboloo.com/en/viewing-your-access-rights) – Checking the permissions assigned to your account. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Reopening a Sourcing Activity Only subscribers on the Sourcing Plus plan can access this feature **Reopening a sourcing activity allows suppliers to revise and resubmit their proposals after the initial submission.** This feature is useful when additional clarifications, adjustments, or new information is required from suppliers. You can choose to: * **Reopen the activity to all suppliers** – Allowing all participants to revise their submissions. * **Reopen the activity to selected suppliers** – Limiting revisions to shortlisted suppliers only. By reopening a sourcing activity, you can set new submission deadlines, provide specific feedback to suppliers, and track their updated responses while maintaining access to previous submissions. ### **When to Use This Feature** * When suppliers need to revise their submissions based on new requirements, clarifications, or requested changes. * When you want to allow shortlisted suppliers to improve their proposals without reopening the event to all participants. * When a sourcing event needs to be extended due to incomplete or insufficient supplier responses. * When suppliers have provided incorrect or missing information and need the opportunity to update their submissions. ## Step-by-Step Guide ### **1. Access the Sourcing Activity** * Navigate to the **Main Menu** and click **Sourcing**. * Locate the sourcing activity you wish to reopen using the search bar or filters. * Click on the sourcing activity to open its details. ### **2. Initiate the Reopen Process** * Scroll to the bottom left-hand side of the record page. * Click the **Reopen Activity** button to start the reopening process. ### **3. Select Suppliers to Reopen the Activity To** * Choose whether to reopen the sourcing activity to all suppliers or only to a selected group of suppliers. * **Reopen to All Suppliers** – All participating suppliers can revise their submissions. * **Reopen to Specific Suppliers** – Select only certain suppliers who need to update their responses. * Click the **Supplier Name** dropdown. * Select one or multiple suppliers, depending on your requirements. ### **4. Set New Opening and Closing Dates** * Define the **Opening Date** – The date and time when the sourcing activity will be reopened to selected suppliers. * Define the **Closing Date** – The deadline by which suppliers must submit their revised responses. These dates ensure that suppliers have a clear timeframe to submit their updates. ### **5. Provide Comments or Instructions to Suppliers** * Use the **Description/Notes** field to provide specific instructions on what needs to be revised or clarified. * Clearly communicate any updates, such as pricing adjustments, additional documentation, or specific response modifications. 💡 **Tip:** Providing detailed guidance helps suppliers understand what changes are expected, ensuring more relevant and useful revisions. ### **6. Supplier Notifications and Responses** * Once the sourcing activity is reopened, suppliers receive a **notification** informing them of the reopening and your instructions. * Suppliers can log in, review the new request, and submit updated responses before the new deadline. * Each time a supplier submits their revised response, the sourcing activity creator is notified. Historic supplier responses are saved, allowing you to compare past and updated submissions. ### **7. Reviewing and Comparing Supplier Responses** * Supplier responses can be reviewed in the **Financials, Supplier Sections, Supplier Questionnaires, and Supporting Documents** tabs. * Use the **side-by-side comparison feature** to analyze how a supplier’s response has evolved between rounds. * Assess updates in pricing, document submissions, and questionnaire answers. ### **8. Managing Scoring After Reopening a Sourcing Activity** * Reopening a sourcing activity may require internal scorers to reassess supplier responses. * The **Scoring Management Overview** table provides visibility into scorer statuses. #### **Scorer Statuses in the Scoring Management Overview Table** * **Complete** – The scorer has fully scored all assigned sections for the latest supplier submission. * **Incomplete** – The scorer has at least one unsubmitted scoring assignment. * **Requires Resubmission** – The scorer previously completed scoring, but the supplier has resubmitted, meaning their scores may be outdated. #### **Reopening Scoring for a Scorer** * If a supplier has updated their submission, scorers may need to reassess their scores. * Click the **Reopen Scoring** button in the **Scoring Management Overview** table to allow scorers to update their evaluations. * The assigned scorers will receive a **notification** prompting them to review and resubmit their scores. ## Key Considerations & Best Practices ✅ **Reopen Sourcing Selectively** – Only reopen the activity to necessary suppliers to avoid unnecessary revisions. ✅ **Set Clear Deadlines** – Ensure suppliers understand their revised response timeline by setting accurate opening and closing dates. ✅ **Provide Detailed Instructions** – Use the **Description/Notes** section to specify exactly what updates suppliers should make. ✅ **Track Supplier Submissions** – Monitor responses in the **Financials, Supplier Sections, Supplier Questionnaires, and Supporting Documents** tabs. ✅ **Manage Scoring Updates** – If supplier responses change, ensure scorers update their evaluations using the **Reopen Scoring** feature. ✅ **Compare Historic Responses** – Use the platform’s tracking tools to analyze changes between initial and revised supplier submissions. ## Additional Resources 📌 **Related User Guides:** * **[Assigning Scorers for Supplier Responses](https://help.oboloo.com/en/assigning-scorers-for-supplier-responses)** – Managing scoring responsibilities when supplier responses are updated. * **[Historic Supplier Submissions](https://help.oboloo.com/en/historic-supplier-submissions)** – Track supplier responses and scores awarded. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Requesting Approval and Approving/Rejecting Contracts Only subscribers on the Contract Plus plan can access this feature **In oboloo's Contract Management module, you can manage contract record approvals through a structured workflow. This guide details the step-by-step process for approving contract records.** This guide will walk you through the **contract approval process**, including how to **request approval**, **approve or reject a contract**, and how to manage unapproved contracts. **Only users with the appropriate access can approve contracts within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** ## Step-by-Step Guide: Requesting Approval For A Contract Record The **contract approval functionality** allows users to streamline the approval process by **assigning an approver** directly during contract creation. ### **Step 1: Enable the Approval Requirement** 1. **Navigate to the Create New Contract Record Popup** * Click on the **Create New Contract Record** button above the **Contract Management Table**. 2. **Locate the Approval Toggle** * At the bottom of the form, find the toggle switch labeled **"Does this contract need to be approved?"** 3. **Enable or Disable Approval Requirement** * **Yes**: The **approval process is enabled**, and an approver must be assigned. * **No**: The contract record is **created immediately** without requiring approval. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737726407324.png)### **Step 2: Assign an Approver (If Approval is Enabled)** 1. If the toggle is set to **"Yes"**, a **dropdown menu** will appear. 2. This dropdown **lists all active users** with **contract** [approval permissions](https://help.oboloo.com/en/viewing-your-access-rights) (inactive users are excluded). 3. **Select an approver** from the dropdown list. 4. **Save the contract record** to initiate the approval process. 📌 **Additional Notes:** * If **"No"** is selected, the contract **does not require approval** and is immediately added to the system. * **Contracts awaiting approval do not appear by default** in the main **Contract Management Table**. * To view them, use the **"Contract State" filter** and select **"Unapproved" or "Rejected"**. 🚀 **Efficient Workflow:** The approval process ensures that contracts are reviewed **without the need for separate emails or manual follow-ups**, as notifications are automatically sent to the assigned approver. ## Approving a Contract Once an approver is assigned, the system **automatically notifies** them through: 📧 **Email Notification** * The approver receives an email with a **link to the contract record**. * This allows them to quickly access and approve the contract. 🔔 **In-System Notification** * The approver will also see an **in-platform notification** informing them that a contract requires approval. ### **How to Approve a Contract** 1. **Open the Contract Profile** * Click the **link in the email** or navigate to the **Contract Management** section and search for the contract. 2. **Click on "Approve Contract"** * If you are the assigned approver, you will see an **"Approve Contract"** button on the contract profile page. * Click this button to **finalize the approval**. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737727129123.png)3\. **Approval Confirmation** * Once approved, a record of the approval will appear under the **"Approval Log" tab** of the contract's profile. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737727512228.png)📌 **Approval Transparency:** The contract's status will update to reflect the completion of the approval process. ## Rejecting a Contract If a contract does not meet the required criteria, the approver can **reject** the contract. 1. **Click "Reject Contract"** * This button is located next to the **"Approve Contract"** button. 2. **Provide a Justification for Rejection** * A prompt will appear asking the approver to **enter a reason for rejection**. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737727206868.png)3\. **Rejection Notification** * The rejection is **logged in the "Approval Log" tab** under the contract's profile. * The **contract creator** will receive an **email notification** with the rejection reason. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737727316867.png)4\. **Requesting Re-Approval** * The contract creator can **resubmit the contract for approval** by clicking **"Send for Approval"** at the bottom of the contract profile page. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737727359031.png)📌 **Handling Unapproved Contracts:** * **Unapproved contracts do not appear** in the main contract list by default. * To view them, use the **"Contract State" filter** and select **"Unapproved"**. * Once a contract is approved, it **automatically moves to the active contract list**. ## Key Considerations & Best Practices ✅ **Ensure You Have Approval Permissions** – Only users with the correct access can approve contracts. ✅ **Use the Approval Log for Transparency** – All approvals and rejections are **documented for future reference**. ✅ **Utilize Filters to Find Unapproved Contracts** – Contracts awaiting approval are hidden from the main list **until they are approved**. ✅ **Provide Justifications for Rejections** – Clearly explaining **why a contract was rejected** helps the creator make necessary adjustments before resubmitting. ✅ **Leverage Notifications for Efficient Approvals** – The system automatically **alerts approvers**, eliminating the need for manual follow-ups. ## Additional Resources 📌 **Related User Guides:** * **[Adding Contract Records](https://help.oboloo.com/en/add-a-new-contract)** – How to create a new contract record. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Responding to a Questionnaire Request **When your client requests information from you via oboloo, they will send a questionnaire, known as a scorecard on the supplier side of the platform.** This is used to gather specific details about your organization, such as compliance, sustainability, financials, or other relevant information required for their procurement processes. Your client uses oboloo to manage supplier relationships and evaluate responses efficiently. This guide will walk you through how to **access, complete, and submit** your questionnaire response in the supplier portal. ### When to Use This Feature ✅ When you receive a request from your client to complete a questionnaire. ✅ When you need to review previously submitted questionnaire responses. ✅ When ensuring all requested information has been provided to your client. ## Step-by-Step Guide: Completing a Questionnaire Response ### Step 1: Access the Questionnaire Request * You will receive an **email notification** from oboloo informing you that your client has requested a response to a questionnaire. * Open the email and **click on the "Respond to Questionnaire" button**. * You will be directed to the **supplier login page**. 📌 **Note:** For security purposes, you will need to enter the **unique authentication code** provided in the email to log in. ### Step 2: Navigate to the Questionnaires Tab * Once logged into the **supplier portal**, click on the **Questionnaires** tab. * Here, you will see a **list of all questionnaires** that your client has requested a response to. * Each questionnaire will have a **status** to indicate whether it has been completed or still requires a response. 📌 **Understanding the Status of a Questionnaire:** * **Complete** – This questionnaire has already been submitted. You can view the responses by clicking on the **View** icon. * **Incomplete** – This questionnaire still requires a response. 💡***Note:*** *Scorecard requests can be cancelled by the client. If a request is cancelled, the supplier contact who received the original scorecard request will be notified by email. The cancelled scorecard request will also be removed from the supplier’s Scorecards tab and will no longer be available for completion.* ### Step 3: Begin Responding to the Questionnaire * To start completing a questionnaire, locate one with the status **"Incomplete"** and click the **View** icon. * A popup will appear displaying the **different categories** of the questionnaire. * Under each category, you will find one or more questions that require a **written response**. ### Step 4: Answering the Questions * Read each question carefully and provide the necessary information. * Continue through each category until all questions have been answered. 📌 **Note:** Some questionnaires may contain multiple sections, so ensure that all required fields have been completed before submission. ### Step 5: Submitting the Questionnaire Response * Once all questions have been answered, click the **green "Submit Your Response" button**. * If you receive a **notification stating that all requested information must be completed**, go back and check that no questions have been left unanswered. * Once successfully submitted, your **client will receive an instant notification**, and they can begin evaluating your response. ### Step 6: Reviewing Past Questionnaire Responses * If you need to check a previously submitted questionnaire, go to the **Questionnaires** tab. * Locate a questionnaire with the status **"Complete"** and click the **View** icon. * You can see the submitted responses, including **who submitted them and when**. ## Key Considerations & Best Practices ✅ **Ensure Accuracy** – Provide detailed and accurate responses to help your client make informed decisions. ✅ **Complete All Required Questions** – Incomplete responses may delay your client’s evaluation process. ✅ **Review Previous Submissions** – Check completed questionnaires to ensure consistency in your responses. ✅ **Submit Responses on Time** – Responding promptly helps maintain a strong relationship with your client. ✅ **Keep Your Login Secure** – Your authentication code ensures secure access to oboloo’s supplier portal. ## Additional Resources 📌 **Related User Guides:** * **[All User Guides (as a supplier)](https://help.oboloo.com/en/category/supplier-portal-knowledge-hub)** – Learn how to use the oboloo platform as a supplier. * **[Changing System Language](https://help.oboloo.com/en/changing-system-language)** – Learn how to translate oboloo into your preferred language. 📌 **Need Further Help?** If you need assistance completing your questionnaire, please reach out to your client directly for clarification. # Responding to a Reopened Sourcing Activity **When a buyer reopens a sourcing activity, suppliers are given the opportunity to update and resubmit their responses before the new closing date.** This guide provides step-by-step instructions on: ✔ **Reviewing updates from the buyer** ✔ **Modifying previous submissions** ✔ **Ensuring compliance with the revised requirements** ✔ **Resubmitting responses within the new deadline** ### **📌 What is a Reopened Sourcing Activity?** A **reopened sourcing activity** occurs when a buyer **modifies an existing sourcing event** and invites suppliers to **update and resubmit their responses**. This typically happens when additional information is needed, new requirements are introduced, or the initial submissions require clarification. Unlike a new sourcing activity, which starts from scratch, a reopened sourcing activity **retains the original supplier responses**, allowing suppliers to make necessary adjustments instead of submitting everything again. ### Why Do Buyers Reopen a Sourcing Activity? Buyers may choose to **reopen** a sourcing activity for various reasons, including: ✔ **Clarifications Needed** – The buyer requires additional details or modifications from suppliers before making a decision. ✔ **New Requirements Added** – The project scope, product specifications, or compliance criteria have changed. ✔ **Deadline Extensions** – The sourcing event was initially closed, but the buyer extends the deadline to allow more time for responses. ✔ **Incomplete or Insufficient Responses** – The initial supplier responses lacked the necessary details or did not meet the required criteria. ✔ **Competitive Pricing Adjustments** – The buyer allows suppliers to review and adjust their pricing based on market changes or competitor bids. By following these steps, suppliers can efficiently **manage their responses** and stay aligned with the latest sourcing requirements. ## Step-by-Step Guide: Responding to a Reopened Sourcing Activity ### **Step 1: Notification of Reopening** 1. You will receive an **email notification** from the buyer stating that the sourcing activity has been **reopened**. 2. The **new opening and closing dates** will be provided. 3. The buyer may include **notes explaining why the activity has been reopened**. These details can be found in the email with your login credentials. 4. The email will contain a **link to the supplier portal**, where you can update and resubmit your response. 📌 **Tip:** Read the buyer’s notes carefully to understand what changes or updates are required. ### **Step 2: Log in to the Supplier Portal** 1. Click on the **supplier portal link** provided in the email. 2. Use your **unique reference code** from the email to access the reopened activity. ### **Step 3: Update Your Response** 1. Review any new **instructions or clarifications** provided by the buyer. 2. Update relevant sections of your response, including: * **Supplier Questionnaires** – Modify answers based on the updated requirements. * **Pricing Information** – Adjust unit prices, quantities, or other cost-related details. * **Supporting Documents** – Upload revised files, such as certifications or updated proposals. 3. If no updates are needed, you can **resubmit your previous response** without making any changes. 📌 **Tip:** Contact the sender of the activity for further clarification. The senders name can be found on the right-hand side of the page. ### **Step 4: Review and Resubmit** 1. Before submitting, double-check all updates for accuracy. 2. Confirm that your response meets the buyer’s **revised requirements**. 3. Once you are satisfied, click **Submit** to finalize your updated submission. 📌 **Tip:** After submission, changes **cannot** be made, so verify all sections carefully. ### **Step 5: Confirmation of Resubmission** 1. After successfully resubmitting, you will receive a **confirmation notification** via email. 2. You can log back into the **supplier portal** at any time to review your submission. 📌 **Tip:** Monitor your email for any further **updates or clarifications** from the buyer. ## Key Considerations ✅ **Check New Deadlines** – Ensure your response is submitted **before** the revised closing date. ✅ **Review Buyer Notes Carefully** – Understand why the activity was reopened and what updates may be required. ✅ **Modify Responses as Needed** – Update questionnaires, pricing, or supporting documents to reflect new requirements. ✅ **Confirm Accuracy Before Submission** – Once submitted, changes cannot be made, so review all sections thoroughly. ✅ **Monitor for Further Updates** – Stay alert for any additional requests or clarifications from the buyer. Responding to a reopened sourcing activity in oboloo is a **straightforward process** that ensures suppliers can make the necessary updates and resubmit their proposals efficiently. By following these steps, suppliers can maintain **compliance with updated requirements** and improve their chances of selection. 📌 **Need Further Help?** If you need further assistance, please reach out to oboloo's support team via the chat function on this page. # Responding to a Sourcing Activity **This guide provides suppliers with a step-by-step process for responding to eSourcing activities in oboloo.** It explains how to access the **supplier portal** via an email invitation, log in using a **unique access code**, and review the **sourcing activity details**. You will learn how to: ✔ **Answer supplier questionnaires and requested information** ✔ **Submit pricing information** ✔ **Upload supporting documents** ✔ **Submit your final response** This guide is designed to help suppliers **navigate the eSourcing process efficiently**, ensuring responses are accurate and meet the buyer’s requirements. ## Step-by-Step Guide ### Step 1: Accessing the Invitation * You will receive an **email invitation** from the buyer organization. * The email contains a **link to the oboloo supplier portal** and a **unique access code** for access. ### Step 2: Logging into the Supplier Portal * Click on the **link** in the invitation email. * Enter the **access code** from the email to log into the supplier portal. * Once logged in, you will be taken to the sourcing activity page. ### Step 3: Reviewing the Sourcing Activity * The **Activity Summary** provides an overview of the project, objectives, and deadlines. * If **pricing is included**, check the **currency** in which you need to submit your response. * Review any **supporting documents** provided by the buyer, such as **technical specifications or contracts**. ### Step 4: Understanding the Different Sections of the Sourcing Activity #### **Activity Information Tab** * Contains **detailed information** from the buyer about the sourcing event. * Documents can be **viewed or downloaded**, but **no response is required**. #### **Invited Contacts Tab** * Shows **who from your organization** has been invited to the activity. * If multiple contacts are listed, you can **collaborate on a single response**. #### **Requested Information Tab** * Displays **specific areas** where the buyer requires a **written response**. * Click **View** under the **Actions menu** to begin answering. * Each requested section has **detailed buyer instructions** available. #### **Questions Tab** * Contains **questionnaires** requested by the buyer. * Click the **edit icon** next to each item to open the questionnaire. * Answer each **question under all categories** provided. #### **Pricing Tab** * If pricing information is required, go to this tab. * Enter **unit prices, shipping costs, tax amounts, and product details**. * Ensure pricing is **accurate** before submission. * Total amounts will update automatically at the bottom of the table. #### **Supporting Documents Tab** * Allows you to **upload required supporting documents** such as **certifications, contracts, or proposals**. * Click **Attach Document**, select your files, and ensure they are in the **correct format**. * Buyer-provided documents are also listed under the **Client Provided Supporting Documents** table. #### **Chat Tab** * Allows you to message or receive messages from the client who invited you to the sourcing event directly on the oboloo platform. If a message is sent by yourself to the client, they will be able to view it within their side of the oboloo system and will be notified that you have sent them a new message. If your client sends you a message, you will also receive a notification via email. * The Announcements tab on the chat panel is a one-way chat channel. The company who invited you to the sourcing event can send you messages on this channel as well as attachments, however you cannot respond in this channel. All other invited suppliers to the sourcing event receive the same messages via this channel. This channel is typically used for updates or communications that need to be sent to all suppliers included in the event at the same time (e.g. updates or clarifications to sections of the event). #### **Change Log Tab** * Tracks **any changes made** to the activity. * If multiple users from your organization are responding, you can **review updates** made by your team. ### Step 5: Reviewing and Submitting Your Response * Before submitting, **double-check** all responses for accuracy. * Navigate through each tab to confirm all required sections are **completed correctly**. * Click **Submit** to finalize your response. * **Important:** Once submitted, you **cannot make any further edits**. ### Step 6: Confirmation and Notifications * After submission, a **confirmation message** will appear. * You will receive an **email confirmation** that your response has been successfully submitted. * The buyer is instantly **notified** of your submission. * You can **log back into the portal** at any time to review your response. ## Key Considerations & Best Practices ✅ **Check the Deadline** – Ensure your submission is made **before the closing date**. ✅ **Collaborate Effectively** – If multiple users are responding, **coordinate updates** to avoid duplicate work. ✅ **Review Before Submitting** – You **cannot edit your response** once submitted, so double-check all entries. ✅ **Upload Correct Documents** – Ensure all **requested documents** are attached in the **right format**. ✅ **Monitor for Updates** – Buyers may **send follow-up messages** after submission, so check your email and portal notifications. ## Additional Resources 📌 **Related User Guides:** * **[Responding to a Reopened Sourcing Activity](https://help.oboloo.com/en/responding-to-a-sourcing-activity)** – How to update and resubmit your response if the buyer reopens the activity. * **[Collaborating as a Team on Supplier Responses](https://help.oboloo.com/en/multiple-team-members-responding-to-a-sourcing-activity)** – How multiple team members can contribute to a single response. 📌 **Need Further Help?** If you experience issues submitting your response, contact the buyer directly for clarification or reach out to oboloo **Support**. # Roadmap To open the roadmap on a new tab, please click [here](https://roadmap.oboloo.com) # Savings Change Log **The Savings Change Log provides a detailed history of all modifications made to a savings record, ensuring transparency and accountability.** Users can track changes to savings record fields allowing them to monitor contract updates efficiently.. 📌 **Change Log or Latest Activity?** The Change Log records what has been **changed** on the record — which field, its previous and new value, by whom and when. Latest Activity records what has been **done** around the record — notes, emails, calls, meetings, tasks and system notifications. Use the Change Log when you need an audit trail of data changes, and [Latest Activity](https://help.oboloo.com/en/latest-activity) when you need the history of the relationship. ### Key Features of the Savings Change Log * **Comprehensive History** – Tracks all changes made to a savings record. * **Timestamped Entries** – Each change is logged with a date and time, providing a clear timeline of savings modifications. * **User Accountability** – Displays the name of the user who made each change, ensuring complete visibility into savings updates. ## Step-by-Step Guide **1. Navigate to the Savings Record** * Open the **Savings Management** section from the main menu. * Select the savings record whose change history you want to review. **2. Locate the Change Log** * Inside the **savings record**, click on the **Change Log** tab. **3. View the Change Log** * The change log displays all modifications made to the savings record, including: * The field or area that was changed. * The previous and updated values. * The user who made the change. * The date and time of the change. ## Using the Savings Change Log Effectively **1. Expand Log Entries** * Click on a log entry to view **detailed changes** made to individual fields. * Changes are grouped by the **tab they belong to**, making it easy to track modifications. **2. Filter by Tab** * Use the **Filter by Tab** dropdown to filter change log entries by specific sections of the savings record. * This helps focus on relevant changes, such as savings status updates, document modifications, or ownership changes. ## Key Considerations & Best Practices ✅ **Monitor Key Updates** – Regularly review the change log to track savings status changes, document approvals, or assigned user modifications. ✅ **Ensure Compliance** – Use the change log as an **audit trail** to maintain compliance and accountability for savings modifications. ✅ **Filter for Specific Changes** – Narrow down log entries by filtering for specific tabs, users, or change types to quickly find important modifications. ✅ **Verify User Actions** – Review timestamps and user details to ensure savings updates are made by authorized personnel. ## Additional Resources 📌 **Related User Guides:** * **[Add A New Savings Record](https://help.oboloo.com/en/adding-a-new-savings-initiative)** – How to add a new savings record * **[Editing & Completing Milestones](https://help.oboloo.com/en/editing-and-completing-milestones-for-a-savings-record) -** How to manage millstones with savings record. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Savings Milestone Reporting The **Milestone Reporting** page provides a consolidated view of every savings milestone across your organisation. It enables you to monitor milestone progress, analyse projected and realised savings, and report on savings performance from a single location. The **Milestone Reporting** page displays every milestone created within your savings initiatives, allowing you to report on milestone activity without opening individual savings records. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/Xg0sEckL2K2mgGp1Cq9gcXpTH27pezqq3MA2Zud1.png)## Filtering milestones & Customising the Report Use the filters at the top of the page to quickly find the milestones you want to report on. Select the **Edit Columns** button to choose which columns are displayed within the report. ## Exporting milestone data Select **Export** to download the current report, including any filters and visible columns that have been applied. This makes it easy to analyse savings performance, share milestone progress with stakeholders, or create management reports. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your **[user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights)** # Savings Owners **Savings owners are responsible for tracking, validating, and managing savings initiatives, ensuring that key cost-saving goals are achieved and properly documented.** They receive **automated and custom notifications** related to milestone progress, validation deadlines, and savings realization updates, ensuring initiatives remain actively monitored. The **creator of a savings record** is automatically assigned as a savings owner upon creation. However, additional savings owners can be assigned at any time to **share responsibility** and improve oversight of savings initiatives. This guide will walk you through the process of **adding, managing, and tracking savings owners**. ### When to Use This Feature * When assigning responsibility for **tracking and validating savings initiatives**. * When a **savings record requires multiple owners** to improve oversight and collaboration. * When updating ownership due to **team changes** or role adjustments. * When ensuring savings initiatives are **actively monitored** and tracked through notifications. * When keeping relevant stakeholders **informed about key cost-saving progress**. ## Step-by-Step Guide ### **1. Accessing the Savings Profile Page** * Navigate to the **Main Menu** and click on **Savings Management**. * Locate the **savings record** you want to manage using the search bar or filters. * Click on the savings record to open its **details page**. ### **2. Adding a Savings Owner** * Go to the **Savings Owners** tab within the savings record. * Click the **Add Savings Owner** button. * Select the **team members** who should be responsible for overseeing this savings initiative. * Click **Save** to confirm the selection. 💡 **Tip:** Any user who can edit the savings record can add or remove savings owners. If the savings record has been restricted, only its owners and administrators can do this. ### **3. Record Access** Savings records can be restricted so that only owners can edit them, or so that only owners can view and edit them. On a restricted savings record, only its owners and administrators can add or remove savings owners. See [Record Access – Restricting Individual Records](https://help.oboloo.com/en/record-access-restricting-records) ### **4. Managing Savings Owners** * Once assigned, savings owners will appear in the **Savings Owners table** under the savings record. * This table provides visibility into **who is responsible for managing** the savings initiative. * 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 savings record must have at least one owner Savings records must always have a minimum of one owner assigned. If you try to remove the only owner from a savings record, 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 savings record currently has a single owner. Add an additional owner, then remove the original. 💡 **Note:** Removing a savings owner **does not** affect previously recorded actions or approvals related to the savings initiative. ### **5. Notifications & Alerts for Savings Owners** Savings owners **automatically** receive system-generated notifications to keep them informed. These notifications include: * **Milestone completions** – Updates when a savings milestone is marked as complete. * **Validation deadlines** – Reminders about upcoming savings verification requirements. * **Savings realization updates** – Alerts when projected savings are converted into realized savings. * **Custom notifications** – Any manually created updates related to the savings initiative. Notifications are sent **via email and in-system alerts**, ensuring that savings 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 Savings Owners Updated** – Regularly review the **Savings Owners table** to ensure the right individuals are assigned. ✅ **Use Notifications Effectively** – Savings 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 savings owners accordingly**. ✅ **Ensure Savings Owners Are Actively Engaged** – Owners should frequently review **milestone completions, validation deadlines, and savings tracking updates**. ## Additional Resources 📌 **Related User Guides:** * **[Automated Savings Notifications](https://help.oboloo.com/en/automated-savings-notifications)** – Details of automated savings notifications. * **[Custom Savings Notifications](https://help.oboloo.com/en/custom-savings-notifications)** - How to set up custom notifications. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Scoring Supplier Responses Against a Sourcing Activity Only subscribers on the Sourcing Plus plan can access this feature Note: If a sourcing activity has been awarded, scoring for that activity will be automatically closed. No new scores can be submitted for that sourcing activity. **Scoring supplier responses in oboloo allows your organization to evaluate and compare suppliers transparently and consistently.** Scoring supplier responses ensures a transparent and structured evaluation process, allowing organizations to compare suppliers based on their questionnaire responses, written sections, and submitted documents. Assigned scorers are responsible for reviewing supplier submissions and assigning scores based on predefined evaluation criteria. Organization's can assign **multiple scorers**, use **weighted scoring**, and analyze supplier responses **across various sections**. 📌 This guide will walk through the process of accessing assigned scoring tasks, reviewing supplier responses, assigning scores, and submitting final evaluations. ### When to Use This Feature * When you have been assigned as a scorer for a sourcing activity. * When evaluating supplier responses to structured questionnaires and written sections. * When ensuring a fair and weighted assessment of supplier submissions. * When submitting final scores to enable supplier evaluation and selection. ## Step-by-Step Guide ### **Step 1: Accessing Your Scoring Assignments** 1. Navigate to the **Sourcing** module from the left-hand menu. 2. Click on **Scoring Assignments**. 3. You will see a list of sourcing activities where you have been assigned as a scorer. 4. Each activity displays key details, including the **scoring deadline**, **status** (Complete or Incomplete), and the date you were invited to score. 5. Click on a sourcing activity to proceed to the scoring overview. Note: If a sourcing activity in the Scoring Assignments table has the status '**Closed (Awarded)'**, then the activity has already been awarded to a supplier and you will not be able to submit new scoring for this activity or amend previous scores. ### **Step 2: Reviewing Assigned Scoring Tasks** Once inside the scoring activity, you will see a breakdown of what needs to be scored: * **Supplier Questionnaires** – Structured questions that suppliers have responded to. * **Supplier Sections** – Written responses and supporting documents provided by suppliers. * **Scoring Status** – Each section will display whether it is **Complete** or **Incomplete**. ### **Step 3: Scoring Supplier Questionnaires** 1. Locate the **Supplier Questionnaires** table. 2. In the **Actions** column, click **View** next to the supplier questionnaire you need to score. 3. The questionnaire will display all the questions asked to the supplier alongside their responses. 4. For each question, assign a score between **0-5**: * **0 = Lowest Score (Poor response or non-compliant).** * **5 = Highest Score (Excellent response that meets or exceeds requirements).** 5. (Optional) Leave a comment to justify the score or provide additional context. 6. Click **Save** to store your scores. 7. Once all supplier questionnaires have been scored, click **Submit Scoring** to finalize your input. 📌 **Important:** Scores cannot be modified once submitted, so ensure accuracy before finalizing. ### **Step 4: Scoring Supplier Sections** 1. Locate the **Supplier Sections** table. 2. In the **Actions** column, click **View** next to the supplier section you need to score. 3. The supplier’s written response will be displayed. 4. After reviewing their submission, scroll to the bottom of the page. 5. Assign a score between **0-5** based on the quality and completeness of their response. 6. (Optional) Leave a comment to justify the score. 7. Click **Save** to store your scores. 8. Once all supplier sections have been scored, click **Submit Scoring** to finalize your input. 📌 **Important:** Just like questionnaire scoring, scores for supplier sections **cannot be modified** once submitted. ### **Step 5: Finalizing Scoring and Submission** 1. Once all supplier questionnaires and sections have been scored, the **status** of the scoring activity will update to **Complete**. 2. The sourcing activity creator will be **instantly notified** that scoring has been submitted. 3. They can now begin evaluating supplier scores and analyzing performance across different sections. ## How is Scoring Weighted? Scoring in a sourcing activity follows a **weighted evaluation model**, meaning different sections contribute differently to the overall supplier score. Weightings are applied as follows: * **Questionnaires** – Based on the importance of responses (e.g., compliance vs. general information). * **Supplier Sections** – Evaluated based on quality, depth of response, and relevance. * **Pricing (if applicable)** – May be included as part of the overall evaluation. These weightings ensure that the most critical aspects of supplier submissions are **prioritized** when calculating the final supplier evaluation score. ## Key Considerations & Best Practices ✅ **Check Scoring Deadlines** – Ensure all scores are submitted before the deadline. ✅ **Use Weighted Scoring** – Understand how different sections contribute to the final supplier evaluation. ✅ **Leave Comments for Context** – Providing justification for scores helps improve transparency. ✅ **Review Before Submitting** – Once submitted, scores **cannot be modified**. ✅ **Monitor Evaluation Progress** – Stay updated on supplier evaluation status through the **Scoring Assignments** dashboard. ## Additional Resources 📌 **Related User Guides:** * **[Assigning Scorers in Sourcing](https://help.oboloo.com/en/assigning-scorers-for-supplier-responses)** – How to manage scorer roles and permissions. * **[Viewing Historic Supplier Responses](https://help.oboloo.com/en/historic-supplier-submissions)** 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Setting Opening and Closing Dates in Your Sourcing Activity **Setting opening and closing dates in your sourcing activity defines the response window for supplier submissions.** Suppliers must submit responses within this timeframe to ensure fair participation and structured evaluation. The **time zone is automatically applied** based on your organisation’s **Company Settings** to maintain consistency across regions. 📌 **Key Features:** * **Opening Date**: The moment suppliers begin responding to the sourcing activity. * **Closing Date**: The deadline by which all responses must be submitted. * **Automatic Time Zone Settings**: Aligns with the organisation’s **Company Settings** to prevent confusion. * **Flexible Adjustments**: Users can **reopen** an activity to modify deadlines if necessary. ### **When to Use This Feature** * When setting **submission deadlines** for supplier responses. * When ensuring **all suppliers** have a fair and equal opportunity to submit proposals. * When **extending or modifying** the response window after launching an activity. ## Step-by-Step Guide: Setting Opening and Closing Dates ### **Step 1: Access the Sourcing Wizard and Activity Summary Page** 1. Navigate to **Sourcing** from the **left-hand menu**. 2. Click on **eSourcing** to access sourcing activities. 3. Click **Create Sourcing Activity** to launch the **Sourcing Wizard**. 4. On the **Activity Summary** page, locate the **Opening Date** and **Closing Date** fields. ### **Step 2: Setting the Opening and Closing Dates** 1. **Enter the Opening Date**: * This defines when suppliers can **begin responding** the sourcing activity. * Before this date, suppliers **submit** responses. 2. **Enter the Closing Date**: * This is the **submission deadline** for supplier responses. * After this time, suppliers **cannot submit or amend** their responses. 📌 **Note:** **Time Zone Alignment**: Dates and times are **automatically set** based on the organisation’s **Company Settings**. Ensure the **time and date** align with supplier availability and submission timelines. ### **Step 3: Managing the Response Window** 7. **Confirm the response window** in the **Activity Summary** page before finalizing the activity. 8. The sourcing activity will only be accessible to suppliers **after the Opening Date** and will **automatically close** on the **Closing Date**. 9. Click **Next** to continue setting up the sourcing activity. ### **Step 4: Adjusting Opening and Closing Dates (Reopening the Sourcing Activity)** If an **extension** or **adjustment** is required after launching the sourcing activity, users can **reopen** the event to modify the dates. ### **How to Reopen a Sourcing Activity and Change the Dates** 1. Navigate to **Sourcing** from the **left-hand menu**. 2. Locate the **sourcing activity** that requires a date adjustment. 3. Click on the **Reopen** button at the bottom of the page. 4. Enter the **new Opening Date and Closing Date** in the corresponding fields. 5. Click **Confirm** to save the changes and reopen the activity with the updated response window. 📌 **Tips:** Reopening an activity **allows suppliers additional time** to submit or revise their responses. All **previous supplier responses** remain **saved** when reopening an activity. ## Key Considerations & Best Practices ✅ **Set Realistic Deadlines** – Ensure suppliers have sufficient time to review the activity and respond. ✅ **Time Zone Awareness** – Verify that the **time zone settings** in **Company Settings** match your organisation’s preferred region. ✅ **Confirm Dates Before Sending** – Double-check the **opening and closing dates** to prevent unnecessary reopening. ✅ **Use the Reopen Feature Wisely** – Extending deadlines can be helpful but may **delay decision-making**. ✅ **Monitor Supplier Engagement** – Keep track of supplier **activity status** to ensure timely responses. ## Additional Resources 📌 **Related User Guides:** * **[Creating a New Sourcing Activity](https://help.oboloo.com/en/creating-a-new-sourcing-activity-endtoend-guide)** – A full guide on setting up sourcing activities from start to finish. * **[Reopening a Sourcing Activity ](https://help.oboloo.com/en/reopening-a-sourcing-activity)**– How to modify and relaunch a sourcing activity when necessary. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Sourcing Change Log **The Supplier Portal Change Log provides a complete history of all modifications made by suppliers when responding to a sourcing event.** If multiple users from the same company have been invited to participate in a sourcing event, they can track each other's changes to ensure consistency and accuracy in their submission. This feature enhances transparency and collaboration, allowing suppliers to monitor updates made to their bid responses. 📌 **Change Log or Latest Activity?** The Change Log records what has been **changed** on the record — which field, its previous and new value, by whom and when. Latest Activity records what has been **done** around the record — notes, emails, calls, meetings, tasks and system notifications. Use the Change Log when you need an audit trail of data changes, and [Latest Activity](https://help.oboloo.com/en/latest-activity) when you need the history of the relationship. ### **Key Features of the Supplier Portal Change Log** * **Comprehensive History** – Tracks all changes made to a supplier’s sourcing event response, including updates to pricing, documents, and submitted answers. * **Timestamped Entries** – Each change is logged with a date and time, providing a clear timeline of modifications. * **User Accountability** – Displays the name of the supplier representative who made each change, ensuring transparency across team members. * **Collaboration Tracking** – If multiple users from the same company are working on a sourcing event, they can view each other's updates in real time. ## Step-by-Step Guide ### **Accessing the Supplier Portal Change Log** **1. Navigate to the Sourcing Event** * Open the **Supplier Portal** using the authentication code within the sourcing invite email. **2. Locate the Change Log** * Inside the sourcing event, click on the **Change Log** tab. **3. View the Change Log** * The change log will display a detailed history of all modifications, including: * The specific field or section that was changed. * The previous and updated values. * The supplier user who made the change. * The date and time of the update. ## Using the Supplier Portal Change Log Effectively **1. Expand Log Entries** * Click on a log entry to view **detailed changes** made to individual fields. * Changes are grouped by the **tab they belong to**, making it easy to track modifications in different sections of the response. **2. Filter by User** * If multiple users from the same company have been invited to the sourcing event, you can use the **Filter by User** dropdown to track changes made by specific team members. **3. Filter by Section** * Use the **Filter by Tab** dropdown to view changes related to specific sections, such as pricing, documents, or questionnaire responses. ## Key Considerations & Best Practices ✅ **Monitor Changes in Real Time** – If multiple users are working on a sourcing event, regularly review the change log to ensure consistency. ✅ **Use the Log for Internal Review** – Before submitting a final response, review all changes to confirm accuracy. ✅ **Track User Contributions** – If needed, use the filter options to identify changes made by each user in the company. ✅ **Ensure Compliance** – Use the log as an **audit trail** to verify that sourcing event responses align with company policies. 📌 **Need Further Help?** If you need further assistance, please reach out to oboloo's support team via the chat function on this page. # Sourcing Library Overview - Internal And Supplier Sections Only subscribers on the Sourcing Plus plan can access this feature **The Sourcing Library in oboloo is a powerful feature that allows you to create, store, and reuse sections across different sourcing activities.** These sections are used to either provide suppliers with necessary information about the sourcing event (**Internal Sections**) or to collect specific details and documents from suppliers in response to the sourcing event (**Supplier Sections**). The library helps your organisation ensure consistency, save time, and maintain a clear structure across all sourcing activities. The Sourcing Library is divided into two main types of sections: * **Internal Sections**, which provide information to suppliers and require no response. * **Supplier Sections**, which are used to collect responses and documents from suppliers, asking them to detail how they will meet the requirements set by your organisation. This guide provides an in-depth overview of how the Sourcing Library is used in oboloo, the differences between internal and supplier sections, and how each type of section functions within a sourcing event. Also below is a step-by-step guide on how to create, clone, edit or archive/unarchive Sourcing Library Sections. ## **Understanding Internal Sections** **Internal Sections** in the Sourcing Library are designed to deliver important information from your organisation to suppliers. These sections do not require input or response from the suppliers; rather, they provide context and guidance to help suppliers understand the sourcing event and your organisation’s requirements. Internal sections are typically pre-built and reused across multiple sourcing events to maintain consistency and save time. **The content under Internal Sections are created by you, the client, not the supplier.** Some common examples of Internal Sections include: * About Us: Provides background information about your organisation, including its mission, values, and goals. This section helps suppliers understand your company and the overall objectives of the sourcing event. * RFP Rules: Outlines the rules and guidelines for responding to the request for proposals (RFP), including submission formats, deadlines, and communication protocols. * Project Overview: Offers a summary of the project or sourcing event, explaining its scope, timeline, and key objectives. This helps suppliers gain a clear understanding of the purpose of the event. * Company Values: Describes your organisation’s core values, ethical standards, or sustainability goals that may be important in the supplier selection process. Internal sections provide suppliers with essential information but do not require any action or response from them. These sections can be reused across sourcing events, helping to maintain a consistent structure and message. **How Internal Sections Are Used**: When building a sourcing activity, internal sections are added via the Sourcing Wizard. These sections serve as informational content that suppliers can review before submitting their responses. Since these sections are meant to provide information, they do not contain any input fields for suppliers. Instead, they guide suppliers in understanding the requirements of the sourcing activity and how to engage with your organization. *Adding Internal sections walkthrough:* ***Skip to 2 minutes & 50 seconds*** ## **Understanding Supplier Sections** **Supplier Sections** in the Sourcing Library are designed to collect specific information from suppliers as part of their response to a sourcing event. These sections are simpler to set up than internal sections, as they primarily require a title and a description that outlines what is expected from the supplier’s response. Unlike internal sections, supplier sections are filled in by suppliers when they submit their responses. Suppliers are required to provide the requested information, often in the form of written text. These sections allow your organization to gather critical details from suppliers, such as their understanding of the project requirements or their standard contracts. Common examples of Supplier Sections include: * Understanding of Requirements: Suppliers are asked to explain their understanding of the project requirements, ensuring they are fully aligned with your needs. * Service Level Agreements (SLAs): Suppliers provide details about their SLAs, outlining the performance standards and commitments they are willing to meet. * Supplier Standard Contracts: Suppliers may be asked to upload their standard contract documents, which you can review as part of the evaluation process. * Project Delivery Approach: Suppliers are requested to detail how they plan to execute the project, including key milestones, resources, and timelines. **How Supplier Sections Are Used**: Supplier sections are added during the creation of a sourcing activity using the Sourcing Wizard. For each section, you provide a title and a brief description explaining what you expect from the supplier in their response. The supplier will then fill in these sections or attach documents when responding to the sourcing activity. For example, if you add a section titled "Understanding of Requirements," you can include a description such as, "Please describe your understanding of the project scope and how you will meet our specific requirements." The supplier would then provide a detailed written response in this section when submitting their proposal. *Adding Supplier Sourcing Sections Walkthrough:* ***Skip to 3 minutes & 30 seconds*** ## **Differences Between Internal and Supplier Sections** The primary difference between Internal Sections and Supplier Sections lies in their purpose and functionality: * **Internal Sections are informational.** They provide key details about your organization or the sourcing event but do not require a response from the supplier. Internal sections might cover your company’s background, values, or submission guidelines. These sections ensure that suppliers are well-informed about your expectations and the parameters of the sourcing event. * **Supplier Sections are interactive.** They are designed to collect responses or documents from suppliers as part of their proposal submission. Supplier sections are simple to set up, requiring only a title and a description of what information you expect suppliers to provide. Suppliers will complete these sections when responding to the sourcing activity by filling in written responses. Internal Sections are typically more detailed and may be reused across multiple sourcing events, while Supplier Sections are designed to gather specific responses or documents that are critical for the evaluation of each supplier’s proposal and can also be reused across multiple sourcing activities. ## **Using the Sourcing Library for Internal and Supplier Sections** The Sourcing Library in oboloo allows you to create, store, edit, clone and reuse both internal and supplier sections across multiple sourcing activities. This ensures that your sourcing events are consistent, efficient, and well-structured. When setting up a sourcing event in the Sourcing Wizard, you can easily pull sections from the Sourcing Library and customize them if necessary. The Internal Sections can be reused across various events with little modification, while Supplier Sections can be tailored to each specific project by adjusting the title and description based on the information you need to collect from suppliers. Additionally, oboloo’s Sourcing Library allows you to: * **Create new sections**: You can build entirely new internal or supplier sections from scratch, ensuring that your sourcing activity is fully aligned with your project’s requirements. * **Clone and modify sections**: If a section from a previous sourcing activity needs minor adjustments, you can easily clone it, make the necessary changes, and save the updated version for use in the current sourcing event. * **Archive sections**: If you no longer wish for your organization to use a certain section in future sourcing activities, you can archive them. * **Manage section content**: You can review, update, or delete sections within the library to keep the content up-to-date and relevant to your organisation’s evolving needs. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Sourcing Owners **Sourcing Owners are responsible for overseeing and managing sourcing activities in oboloo, such as RFPs, RFQs, and RFIs.** Sourcing Owners receive automated and custom notifications related to **supplier messages**, **response submissions** and **evaluation progress** ensuring sourcing events remain actively monitored from start to finish. When a sourcing activity is created, the **creator is automatically assigned as the primary Sourcing Owner**. Additional owners can be assigned at any time to share responsibility, improve oversight, and ensure continuous progress tracking and communication with suppliers. This guide will walk you through the process of **adding, managing, and tracking sourcing owners**. *(example of how to add owners under a savings record - This is the same process for sourcing owners under a sourcing record.)* ### When to Use This Feature * **Assigning responsibility** for managing a sourcing activity and supplier responses. * A sourcing activity requires **multiple owners** for better oversight and collaboration. * **Updating ownership** due to team changes or role adjustments. * Ensuring sourcing activities remain actively monitored through **automated alerts**. * Keeping relevant stakeholders informed about **sourcing progress** and deadlines. ## Step-by-Step Guide ### **1. Access the Sourcing Activity Profile Page** * Go to the **Main Menu** and select **eSourcing**. * Locate the sourcing activity using the **search bar** or **filters**. * Click on the sourcing activity to open its **record page**. ### **2. Add a Sourcing Owner** * Navigate to the **Sourcing Owners** tab. * Click **Add Sourcing Owner**. * Select the **team members** who should be responsible for overseeing this sourcing activity. * Click **Save** to confirm your selection. 💡 ***Tip****: Any user who can edit the sourcing activity can add or remove Sourcing Owners. If the activity has been restricted, only its owners and administrators can do this.* ### **3. Record Access** Sourcing activities can be restricted so that only owners can edit them, or so that only owners can view and edit them. On a restricted sourcing activity, only its owners and administrators can add or remove Sourcing Owners. See [Record Access – Restricting Individual Records](https://help.oboloo.com/en/record-access-restricting-records) ### **4. Manage Existing Sourcing Owners** * All assigned owners are displayed in the **Sourcing Owners table** within the record. * This table provides **visibility** into who is responsible for the sourcing activity. * You can add or remove owners without affecting past supplier responses or evaluation data, provided at least one owner remains and you have edit access to the record. #### Every sourcing activity must have at least one owner Sourcing activities must always have a minimum of one owner assigned. If you try to remove the only owner from a sourcing activity, 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 sourcing activity currently has a single owner. Add an additional owner, then remove the original. ### **5. Notifications & Alerts for Sourcing Owners** Sourcing Owners receive system-generated and custom notifications to keep them informed, including: * **Supplier Responses Submitted** – Alerts when suppliers submit their responses. * **Evaluation Progress Updates** – Notifications when scorers submit evaluations. * **Custom Notifications** – Manually created updates specific to the sourcing activity. Notifications are sent by **email** and appear as **in-system alerts**, ensuring Sourcing Owners remain engaged and responsive. ## 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. ✅ **Review Ownership Regularly** – Ensure the correct people are assigned as Sourcing Owners. ✅ **Act on Notifications** – Owners should respond promptly to supplier submissions and deadlines. ✅ **Stay Engaged** – Regularly review the sourcing record to monitor responses and take action where needed. ✅ **Adapt to Changes** – Update Sourcing Owners if team structures or responsibilities shift. – 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. ## Additional Resources 📌 **Related User Guides:** * **[Automated Sourcing Notifications ](https://help.oboloo.com/en/automated-sourcing-notifications)**– Details of automated sourcing notifications. * **[Sourcing Custom Notifications](https://help.oboloo.com/en/custom-sourcing-notifications)** – How to set up custom notifications. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Approving and Rejecting Suppliers Only subscribers on the Supplier Plus plan can access this feature **In oboloo's Supplier Management module, you can manage supplier approvals through a structured workflow. This guide details the step-by-step process for approving suppliers.** This guide will walk you through the **supplier approval process**, including how to **request approval**, **approve or reject a supplier**, and how to manage unapproved suppliers. **Only users with the appropriate access can approve suppliers within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** ## Requesting Approval For A Supplier Record The **supplier approval functionality** allows users to streamline the approval process by **assigning an approver** directly during supplier creation. ### **Step 1: Enable the Approval Requirement** 1. **Navigate to the Create New Supplier Record Popup** * Click on the **Create New Supplier Record** button above the **Supplier Management Table**. 2. **Locate the Approval Toggle** * At the bottom of the form, find the toggle switch labeled **"Does this supplier need to be approved?"** 3. **Enable or Disable Approval Requirement** * **Yes**: The **approval process is enabled**, and an approver must be assigned. * **No**: The supplier record is **created immediately** without requiring approval. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737839099275.png)### **Step 2: Assign an Approver (If Approval is Enabled)** 1. If the toggle is set to **"Yes"**, a **dropdown menu** will appear. 2. This dropdown **lists all active users** with **supplier [approval permissions](https://help.oboloo.com/en/articles/5904-user-roles-access-rights)** 3. **Select an approver** from the dropdown list. 4. **Save the supplier record** to initiate the approval process. 📌 **Additional Notes:** * If **"No"** is selected, the supplier **does not require approval** and is immediately added to the system. * **Suppliers awaiting approval do not appear by default** in the main **Supplier Management Table**. * To view them, use the **"Supplier State" filter** and select **"Unapproved" or "Rejected"**. 🚀 **Efficient Workflow:** The approval process ensures that suppliers are reviewed **without the need for separate emails or manual follow-ups**, as notifications are automatically sent to the assigned approver. ## Approving a Supplier Once an approver is assigned, the system **automatically notifies** them through: 📧 **Email Notification** * The approver receives an email with a **link to the supplier record**. * This allows them to quickly access and approve the supplier. 🔔 **In-System Notification** * The approver will also see an **in-platform notification** informing them that a supplier requires approval. ### **How to Approve a Supplier** 1. **Open the Supplier Profile** * Click the **link in the email** or navigate to the **Supplier Management** section and search for the supplier. 2. **Click on "Approve Supplier"** * If you are the assigned approver, you will see an **"Approve Supplier"** button on the supplier profile page. * Click this button to **finalize the approval**. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737839156364.png)3\. **Approval Confirmation** * Once approved, a record of the approval will appear under the **"Approval Log" tab** of the supplier's profile. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737839311515.png)📌 **Approval Transparency:** The supplier's status will update to reflect the completion of the approval process. ## Rejecting a Supplier If a supplier does not meet the required criteria, the approver can **reject** the supplier. 1. **Click "Reject Supplier"** * This button is located next to the **"Approve Supplier"** button. 2. **Provide a Justification for Rejection** * A prompt will appear asking the approver to **enter a reason for rejection**. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737839269422.png)3\. **Rejection Notification** * The rejection is **logged in the "Approval Log" tab** under the supplier's profile. * The **supplier creator** will receive an **email notification** with the rejection reason. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737839228238.png)**4. Requesting Re-Approval** * The supplier creator can **resubmit the supplier for approval** by clicking **"Send for Approval"** at the bottom of the supplier profile page. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737727359031.png)📌 **Handling Unapproved Suppliers:** * **Unapproved suppliers do not appear** in the main supplier list by default. * To view them, use the **"Supplier State" filter** and select **"Unapproved"**. * Once a supplier is approved, it **automatically moves to the active supplier list**. ## Key Considerations & Best Practices ✅ **Ensure You Have Approval Permissions** – Only users with the correct access can approve suppliers. ✅ **Use the Approval Log for Transparency** – All approvals and rejections are **documented for future reference**. ✅ **Utilize Filters to Find Unapproved Suppliers** – Suppliers awaiting approval are hidden from the main list **until they are approved**. ✅ **Provide Justifications for Rejections** – Clearly explaining **why a supplier was rejected** helps the creator make necessary adjustments before resubmitting. ✅ **Leverage Notifications for Efficient Approvals** – The system automatically **alerts approvers**, eliminating the need for manual follow-ups. ## Additional Resources 📌 **Related User Guides:** * **[User Access Rights](https://help.oboloo.com/en/user-roles-access-rights-rbac)** – Understanding who can approve suppliers. 📌 **Need Further Help?** If you need assistance with **approving suppliers**, contact your **System Administrator** or the **support team** for guidance. # Supplier Change Log **The Supplier Change Log provides a comprehensive history of all modifications made to a supplier record, ensuring transparency and accountability.** Users can track changes to supplier record fields allowing them to monitor contract updates efficiently. 📌 **Change Log or Latest Activity?** The Change Log records what has been **changed** on the record — which field, its previous and new value, by whom and when. Latest Activity records what has been **done** around the record — notes, emails, calls, meetings, tasks and system notifications. Use the Change Log when you need an audit trail of data changes, and [Latest Activity](https://help.oboloo.com/en/latest-activity) when you need the history of the relationship. ## Step-by-Step Guide ### **Accessing the Supplier Change Log** **1. Navigate to the Supplier Record** * Open the **Supplier Management** section from the main menu. * Select the supplier whose change history you want to review. **2. Locate the Change Log** * Inside the **supplier profile**, click on the **Change Log** tab. **3. View the Change Log** * The change log displays all modifications made to the supplier record, including: * The field or area that was changed. * The previous and updated values. * The user who made the change. * The date and time of the change. ## **Using the Supplier Change Log Effectively** **1. Expand Log Entries** * Click on a log entry to view **detailed changes** made to individual fields. * Changes are grouped by the **tab they belong to**, making it easy to track modifications. **2. Filter by Tab** * Use the **Filter by Tab** dropdown to filter change log entries by specific sections of the supplier record. * This helps focus on relevant changes, such as status updates, document modifications, or ownership changes. ## Key Features of the Supplier Change Log * **Comprehensive History** – Tracks all changes made to a supplier's record. * **Timestamped Entries** – Each change is logged with a date and time, providing a clear timeline of modifications. * **User Accountability** – Displays the name of the user who made each change, ensuring full visibility into supplier updates. ## Key Considerations & Best Practices ✅ **Track Key Updates** – Regularly review the change log to monitor supplier status changes, document approvals, or owner assignments. ✅ **Ensure Compliance** – Use the log as an **audit trail** to maintain compliance and accountability for supplier modifications. ✅ **Filter for Relevant Changes** – Narrow down log entries by filtering for specific tabs, users, or change types to quickly find important modifications. ✅ **Verify User Actions** – Review timestamps and user details to ensure supplier updates are made by authorized personnel. ## Additional Resources 📌 **Related User Guides:** * **[Creating a Supplier Record](https://help.oboloo.com/en/adding-a-new-supplier)** – How to create a supplier record. * **[Supplier Compliance Page ](https://help.oboloo.com/en/using-the-supplier-compliance)**– Ensuring supplier records meet internal and regulatory requirements. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Supplier Messaging (eSourcing Chat Function) Only subscribers on the Sourcing Plus plan can access this feature **The eSourcing Chat function in oboloo allows procurement teams and suppliers to communicate securely during sourcing events.** It supports both **private supplier-specific chats** and **one-way broadcast announcements** to all suppliers, ensuring fairness, confidentiality, and efficiency in communication. ### When to Use This Feature Use the chat function when: * You need to answer supplier questions during a sourcing event. * You want to provide updates or clarifications to one or all suppliers. * You need to securely share documents with a supplier during the event. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1755117222445.png)## Step-by-Step Guide – Using the Chat Function ### **1. Access the Chat Tab** * From the sourcing event record, click the **Chat** tab - this is included in all sourcing activities * Only users with **View & Edit** permissions for eSourcing can access this feature. ### **2. Understanding Chat Types** * **Private Chat** – A secure channel between you and a specific supplier. * **Broadcast Message** – A one-way announcement sent to all suppliers in the event. Suppliers cannot reply. ### **3. Sending a Private Message** * Select a supplier from the list on the left-hand side. * Type your message in the text box. * Click **Send** or press **Enter**. * You can attach documents (up to 25MB) — files are stored securely in AWS S3. ### **4. Sending a Broadcast Message** * Click **Broadcast Message** at the top of the supplier list. * Enter your announcement and click **Send**. * All suppliers in the event will receive the message, but they will not see other suppliers’ names or be able to respond to you in this channel. This channel can be used to share messages or files to all suppliers at the same time. ### **5. Notifications** * **Clients** – You’ll receive in-system and email notifications when a supplier sends a new message (limited to once per supplier per 10 minutes to avoid spam). * **Suppliers** – They will be notified via email when you send a message. * **Mute Option** – Click the three-dot menu next to a supplier’s name and select **Mute Notifications** to stop alerts for that chat. ### **6. Viewing and Downloading Attachments** * Files sent in chat appear within the conversation. * Click the file link to download. * File size limit is **25MB**; only approved file types are supported. **7. Mobile & Desktop Views** * The chat interface is fully responsive for use on desktop, tablet, or mobile devices. ## Key Considerations & Best Practices ✅ Use private chat for sensitive supplier-specific clarifications. ✅ Use broadcast messages for general updates affecting all suppliers. ✅ Keep communication clear and professional — all messages are recorded in the sourcing record. ✅ Regularly check unread message indicators during active events. ## Additional Resources 📌 Related User Guides: * **[Managing Sourcing Activities](https://help.oboloo.com/en/category/sourcing-rfx-managing-sourcing-activities)** * **[Introduction to the Sourcing module](https://help.oboloo.com/en/introduction-to-the-oboloo-sourcing-module)** 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Supplier Onboarding Overview Only subscribers on the Supplier Plus plan can access this feature **Supplier onboarding brings your compliance checks and supplier evaluations into a single tracked process, so you can see exactly where each new supplier has got to before you start trading with them.** Rather than requesting documents and scorecards ad hoc and trying to remember what is outstanding, onboarding groups them against the supplier, tracks progress automatically, and moves the supplier through a set of statuses until everything has been received, approved and scored. Both new and existing suppliers can be put through onboarding. If you onboard the same types of supplier regularly, set up [Onboarding Packages](https://help.oboloo.com/en/supplier-onboarding-packages) first — they bundle the document and scorecard requests you always send, so you are not rebuilding the same list each time. ### When to Use This Feature * When onboarding a new supplier and verifying their compliance documentation. * When onboarding an existing supplier whose compliance documentation has not yet been verified. * When scoring supplier risk, sustainability, or performance as part of taking them on. * When maintaining consistent onboarding standards across departments. ## Before You Start **Check the supplier's primary contact.** Document and scorecard requests are sent to the supplier's contacts, and the primary contact is the one oboloo uses by default. If it is wrong, requests go to the wrong person. See [Primary Supplier Contacts](https://help.oboloo.com/en/primary-supplier-contacts). **Check your document types and scorecards exist.** You can only request document types and scorecards that have already been set up. Creating them mid-flow interrupts the process. **Consider building a package.** If this is a supplier type you onboard often, an onboarding package will save repeating the setup every time. ## Onboarding Statuses Every supplier in onboarding carries a status showing where they have reached. The status updates automatically as requests are sent, returned and reviewed. | Status | What it means | |---|---| | **Not Started** | The supplier has been flagged for onboarding, but no document or scorecard requests have been sent yet. | | **In Progress** | At least one request has been sent. Some items may still be outstanding or incomplete. | | **To Review** | The supplier has submitted everything. It is now with your team for approval and scoring. | | **Completed** | All documents are approved and all scorecards scored. Onboarding is finished. | 💡 **Note:** If you send further onboarding requests to a supplier who has reached **Completed**, the status returns to **In Progress** until those are also fulfilled. ## Step-by-Step Guide ### Step 1: Add a Supplier to Onboarding * Go to either the **Supplier Management** home page or **Supplier Onboarding** from the main menu. * Click **+ Onboard A Supplier**. * Choose whether you are onboarding a brand new supplier, or one that already exists in your platform. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/QpjiL5KjwZMcVQMrgPKDIXmzZihKrqDghDYJhQvO.png)#### Creating and onboarding a new supplier * Fill out the required fields to create the supplier. * Turn on the **Does this supplier need to go through onboarding?** toggle. * Click **Save**. The supplier now appears in the Supplier Onboarding dashboard. #### Onboarding a supplier that already exists * Select the supplier from the dropdown. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/Ivtrgrv2WOMlCWuBJ8TaF8zVw3KTuXSYzZHN0t4L.png)* Click the green **Onboard Supplier** button. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/FOjH2oUaqu5mUnlu7XfeLZ1lm6kJbHhwoC37Fh2p.png)* The supplier now appears in the Supplier Onboarding dashboard. ### Step 2: Navigate the Onboarding Dashboard The dashboard is the single view of every supplier currently being onboarded. * Filter by industry, status, or supplier name to find what you need. * See each supplier's onboarding owner, their progress, and their overall status at a glance. * Click a supplier name, or choose **View** from the actions menu, to open their detail page. ### Step 3: Request Documents and Scorecards From the supplier's onboarding detail page, use the tabs to send and track requests. **Documents tab** * Request specific document types, such as policies and certifications. * Upload documents yourself on behalf of the supplier, if you already hold them. * Send a document directly to the supplier — for example an NDA for them to sign and return. * Review and approve what the supplier submits. **Scorecards tab** * Send scorecards from the scorecard library — General, Risk, Sustainability and so on — for the supplier to complete. * Track which have been submitted and which have been scored. All requests remain visible under the supplier's onboarding record. 💡 **Cancelling and removing:** A document or scorecard request can be cancelled from the **Actions** column, provided the supplier has not already submitted it. If they have submitted something you no longer want, archive it from the same menu instead. You can also remove a supplier from onboarding altogether. Any outstanding requests are cancelled and the supplier is notified. Anything they have already submitted remains, and stays available on their supplier profile page. ### Step 4: Review and Approve Submissions When the supplier submits, the **Onboarding Owner** and any **Supplier Owners** are notified. * Open the relevant tab — Documents or Scorecards. * Approve or reject each document. If you reject one, a fresh request must be sent with an explanation, so include the reason. * Score each scorecard from 0 to 5. On Risk scorecards the scale is inverted: **0 = Low Risk, 5 = High Risk**. * Add comments where useful, and save. ### Step 5: Monitor Progress * Return to the **Overview** tab. * Completion percentages for documents and scorecards update in real time. * Progress bars show how much has been approved and scored. * The status moves to **Completed** automatically once everything is fulfilled. ## Who Is Involved Two internal roles matter during onboarding, and they are not the same thing. **The Onboarding Owner** is the internal user responsible for running a particular supplier's onboarding. They are notified whenever the supplier uploads a document or submits a scorecard. Assign or change them from the dropdown at the top of the supplier's onboarding detail page. **Supplier Owners** are responsible for the supplier record itself, over its whole life rather than just onboarding. They also receive onboarding notifications. Assign them from the **Supplier Owners** tab within the main supplier record, and add more than one where you want visibility across teams. See [Supplier Owners](https://help.oboloo.com/en/supplier-owners). Both are internal users. The **primary supplier contact** is different again — that is the person at the supplier who receives the requests. ## Where Onboarding Records Appear Elsewhere Onboarding does not sit in isolation from the rest of the supplier record. * Suppliers flagged for onboarding appear on the Supplier Management home page table under the **Onboarding Status** column. * Documents and scorecards requested through onboarding are also accessible in the supplier's main record, under the **Documents** and **Scorecards** tabs. * Anything linked to onboarding shows **Yes** in the **Onboarding Record** column of those tables, so you can tell it apart from documents requested ad hoc. ## Key Considerations & Best Practices ✅ **Confirm the primary contact first** — Requests go to the supplier's contacts, so an out-of-date primary contact means an onboarding that quietly stalls. ✅ **Use packages for repeat supplier types** — Building the same list of requests by hand each time is where most of the effort goes. ✅ **Enable onboarding where compliance review matters** — Not every supplier needs it, but any supplier carrying regulatory or reputational risk does. ✅ **Explain rejections** — A rejected document needs a fresh request, so tell the supplier what was wrong rather than making them guess. ✅ **Monitor progress regularly** — Suppliers stalled at In Progress usually need chasing, not more requests. ✅ **Use comments and scores** — They build the evaluation history you will want at the first supplier review. ✅ **Finish what you start** — Onboarding only reaches Completed once every document is approved and every scorecard scored. Suppliers left at To Review look non-compliant when they are simply waiting on you. ## Additional Resources 📌 **Related User Guides:** * [Supplier Onboarding Packages](https://help.oboloo.com/en/supplier-onboarding-packages) – Bundling document and scorecard requests for reuse. * [Primary Supplier Contacts](https://help.oboloo.com/en/primary-supplier-contacts) – Setting who at the supplier receives requests. * [Adding A New Supplier](https://help.oboloo.com/en/adding-a-new-supplier) – Creating supplier records and enabling onboarding. * [Adding and Requesting Supplier Documents](https://help.oboloo.com/en/adding-and-requesting-supplier-documents) – Requesting, uploading and approving supplier files. * [Evaluating Suppliers with Supplier Self-Assessment Scorecards](https://help.oboloo.com/en/evaluating-suppliers-with-supplier-self-assessment-scorecards) – Sending scorecards to suppliers. * [Supplier Scorecard Calculations](https://help.oboloo.com/en/supplier-scorecard-calculations) – How scorecard scores are worked out. * [Supplier Owners](https://help.oboloo.com/en/supplier-owners) – Assigning responsibility for a supplier record. * [Using the Supplier Compliance Report](https://help.oboloo.com/en/using-the-supplier-compliance) – Reporting across your supply base. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Supplier Onboarding Packages Only subscribers on the Supplier Plus plan can access this feature **The Packages sub-module in oboloo’s Supplier Onboarding module allows you to create reusable onboarding packages that combine document requests and scorecard (questionnaire) requests.** By using Onboarding packages, you can **eliminate repetitive setup** when onboarding new suppliers. Instead of each time manually selecting each document and scorecard, you can choose from a **predefined package** that’s appropriate to the supplier type (e.g., **IT**, **Construction**, **Marketing**) and send all required requests in one action. Packages are **fully customisable**, can be **duplicated** for faster setup, and can be **enabled or deactivated** depending on your organisation’s needs. ### When to Use This Feature Use the **Packages** feature when: * You want to **streamline supplier onboarding** by reusing standard document and scorecard sets. * You regularly onboard suppliers of the **same type** and need a consistent request process. * You want to **reduce setup time** by avoiding repetitive manual selections. * You need to **centrally manage** onboarding templates for all onboarding users. * You require **consistency** in supplier data and performance evaluation. ## Step-by-Step Guide – Managing Supplier Onboarding Packages ### **1. Access the Packages Sub-Module** * Go to **Supplier Management** from the left-hand main menu. * Click on **Onboarding Packages** to open the Onboarding Packages module. ### **2. Create a New Package** * Click the **Create Package** button. * **Page 1 – Package Details**: * **Package Name** – Enter a clear, descriptive name (e.g., *IT Supplier Package*). * **Package Description** – Provide an overview of the package’s purpose. * **Page 2 – Document Requests**: * Select the documents you wish to include in the package and include notes for the supplier to read per document. You can also attach a document per document request if you need to (e.g. an NDA for the supplier to sign). * You can choose to include no documents if not needed. * **Page 3 – Scorecard Requests**: * Select scorecards from the existing list (e.g., *IT Questionnaire*, *Sustainability Assessment*). * You can choose to include no scorecards if not needed. * At least **one document or one scorecard** must be included to create the package. * Click the **Create** button to create the package. ### **3. Manage Existing Packages** You can manage all onboarding packages via the main onboarding packages table. Navigate to the far right-hand side of the table under the **Actions** column. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1756910718450.png)* **Edit** – Update the name, description, or included document/scorecard requests. * **Enable/Deactivate** – Toggle the package’s availability. If disabled, users will not be able to select the package when onboarding new suppliers. * **Clone** – Duplicate an existing package for quick setup of a similar one (rename before saving). ### **4. Search and Filter Packages** * Use the **search box** above the main table to find packages by name, description, user and date. * Filter by **Created By** or **Status** (Enabled/Deactivated). * Use **Clear Filter** to reset all filters. ### **5. Use a Package During Supplier Onboarding** * Go to a supplier’s onboarding page *(Supplier Management > Supplier Onboarding >Supplier's onboarding page)* * Click the green **Send Onboarding Package**. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1756911281099.png)* Select from the list of **enabled packages**. * A preview will display all **documents** and **scorecards** included in the package (all are pre-selected by default). * **De-select** any items (documents and/or scorecards) **you do not wish to request**. * Click the **Choose Contact to Send To** button and select a supplier contact. * Send the package by the clicking the green **Send** button – a success message will confirm it has been sent, and the supplier will be notified. * The supplier can immediately being uploading the requested documents from the package and responding to and scorecards requested. The onboarding owner and any linked supplier owners will receive notifications as soon as the supplier submits any requested information. ## Key Considerations & Best Practices ✅ **Standardise Processes** – Use packages to maintain consistent onboarding requirements. ✅ **Review Regularly** – Keep package contents up to date with policy changes. ✅ **Use Cloning** – Save time by cloning and modifying existing packages instead of starting from scratch. ✅ **Assign Permissions** – Only authorised users should manage packages to maintain control. ✅ **Pre-Select All Items** – Packages default to all items selected for sending; deselect only what is not required. ## Additional Resources 📌 **Related User Guides:** * **[Supplier Onboarding Overview](https://help.oboloo.com/en/articles/12060-supplier-onboarding)**[ ](https://help.oboloo.com/en/articles/12060-supplier-onboarding)– Understanding the onboarding process. * **[Requesting Supplier Documents](https://help.oboloo.com/en/articles/6016-adding-and-requesting-supplier-documents)** – Sending and tracking document requests. * **[Creating Supplier Scorecards](https://help.oboloo.com/en/articles/6020-creating-supplier-scorecards)** – Building questionnaires for supplier evaluation. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Supplier Owners **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](https://help.oboloo.com/en/record-access-restricting-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:** * **[Automated Supplier Notifications](https://help.oboloo.com/en/automated-supplier-notifications)** – List of automated supplier notifications. . * **[Custom Supplier Notifications](https://help.oboloo.com/en/custom-supplier-notifications)** - How to create custom notifications 📌 **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.](https://help.oboloo.com/en/viewing-your-access-rights) # Supplier Scorecard Calculations Only subscribers on the Supplier Plus plan can access this feature **Supplier scorecards are designed to provide structured evaluations of suppliers based on key performance areas.** This guide explains how **scorecard calculations** work, including how scores are assigned, weighted, and aggregated to determine overall supplier performance. ## Brief Summary of the Scorecard Calculation Process: 1. **Scorecard Structure**: Categories represent overarching evaluation areas (e.g., Performance, Cost Effectiveness), while criteria are the specific items evaluated within each category (e.g., Delivery Reliability, Pricing Competitiveness). 2. **Scoring**: Each criterion is scored on a scale from 0-5, where 0 is the lowest and 5 is the highest. For Risk, the scoring is reversed (0 = Low Risk, 5 = High Risk). 3. **Weighting**: Categories are assigned weightings (in %) to reflect their importance in the overall score. These weightings must sum to 100%. 4. **Calculation Steps**: User ratings are collected, weightings are applied, and scores are aggregated to determine overall and percentage scores for each category. ## Detailed Explanation of Scorecard Calculations ### **Understanding the Scorecard Structure** * Each scorecard is composed of categories/areas for evaluation. * Categories represent overarching themes or aspects of evaluation (e.g., Performance, Cost Effectiveness). * Criteria's are specific criteria within each category (e.g., Delivery Reliability, Pricing Competitiveness). ### **Scoring** * Evaluate each criteria according to the predefined scoring scale of 0-5. **For the scorecards, performance and sustainability tabs, 0 = lowest score and 5 = highest score. However for the Risk tab the scoring calculation is reversed where 0 = Low Risk and 5 = High Risk** * Input the score for each area based on the performance or criteria observed. ### **Applying Weightings** * Assign weightings to each category/area based on their relative importance. Higher weightings indicate greater significance in the overall evaluation * Weightings determine the impact of each category/area on the overall score. * Ensure that weightings sum up to 100% to reflect the complete evaluation coverage. * **Weightings can only be applied when creating or editing a scorecard, not when applying the scorecard against a supplier.** ### **Calculation Process** Step 1: Retrieve User Ratings * The system retrieves the ratings provided by users for each criterion within the scorecard (the 0-5 ratings given by the user when applying the scorecard against a supplier) Step 2: Apply Weightings * The system applies the predefined weightings to the ratings for each criterion. * Weighted scores are calculated by multiplying the user rating by the corresponding weighting percentage. Step 3: Aggregate Scores for Criteria * The weighted scores for all criteria within each category are aggregated. * This process involves summing up the weighted scores to obtain a total score for each category. Step 4: Calculate Overall Score * The system calculates the overall score for the entire scorecard. * This is done by summing up the total scores for all categories. ### **Example Calculation** #### **Scenario: Evaluating Performance Category** * A supplier is evaluated using a scorecard that includes a **Performance** category. * The **Performance** category has a **40% weighting**. * There are **three criteria** under the **Performance** category, and the user has assigned a score of **4 out of 5** for each. #### **Step 1: Retrieve User Rating** * User inputs: **4 out of 5** for all three criteria under **Performance**. #### **Step 2: Calculate the Average Score for the Category** * Average Score for Performance Category = **(4 + 4 + 4) ÷ 3 = 4** #### **Step 3: Apply Weighting** * Weighting for Performance Category = **40%** #### **Step 4: Calculate Weighted Score** * Weighted Score = **Average Score × Weighting** * Weighted Score = 4 × 40% = **1.6** #### **Step 5: Convert Weighted Score to Percentage Score** * **Percentage Score Calculation:** * Percentage Score = **(Weighted Score / Maximum Possible Score) × 100%** * Percentage Score = **(1.6 / 5) × 100%** * Percentage Score = **32%** #### **Final Result** * The **Performance category** contributes **32%** to the overall supplier score. ## Key Considerations & Best Practices ✅ **Understand Scoring Differences** – The **Risk tab uses reversed scoring**, where **0 = Low Risk and 5 = High Risk**, unlike other tabs. ✅ **Ensure Weightings Add Up to 100%** – The total weight of all categories must equal **100%** for an accurate overall score. ✅ **Weightings Cannot Be Changed When Applying a Scorecard** – Weightings must be set when **creating or editing** the scorecard. ✅ **Use Scorecards for Informed Decisions** – The final **percentage score** helps compare supplier performance across multiple categories. ✅ **Review Historical Scores** – Previously applied scorecards can be reviewed for trends in supplier performance. ## Additional Resources 📌 **Related User Guides:** * **[Creating a Supplier Scorecard](https://help.oboloo.com/en/creating-supplier-scorecards)** – How to build and customize scorecards for supplier evaluation. * **[Historic Scorecards](https://help.oboloo.com/en/viewing-historic-scorecards-trends)** – Guide to using historic scorecards and trends. * **[Internal Scorecards ](https://help.oboloo.com/en/evaluating-suppliers-with-internal-supplier-scorecards)**- How to use internal scorecards. * **[Self-Assessment Scorecards](https://help.oboloo.com/en/evaluating-suppliers-with-supplier-self-assessment-scorecards)** – How to use self-assessment scorecards with suppliers * **[Compliance Page ](https://help.oboloo.com/en/using-the-supplier-compliance)**- How to use the supplier compliance page 📌 **Need Further Help?** If you need assistance with scorecard calculations, reach out to your **System Administrator** or the **support team** for guidance. # Supplier Scoring Analysis and Insights Only subscribers on the Sourcing Plus plan can access this feature **The Scoring Analysis feature in oboloo provides a comprehensive overview of supplier evaluations.** This tool allows procurement teams to: ✔ **Compare scores** from multiple evaluators ✔ **Identify trends** in supplier performance ✔ **Ensure transparency** in the evaluation process ✔ **Make data-driven sourcing decisions** By using **scoring insights**, you can validate supplier selection based on structured **evaluation criteria** rather than subjective opinions. 📌 This guide will walk you through the **step-by-step process** of analyzing supplier scores and using insights to **make informed procurement decisions**. ## Step-by-Step Guide: Analyzing Supplier Scores ### **Step 1: Accessing the Scoring Analysis Tab** Once **scorers have submitted their evaluations**, you can access the **Scoring Analysis Tab** to review and compare supplier performance. 1. Navigate to the **Sourcing module** from the left-hand menu. 2. Select the **relevant sourcing activity** from the **Sourcing Home Page**. 3. In the **Sourcing Activity record**, click on the **Scoring Analysis tab**. 📌 **Tip:** You can access scoring analysis **during** or **after** the scoring process. ### **Step 2: Reviewing Overall Supplier Scores** The **Scoring Analysis tab** provides a **high-level overview** of supplier performance. 1. Each supplier’s **total score** is displayed based on **individual evaluations** submitted by internal scorers. 2. If **weighted scoring** was applied, oboloo **automatically factors in weighting** to reflect the importance of different sections. 3. The **Overall Supplier Scores** allow you to quickly see **which suppliers performed the best** across all evaluation areas. 📌 **Tip:** While overall scores are helpful, always review **section-level scores** to ensure that top-ranking suppliers meet specific **business requirements**. ### **Step 3: Analyzing Scores by Section** To gain deeper insights into **supplier strengths and weaknesses**, oboloo breaks down scores by **Supplier Sections and Supplier Questionnaires**. 1. In the **Scoring Analysis tab**, scores are categorized by: * **Supplier Questionnaires** – Evaluating compliance, experience, and expertise. * **Supplier Sections** – Reviewing project plans, delivery capabilities, and certifications. 2. Use this breakdown to identify: * **Areas where each supplier excelled** * **Sections where suppliers underperformed** 3. This analysis helps ensure **high-ranking suppliers** align with your **specific project or business requirements**. **Warning:** Once a **sourcing activity has been awarded**, **scoring can no longer be completed or amended** and will remain locked. 📌 **Tip:** **High overall scores do not always mean the best supplier fit**. Use section-level analysis to **validate final supplier selections**. ## Best Practices for Using Scoring Analytics and Insights ✅ **Review Scores Early** – Begin analyzing scoring insights as soon as evaluations are submitted. This helps **identify discrepancies and trends early**. ✅ **Use Section-Level Insights** – **Do not rely solely on overall scores**. Review individual section scores to **ensure supplier capabilities align with key sourcing needs**. ✅ **Collaborate with Scorers** – If scoring discrepancies arise, use **scoring insights** to: * Compare scores from different scorers. * Review comments added by scorers for **justification**. * Understand why certain scores were assigned. ✅ **Leverage Data for Decision-Making** – Use scoring analytics to **justify supplier selection** to stakeholders and **ensure transparency**. ## Additional Resources 📌 **Related User Guides:** * **[Scoring Supplier Responses](https://help.oboloo.com/en/scoring-supplier-responses-against-a-sourcing-activity)** – Understanding how supplier responses are evaluated. * **[Assigning Scorers in Sourcing ](https://help.oboloo.com/en/assigning-scorers-for-supplier-responses)**– How to set up scoring teams for supplier evaluation.. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Switching Plan Billing Frequency (Monthly and Annual Billing) **You may want to change your oboloo subscription plan. This guide will walk you through the process of managing your subscription and changing your plan from a monthly to an annual plan** All users within oboloo who have granted access rights to the Account Management page, have the ability to charge the organizations saved default payment method on their account. Restriction of access must be carried out by an organizations system Administrator. ## Switching Plan Billing Frequency (Monthly and Annual Billing) To switch billing frequency on your subscription , follow these steps: **1. Access Account Management:** Go to the "Settings" menu on the left-hand main menu and select "Account Management." ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737500310219.png)**2. Manage Subscription:** Click on the "Manage subscription" button. You will be redirected to the customer portal hosted by Stripe. If you are unable to access the Account Management area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/dbqQezFx73hhlbPB75yTO622D1FaPCgAg8WRlBWB.png)**3. Upgrade Page**: After clicking the Manage Subscription button, you will be redirected to the upgrade page where you can amend your organizations billing frequency, plan and license quantities. **Updating billing frequency** * Scroll down to the **Current Subscription** card on the upgrade page ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/55hKwfvz3C0LA7ySwaXjuoEUAGdnpWHlhlc5N3VB.png)* Click on the **green** switch billing button on this card (shown in the screenshot above). A new popup will appear * On this popup, you will need to confirm your billing frequency switch by clicking the green button. If confirmed, your organizations billing frequency will update on your next billing date. Your billing date is shown on this popup. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/I7BvUVhhjsLSoicgcfqiuvYrua0owjDlkxFru4Ws.png)Note: Monthly and annual plans are priced different. Please check the updated total renewal amount after you have confirmed the billing frequency switch. * Once you have confirmed the billing frequency change, you will see it update on the upgrade page under the **'Next renewal' card**. The billing frequency from your next billing date will be shown on the **Billing Frequency** line of this card, as shown in the below screenshot. You will also see your updated Next renewal amount total. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/ObjpMZKTdF3igoW6BrBjvhwUMgnzvfTpva8J2LAP.png)## Cancelling Billing Frequency Switch Before your next renewal date, you can cancel and billing frequency changes you have made. If there is a planned billing frequency change on your subscription, you will see this clearly marked on the Current Subscription card on this page, as shown below in amber text. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/BolTSm9Cu5yrB39kKC5ZBc0QU0fF5MxQbxww052n.png)* Simply click on the link at the end of this amber text * On the next popup, confirm that you want to cancel the scheduled billing cycle change ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/qGSU36HTFidgeImE4s1qfFrr2XkDLCyMTAyVARVQ.png)* Once you click Confirm, the change will be removed and you will continue on your current billing frequency for the next billing date. ## Support * **Help Center:** Access the Help Center from the menu for articles and FAQs. * **Customer Support:** If you need further assistance or need to change the primary user on the account, contact our support team via the chat widget on the bottom right corner of the screen. Managing your billing frequency in oboloo is designed to be straightforward and flexible. If you have any questions or need assistance, our support team is here to help. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Time Zone Overview And Updating Your Time Zone **The Time zone Functionality in oboloo allows users to set opening and closing dates for sourcing activities based on their local time zones.** The **Time Zone** setting in the platform ensures that all time-sensitive sourcing activities deadlines are correctly displayed according to your organization’s **local time zone**. This is particularly important for: * **Global teams** that work across different time zones. * **Suppliers** who need clarity on submission deadlines based on their respective locations. * **Avoiding confusion** regarding event opening and closing times. Your time zone was initially set when the platform was first configured by the **administrator** in your organization. However, you can **update it at any time** if your business expands or operates in multiple regions. **Only users with the appropriate access can update your organizations time zone within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** ### **When to Use This Feature** * When your organization operates across multiple regions and needs to align timestamps with local time zones. * When sourcing event deadlines must accurately reflect the correct time for suppliers and internal teams. ## Step-by-Step Guide ### **1. Navigate to Company Settings** * Click **Settings** in the **main menu**. * Select **Company Settings** from the dropdown list. ### **2. Locate the Company Time Zone Field** * Scroll down to the **Company Time Zone** section. * Your current time zone will be displayed in the dropdown field. ### **3. Choose a New Time Zone** * Click on the **Company Time Zone** dropdown. * Select the new time zone that best represents your organization’s location. 💡 **Tip:** Ensure that the time zone you select reflects the region where **most sourcing events and deadlines are managed**. ### **4. Save the Changes** * Click **"Save Changes"** to confirm the update. ### **5. The Time Zone is Now Updated!** * All dates and timestamps across the platform will now reflect the new time zone. * Future sourcing deadlines and scheduled tasks will be adjusted accordingly. ## Key Considerations & Best Practices ✅ **This is a global setting**, meaning all users in the organization will see timestamps in the selected time zone. ✅ Updating the time zone **does not change past records**—only future events will be affected. ✅ Ensure that all **sourcing activities and supplier deadlines** align with your new time zone settings to avoid discrepancies. ✅ Inform your team and suppliers of the time zone update **if they are operating from different regions**. ✅ If you experience **unexpected time discrepancies**, try clearing your browser cache or refreshing your session. ## Additional Resources 📌 **Related User Guides:** * **[Setting Up Sourcing Event Deadlines](https://help.oboloo.com/en/articles/5974-setting-opening-and-closing-dates-in-your)** - How to set sourcing event deadlines * **[Company Settings Overview](https://help.oboloo.com/en/articles/5905-company-settings)** *- View the* company settings options available 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Two-Factor Authentication (2FA) **2FA adds an extra layer of security to your account by requiring two forms of authentication: your password and a verification code. This guide will walk you through the process of using 2FA to safeguard your account.** When logging into oboloo, you will need to either use your company email address and password or use [single sign-on](https://help.oboloo.com/en/microsoft-single-signon-sso). If you're using your email and password, you will need to also provide an authentication code, better known as a two-factor authentication code (2FA). Once you have entered your email and password on your organisations oboloo login page, you will see a section to input this code. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737676734373.png)At the same time, an email with your two-factor authentication code will be emailed to your email address. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737676463073.png)Simply input this code within the login page on your browner to complete the login process securely. 2FA ensures that even if your login credentials are compromised, unauthorized access to your account is mitigated. 💡 **Tip:** For enhanced security and best practice compliance, users are automatically signed out after 8 hours. ## **When to Use This Feature** * When logging into the system using **your email and password**. * When ensuring **enhanced security** by requiring an additional verification step. * When complying with **mandatory security protocols** for all users. * When preventing unauthorized access to your account. ## Step-by-Step Guide ### **1. Enter Your Login Credentials** * On your organization's login page, enter your **email address and password**. * Click **Log In**. ### **2. Receive Your 2FA Code via Email** * A **Two-Factor Authentication (2FA) code** will be automatically sent to your **registered email address**. * Open your email inbox and locate the **2FA code email**. ### **3. Enter the 2FA Code** * On the login page, enter the **authentication code** received via email. * Click **Submit** to complete the login process securely. 💡 **Tip:** If you do not receive the email within a few minutes, check your **spam or junk folder**. ## Key Considerations & Best Practices ✅ **2FA is Mandatory** – This feature is **enabled for all users** and cannot be turned off for security reasons. ✅ **One-Time Use Codes** – A new 2FA code is generated **each time you log in** and must be used before it expires. ✅ **Check Your Spam Folder** – If you do not see the 2FA email in your inbox, check your spam or junk folder. ✅ **Ensure Secure Email Access** – Since your 2FA code is sent via email, ensure that your email account is **secure and accessible**. ✅ **Do Not Share Your 2FA Code** – This code is **unique to your session** and should never be shared with anyone. ## Additional Resources 📌 **Related User Guides:** * **[Forgotten Your Password](https://help.oboloo.com/en/forgotten-your-password)** – If you have trouble accessing your account. * **[Microsoft Single Sign-On (SSO)](https://help.oboloo.com/en/microsoft-single-signon-sso)** – If your organization supports alternative login methods. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. # Understanding Currency Conversion in oboloo Savings Management **In oboloo’s Savings Management module, all savings amounts are displayed in the organization’s base currency.** To ensure financial consistency across projects, savings created in **different currencies** are **converted using the exchange rate at the time of creation**. This guide explains: * **How currency conversion works** in savings projects * **How exchange rates are applied** * **How to edit exchange rates for savings milestones** ## How Currency Conversion Works ### **1. Exchange Rate at Project Creation** * When a new **savings project** is created, you select the **project’s currency**. * The **exchange rate** used for conversion to the **organization’s base currency** is **automatically applied** from the **[Currencies setting page](https://help.oboloo.com/en/adding-a-new-currency)** at the time of project creation. * This ensures that **all financial data remains consistent** across different projects. ### **2. Savings Dashboard Display** * The **Savings Dashboard always displays savings amounts in the organization’s [base currency](https://help.oboloo.com/en/base-currency-overview).** * The system converts **all savings data** using the **exchange rate set at the time of project creation**. 💡 **Tip:** If exchange rates fluctuate, users can manually update exchange rates for individual milestones to **reflect current values**. ## Editing Exchange Rates for Savings Milestones If an **exchange rate** needs to be **adjusted for an individual milestone**, follow these steps: ### **1. Navigate to the Savings Management Module** * Open **Savings Management** from the main menu. ### **2. Select the Savings Project** * Locate and open the **savings project** where the milestone’s exchange rate needs updating. ### **3. Go to the Milestones Tab** * Click on the **Milestones tab** within the savings project. ### **4. Edit the Milestone** * In the **Actions column**, select **Edit** next to the milestone. ### **5. Update the Exchange Rate** * Locate the **"Exchange Rate Against Base Currency"** field. * Enter the **new exchange rate** as required. ### **6. Save Changes** * Click **Save** to update the milestone with the new exchange rate. ## How Exchange Rate Updates Affect Savings Data ✅ **Updated exchange rates affect all milestone calculations** and ensure that: * **Savings values remain accurate** based on the latest financial data. * The **Savings Dashboard reflects updated amounts** in the base currency. 💡 **Warning:** Any changes made to **exchange rates under a milestone** will **immediately update financial figures** on the Savings Dashboard. ## Key Considerations & Best Practices ✅ **Use Consistent Exchange Rates** – Ensure that all savings projects follow the correct exchange rates for financial accuracy. ✅ **Review Exchange Rates Regularly** – If currency fluctuations impact savings projects, consider updating exchange rates for individual milestones. ✅ **Use the Base Currency for Reporting** – All savings values are converted and reported in the **organization’s base currency** for consistency. ✅ **Monitor Savings Dashboards After Updates** – Changes in exchange rates will be **reflected in savings reports and analytics**. ✅ **Utilize the Currencies Knowledge Base** – For more details on managing **currencies and exchange rates**, refer to the **[Currencies Knowledge Base.](https://help.oboloo.com/en/updating-currency-exchange-rates)** ## Additional Resources 📌 **Related User Guides:** * **[Managing Savings Milestones ](https://help.oboloo.com/en/editing-and-completing-milestones-for-a-savings-record)**– Learn how to track and update milestone details. * **[Understanding Savings Calculations ](https://help.oboloo.com/en/how-are-savings-calculated-within-oboloo)**– How savings percentages are calculated in different currencies. * **[Adding a New Currency ](https://help.oboloo.com/en/adding-a-new-currency)**– How to add a new currency in obloloo. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Understanding the Primary User **The Primary User holds a unique administrative role within an organisation’s account.** They are responsible for **subscription management, billing, and high-level configurations**. The Primary User is assigned during the initial onboarding process and serves as the **main point of contact** between the organisation and the system provider. This guide outlines the **responsibilities of the Primary User**, how their role impacts the platform, and the process for **managing or updating the Primary User** if needed. ### **When to Use This Feature** * When managing **subscription and billing details**. * When identifying the **Primary User** in the system. * When updating the **Primary User’s role** within the organisation. * When troubleshooting **restricted actions** attempted by non-primary users. 💡 **Note:** The Primary User is not the same as a primary supplier contact. The Primary User is an internal role covering billing and subscription management for your own organisation. A primary supplier contact is the main point of contact at one of your suppliers. See [Primary Supplier Contacts](https://help.oboloo.com/en/primary-supplier-contacts). ## Role and Responsibilities of the Primary User The **Primary User** has exclusive permissions and responsibilities that extend beyond standard users. These include: ### **Subscription Management** * The **Primary User** is the only individual who can **upgrade or renew** the organisation’s subscription. * They have exclusive access to the **Manage Subscription & Billing** section under **Account Management**, where they can: * **Update payment methods**. * **Adjust licence counts**. * **View and download invoices**. ### **Billing Authority** * Only the **Primary User** can **modify billing options or subscription details**. * They act as the **financial point of contact** for the organisation. * The **Primary User** receives **automated notifications** about billing events such as **subscription renewals and payment updates**. ### **Adding Licences** * The **Primary User** can purchase additional licences for new users within the organisation. ### **Account Security & Ownership** * The **Primary User** ensures the **integrity** of the organisation’s account and serves as the **main administrator** for **major account decisions**. ### **User Management Oversight** * While other users **may** have user management permissions, the **Primary User** is ultimately responsible for **monitoring licence usage and billing**. ## How to Identify the Primary User The **Primary User** is clearly **marked** within the **User Management** section. ### **Step 1: Navigate to the User Table** 1. Click on **Settings** from the left-hand menu. 2. Click on **Users** to access the **User Management** section. ### **Step 2: Locate the Primary User** 3. In the **User Table**, find the column labeled **Primary User**. 4. A **tick icon** will be displayed next to the assigned **Primary User**. 📌 **Tip:** Hover over the tick icon to see a tooltip explaining the **Primary User’s responsibilities**, including **subscription, billing, and licence management**. ## What Happens When Non-Primary Users Attempt Restricted Actions? If a **non-primary user** tries to perform an action that is restricted to the **Primary User**, the system will display a **notification message** guiding them to contact the **Primary User**. ### **Upgrade Attempt** 📌 If a **non-primary user** tries to **upgrade the account**, a modal appears with the message: *"Thanks for choosing to upgrade. Only your organisation's Primary User (\[Primary User’s Email Address\]) can upgrade your account. Please reach out to them to complete this process. If you need to change your Primary User, please contact our support team at [oboloo.com/contact-us](https://*oboloo.com/contact-us*)* ### **Manage Subscription Attempt** 📌 If a **non-primary user** attempts to **access the Manage Subscription & Billing section**, an advisory note below the button will state: *"Please note, only the Primary User (\[Primary User’s Email Address\]) can amend your organisation’s billing options."* ## How to Change the Primary User The **Primary User** is the main billing and subscription administrator for your oboloo account. This user has access to billing functionality, including invoices, payment methods, subscription management, and the Stripe Customer Portal. Changing the Primary User helps ensure the correct person within your organization manages billing access and account ownership responsibilities. ### **Step 1: Navigate to Settings > Users** * Open the **Settings** menu from the left-hand navigation. * Click into the **Users** page to view all users within your organization. ### **Step 2: Open the User Record** * Select the user you would like to assign as the new **Primary User**. * This will open the user’s profile record page. ### **Step 3: Enable the Primary User Option** * At the bottom of the user record page, tick the option: **“Make this user your organization’s Primary User?”** * If the selected user is already the Primary User, this option will already be ticked and disabled. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/WTQc0jJRn4SDZ8YP93jjIP2od7QcUQuw6oyUPUf7.png)### **Step 4: Confirm the Change** * After selecting the checkbox, a confirmation popup will appear explaining the impact of the change. * Click **“Confirm”** to proceed. * Once confirmed: * The selected user becomes the new Primary User * The previous Primary User is automatically removed * Billing access and subscription controls transfer immediately * The Primary User indicator updates across the Users table 📌 **Important:** Only one **Primary User** can exist per organisation at any time. 💡 **Tip:** We recommend assigning the Primary User role to someone responsible for billing, subscription management, or overall platform administration within your organisation. ## Key Considerations & Best Practices ✅ **Ensure the correct Primary User is assigned** – The **Primary User** manages **billing, subscription, and licences**, so this role should be assigned to someone with **financial or administrative authority**. ✅ **Keep the Primary User updated** – If a **Primary User leaves the company**, update their role immediately to **prevent disruptions** in account management. ✅ **Verify permissions before requesting a change** – Only the **Primary User** or an **authorised representative** can **request a change**. ✅ **Monitor restricted action attempts** – If users encounter **access issues**, confirm whether their action is **restricted to the Primary User**. ✅ **Use the hover tooltips for clarification** – The **tick icon** in the User Table **quickly identifies** the Primary User. ## Additional Resources 📌 **Related User Guides:** * **[Managing User Permissions](https://help.oboloo.com/en/user-roles-access-rights-rbac)** – Guide on assigning and updating user roles. * **[Assigning & Revoking Licenses](https://help.oboloo.com/en/assigning-and-revoking-licenses)** – How to assign licenses to users. * **[Increasing or Decreasing License Numbers](https://help.oboloo.com/en/increasing-or-decreasing-license-quantities)** - How to change the number of oboloo licenses purchased 📌 **Need Further Help?** For **Primary User updates** or **billing-related inquiries**, contact **Support** at *[oboloo.com/contact-us](https://*oboloo.com/contact-us*)* # Updating Currency Exchange Rates **Exchange rates in the platform are used to convert financial values when managing records such as sourcing events, contracts, and savings.** **Only users with the appropriate access can manage currencies within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** Note: The **Base Currency** is the default currency your company uses within oboloo and will always appear first in all currency drop downs. This can be updated via the Company Settings page only. Keeping exchange rates up to date ensures that **cost calculations, savings tracking, and financial reporting** remain accurate. Exchange rates are set **relative to your organization’s base currency** and can be updated manually whenever required. **TIP**: Exchange rates can be updated against individual savings milestone records within the Savings Management module at anytime. Find out more [here](https://help.oboloo.com/en/editing-exchange-rates-per-milestone). **TIP**: When an exchange rate against a currency is updated in oboloo, all future created savings records with that currency applied against them will automatically be assigned the updated exchange rate. All historic records will remain unchanged and will keep the exchange rate that was present against that currency at the time the record was created. ### **When to Use This Feature** * If your organization **operates with multiple currencies** and needs accurate **conversion rates**. * If exchange rates **fluctuate**, requiring regular updates to ensure **financial accuracy**. * If you need to **adjust past exchange rates** to reflect organizational financial policies. ## Step-by-Step Guide ### **1. Navigate to the Currencies Page** * Click **Settings** in the **main menu**. * Select **Currencies** from the dropdown list. ### **2. Locate the Currency to Update** * Find the **currency** you need to update in the list. * Click on the **Actions** menu (three dots) in the last column. * Select **"Edit"** from the dropdown options. ### **3. Update the Exchange Rate** * A popup will appear, allowing you to modify the **Exchange Rate** field. * Enter the **new exchange rate** based on the most recent financial data. * Ensure that the new exchange rate is **accurate** and aligns with **internal or market exchange rates**. 💡 **Tip:** Exchange rate adjustments apply **moving forward** and do not retroactively update historical financial records. ### **4. Save Your Changes** * Click **"Save Changes"** to apply the update. ### **5. Exchange Rate is Now Updated!** * All future financial records that use this currency will now apply the **new exchange rate**. * If necessary, you can return to this page to **make further adjustments** at any time. ## Key Considerations & Best Practices ✅ **Exchange rates must be reviewed periodically** to ensure financial calculations remain accurate. ✅ Updating an exchange rate **does not change past financial records**, only new and future transactions. ✅ If your organization operates in **multiple regions**, ensure exchange rates are aligned with **official market rates**. ✅ Users with **financial access permissions** should be responsible for updating exchange rates to maintain consistency. ## Additional Resources 📌 **Related User Guides:** * **[Adding a New Currency](https://help.oboloo.com/en/adding-a-new-currency)** *(if a new currency needs to be introduced to the system)* * **[Base Currency Overview](https://help.oboloo.com/en/base-currency-overview)** *(user guide that covers your base currency and its impact across your oboloo platform)* * **[Updating The Base Currency](https://help.oboloo.com/en/updating-the-base-currency)** *(if your organization switches its primary financial reference currency)* 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Updating the Base Currency Updating the base currency is a **significant action** that affects how all financial data is structured moving forward. It is important to ensure all stakeholders are informed before making changes. **Note**: The **Base Currency** is the default currency your company uses within oboloo and will always appear first in all currency drop downs. This can be updated via the Company Settings page only. **Please read:** The base currency serves as a reference point for financial records within the platform. The base currency is set during the initial signup process and there is rarely a need to ever update it. However, if there's a need to update the base currency, navigate to the Company Settings page. Here, you can locate the Base Currency drop down and make the necessary update. We recommend informing all stakeholders where necessary prior to making any updates to the base currency. It's important to note that altering the base currency may impact existing exchange rates. Therefore, if a change is made, users must ensure that all other exchange rates are updated accordingly to maintain accurate financial records. **Only users with the appropriate access can update your organizations base currency within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** ### **When to Use This Feature** * If your organization **operates in a new primary currency** due to **business expansion** or **regulatory changes**. * If financial reporting and calculations **need to be aligned** with a new standard currency. * If past financial records were recorded in a different currency and require adjustment. ## **Step-by-Step Guide** ### **1. Navigate to the Company Settings Page** * Click **Settings** in the **main menu**. * Select **Company Settings** from the dropdown list. ### **2. Find the Base Currency Field** * Locate the **"Base Currency"** section. * Click **"Update"** next to the base currency field. ### **3. Choose a New Base Currency** * Select the new **base currency** from the dropdown list. * If the desired currency is **not listed**, add it first under **Settings > Currencies**. 💡 **Tip:** The base currency should be the **most commonly used currency** for financial transactions within your organization. ### **4. Save the Changes** * Click **"Save"** to confirm the update. ### **5. Base Currency is Now Updated!** * The platform will now display **all financial data** in the newly selected base currency. * Future transactions and financial records **will use the new base currency** as the default. ## Key Considerations & Best Practices ✅ **Changing the base currency does not convert past financial data**—historical records remain in the original currency. ✅ Exchange rates **must be reviewed and updated** after changing the base currency to ensure accurate conversions. ✅ The base currency **applies across all modules**, including sourcing, contracts, savings, and reporting. ✅ Ensure all **finance teams and stakeholders are informed** before making changes to prevent confusion in reporting. ## Additional Resources 📌 **Related User Guides:** * **[Base Currency Overview](https://help.oboloo.com/en/base-currency-overview)** *(user guide that covers your base currency and its impact across your oboloo platform)* * **[Adding a New Currency](https://help.oboloo.com/en/adding-a-new-currency)** *(if a new currency needs to be introduced to the system)* 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Updating Your Company Date Format **The Date Format setting allows you to choose how dates are displayed throughout the platform, ensuring consistency across records, reports, and notifications.** Users can select between the **DD/MM/YYYY** format (common in the UK, Europe, and Australia) or the **MM/DD/YYYY** format (commonly used in the US). 💡 **Note:** This is a **global setting**, meaning the selected date format will apply to **all users** in the platform. Individual users cannot customize their own date format. **Only users with the appropriate access can update your organizations default date format within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** ### **When to Use This Feature** * If your organization **operates in different regions** with varying date format preferences. * If reports need to be **standardized** to match internal company policies. * If users are **more familiar** with a specific date format. ## Step-by-Step Guide ### **1. Navigate to Company Settings** * Click **Settings** in the **main menu**. * Select **Company Settings** from the dropdown list. ### **2. Locate the Date Format Field** * Find the **"Date Format"** section. ### **3. Select Your Preferred Format** * Click on the dropdown menu under the **Date Format** field. * Choose between **DD/MM/YYYY** or **MM/DD/YYYY**. 💡 **Tip:** The chosen format will apply **across all date fields**, including contracts, sourcing events, and savings records. ### **4. Save the Changes** * Click **"Save Changes"** to apply the new date format. ### **5. The Date Format is Now Updated!** * All date fields across the platform will now display in the **selected format**. * If changes do not appear immediately, refresh your browser or **clear your cache**. ## Key Considerations & Best Practices ✅ **This is a global setting**, meaning all users will see dates in the new format—users cannot set individual preferences. ✅ Ensure that **all users are informed** of the format change to prevent confusion in data entry and reporting. ✅ If your organization has **teams in multiple regions**, consider **standardizing the date format** for consistency. ✅ Refresh your browser after saving changes to ensure the new format is displayed correctly. ✅ **Only users with the appropriate permissions** can update the company settings. If you do not have access, check with your administrator or review the user access guide. ✅ This setting **can be reversed at any time** by following the same steps in this guide. ## Additional Resources 📌 **Related User Guides:** * **[Updating the Base Currency](https://help.oboloo.com/en/updating-the-base-currency)** *(if financial settings also need to be adjusted to match regional standards)* * **[User Access & Permissions](https://help.oboloo.com/en/articles/5904-user-roles-access-rights)** *(to learn more about who can make company-wide changes)* 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Updating Your Payment Method on oboloo **Keeping your payment information up-to-date is essential for uninterrupted access to oboloo. This guide will walk you through the process of managing your payment methods using our Stripe customer portal.** **Primary User Requirement:** Only the email of the user who originally signed up for the trial can access the customer portal. If you need to change the primary user on the account, please reach out to support. Find out more about primary users and how to update them [here](https://help.oboloo.com/en/understanding-the-primary-user). All users within oboloo who have granted access rights to the Account Management page, have the ability to charge the organizations saved default payment method on their account. Restriction of access must be carried out by an organizations system Administrator. ## **Managing Your Payment Method** **1. Access Account Management:** Go to the "Settings" menu on the left-hand main menu and select "Account Management." ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737448575100.png)**2. Manage Billing:** Click on the orange "Manage billing" button. You will be redirected to the customer portal hosted by Stripe. ![BlockNote image](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/dbqQezFx73hhlbPB75yTO622D1FaPCgAg8WRlBWB.png)**3. Login to Stripe Customer Portal:** The user who originally signed up for your organizations account is typically responsible for managing your organization’s billing as they will automatically be assigned as the [Primary user](https://help.oboloo.com/en/understanding-the-primary-user). Your organizations primary user is shown under the Account Management page: ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/O8jZivQWHTbngpQbHP0c6UaDjoAEjvxALAJjW2qn.png)You can only have one primary user on an oboloo account. The primary user can be changed at any point by contacting oboloo - oboloo.com/contact-us Input the primary user's email address into the Stripe customer portal. A login link will be sent to that email address. Click the link to access the portal. Find out more about primary users and how to update them [here](https://help.oboloo.com/en/understanding-the-primary-user). ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737448614900.png)**4. View Payment Methods:** In the customer portal, navigate to the section "Payment Method" where you can view your payment methods on file. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737448765462.png)**5. Edit Payment Methods:** You can edit existing payment methods, remove outdated ones, or add new payment methods. Assign a default payment method to ensure the correct method is charged for future transactions. **6. Save Changes:** Confirm any changes or additions you make to your payment methods. The updated payment information will be saved and used for future billing cycles. ## Important Notes **Primary User Requirement:** Only the email of the user who originally signed up for the trial can access the customer portal. If you need to change the primary user on the account, please reach out to support. Find out more about primary users and how to update them [here](https://help.oboloo.com/en/understanding-the-primary-user). **Default Payment Method:** Ensure you assign a default payment method to avoid any billing issues. **Security:** All payment information is securely managed within the Stripe customer portal. ## Support **Help Center:** Access the Help Center from the menu for articles and FAQs. **Customer Support:** If you need further assistance or need to change the primary user on the account, contact our support team via the chat widget on the bottom right corner of the screen or via oboloo.com/contact-us Updating your payment method in oboloo is designed to be simple and secure. Whether adding a new card, removing an outdated one, or setting a default payment method, the process ensures your billing information is always current. If you have any questions or need assistance, our support team is here to help. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Upgrading Your oboloo Subscription Congratulations on deciding to upgrade your oboloo experience! This guide will walk you through the process of upgrading to a plus plan. Follow these simple steps to choose the best plan for your organization. ## Upgrading your oboloo subscription to a Plus plan All users within oboloo who have granted access rights to the Account Management page, have the ability to upgrade to one or more of oboloo's Plus plans. Restriction of access must be carried out by an organizations system Administrator. You can upgrade to a monthly or annual plan at any time. Here’s how: **1. Access Account Management:** Expand the "Settings" menu on the left-hand main menu and select "Account Management." ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737391247009.png)**2. Initiate the Upgrade:** Click on the "Upgrade" button located either under "Account Management" or at the top of the page. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/HZ3WCHGkh3OXf4rJgVFwPFiwHvj0c5Z4Zk0EmnGL.png)**3. Choose Your Plan:** You will be redirected to oboloo's upgrade page where you will see our available Plus plans your organization can upgrade to. Select either the monthly or annual plan. Note that choosing the annual plan will save you 17% per year. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/8uEo67pWqTNrdXVDJAJaCKfT3cpu1SSMkr3X2luw.png)Note: A full comparison of features between each Plus plan and the free forever plan can be found at the bottom of this page **4. Selecting your plans/modules:** Select which modules you would like to include in your paid subscription by clicking the **'+ Add To Subscription'** button one each of the module cards. You may choose just one plan, or multiple. As your begin to select each module, they will appear on the right-hand side of the page in a new panel. Within this panel, you can adjust the number of licenses you will need for your subscription. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/lazdbtmv2Jz6d4Er98jIANLXgl2lsYBVPk8UhbMK.png)Note: All users on oboloo share the same subscription and therefore same modules. You will need to purchase a license for all users needed on your organizations oboloo platform for all modules included in your subscription. License quantity is based across all modules included in your subscription, not by individual module. Once you have selected the modules you would like to include in your oboloo subscription, click the **'Continue To Payment'** button, shown in the screenshot above. **5. Stripe Checkout:** You will be redirected to our secure checkout page, hosted by Stripe. Within here, you can checkout using a debit/credit card. You can also apply a promotion discount code if one has been provided to you. **Tax Calculation:** Tax is automatically calculated by Stripe based on your location. If you would like to pay via invoice, please get in touch with the oboloo support team who will be happy can arrange this. Once you have completed the checkout, you will be redirected back to your oboloo platform and a confirmation message will be displayed. You will receive confirmation of your purchase and a receipt from Stripe to your email address. **6. Assign Licenses To Users:** Once you have upgraded, you will need to assign users licences to access oboloo, including those who were using oboloo on the free forever plan if you wish for them to continue accessing oboloo. By default, the primary user who upgraded to the paid plan is already assigned a license. To assign a license to a user, go to the users profile (Settings > Users) and navigate to the 'License & Plans' tab. Click the green 'Assign License' button. ### **Important Points to Remember** * **Plan Selection:** Carefully choose between the monthly and annual plans based on your organization's needs. Remember, the annual plan offers a 17% saving. * **User Quantity:** Ensure you select the correct number of users required for your organization during checkout. You can increase the license quantity later on if needed. * **Secure Payment:** All transactions are securely processed by Stripe * **Support:** If you opt to pay by invoice, a member of the oboloo support team will contact you to assist with the payment process. ## Support * **Help Center:** Access the Help Center from the menu for articles and FAQs. * **Customer Support:** If you need further assistance contact our support team via the chat widget on the bottom right corner of the screen. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Uploading A Requested Contract Document **If a client has requested a contract document from you via oboloo, you will receive an email notification containing details of the request.** This email will include the **document name, contract title, a reference code, and any additional notes or instructions provided by your client**. 📌 **This guide will walk you through the step-by-step process of uploading your contract document to the oboloo portal.** ## Step-by-Step Guide ### Step 1: Access the Supplier Portal 1. Open the **email notification** sent by your client. 2. Click on the **Upload Documentation** button within the email. 3. You will be redirected to the oboloo supplier portal. 4. Enter the **Reference Code** from the email into the login field. 5. Click **Log In** to access the upload page. ### Step 2: Locate the Document Request 1. Once inside the portal, navigate to the **Contract Document Request** tab. 2. This section displays all **contract document requests** from your client, including: * **Requested documents** * **Any notes from the client** * **Current upload status** 3. Find the document request that has the status **"Awaiting Upload."** A client can also send you a document to download, review and upload. 4. Click **Upload** under the **Actions** column. 💡 *Note: Document requests can be cancelled by the client. If a request is cancelled, the supplier contact who originally received the document upload request will be notified by email. The cancelled request will also be removed from the Contract Documents tab and will no longer be available for upload.* ### Step 3: Upload Your Document 1. Enter a **document title** to help identify the file. 2. Click **Choose File** to select the requested document from your device. 3. If required, enter an **expiry date**. If your document **does not have an expiry date**, leave this field blank. ### Step 4: Submit the Document 1. Click the **Upload Document** button to submit the file to your client. 2. Once the upload is complete, your client will receive a **notification confirming the submission**. 3. The client will then be able to **review and approve the document** as needed. ## Key Considerations & Best Practices ✅ Ensure the document is in the correct format before uploading. ✅ Double-check any **notes or instructions** provided by the client in the request. ✅ If you need to upload multiple documents, repeat the process for each file. ✅ If your document has an **expiry date**, enter it accurately to avoid compliance issues. ✅ Once submitted, you **cannot edit or replace** the document unless the client requests a re-upload. 📌 **Need Further Help?** For assistance with **uploading a contract document**, contact your **client** or the **oboloo support team**. # Uploading A Requested Supplier Document **If your client has requested a supplier document, you will receive an email notification containing the details of the request.** This email will include the **document name, reference code, and any additional notes or instructions provided by your client**. 📌 **This guide will walk you through the step-by-step process of uploading your supplier document to the oboloo portal.** ## Step-by-Step Guide ### Step 1: Access the Supplier Portal 1. Open the **email notification** sent by your client. 2. Click on the **Upload Documentation** button within the email. 3. You will be redirected to the oboloo supplier portal. 4. Enter the **Reference Code** from the email into the login field. 5. Click **Log In** to access the upload page. ### Step 2: Locate the Document Request 1. Once inside the portal, navigate to the **Supplier Document Request** tab. 2. This section displays all **supplier document requests** from your client, including: * **Requested documents** * **Any notes from the client** * **Current upload status** 3. Find the document request that has the status **"Awaiting Upload."** A client can also send you a document to download, review and upload. 4. Click **Upload** under the **Actions** column. 💡 *Note: Document requests can be cancelled by the client. If a request is cancelled, the supplier contact who originally received the document upload request will be notified by email. The cancelled request will also be removed from the supplier’s Documents tab and will no longer be available for upload.* ### Step 3: Upload Your Document 1. Enter a **document title** to help identify the file. 2. Click **Choose File** to select the requested document from your device. 3. If required, enter an **expiry date**. If your document **does not have an expiry date**, leave this field blank. ### Step 4: Submit the Document 1. Click the **Upload Document** button to submit the file to your client. 2. Once the upload is complete, your client will receive a **notification confirming the submission**. 3. The client will then be able to **review and approve the document** as needed. ## Key Considerations & Best Practices ✅ Ensure the document is in the correct format before uploading. ✅ Double-check any **notes or instructions** provided by the client in the request. ✅ If you need to upload multiple documents, repeat the process for each file. ✅ If your document has an **expiry date**, enter it accurately to avoid compliance issues. ✅ Once submitted, you **cannot edit or replace** the document unless the client requests a re-upload. 📌 **Need Further Help?** For assistance with **uploading a supplier document**, contact your **client** or the **oboloo support team**. # Uploading or Migrating Your Data into oboloo **Setting up your procurement data in oboloo has never been easier.** We take care of your data migration so you don’t have to! No complicated uploads, no time-consuming formatting—just a smooth, hassle-free setup handled by our expert team. When you join oboloo, we’ll migrate your supplier, contract, and savings data **for free**, ensuring everything is structured correctly and ready to use from day one. Forget the stress of manual uploads—**we do all the work for you**, so you can focus on what really matters. Every organisation gets a **dedicated account manager** who works closely with you to ensure your data is mapped accurately, seamlessly integrated, and optimised for success. Our team takes the time to **set you up for long-term success**, eliminating any guesswork so you can hit the ground running. This isn't just about data migration—it’s about **making sure you start strong**. With our expert guidance and hands-on support, you’ll be up and running in no time, fully equipped to maximise the power of oboloo from day one. Let us handle the heavy lifting while you enjoy a seamless onboarding experience. **No stress, no hidden costs—just a smooth, effortless transition.** 🚀 ## **Uploading Procurement Data into oboloo** 1. **Contact Your oboloo Account Manager** Reach out to your dedicated account manager or oboloo.com/contact-us to start the process. 2. **Send Us Your Data** Provide your supplier, contract, or savings data in a structured format such as a spreadsheet or an export from your current system. 3. **Data Mapping & Upload** Our team will review, map, and format your data to ensure compatibility with oboloo. 4. **Confirmation & Setup** Once uploaded, we’ll notify you and walk you through how to access and manage your data in oboloo. ## **Migrating Your Data from Another System** 1. **Initial Consultation** If you’re moving from another procurement system, our team will assess your existing data and determine the best approach for migration. 2. **Secure Data Transfer** We’ll work with you to extract and structure the data to ensure it aligns perfectly with oboloo. 3. **Seamless Integration** Our experts will handle the migration, ensuring everything is mapped and imported correctly. 4. **Review & Go Live** Once the migration is complete, we’ll notify you and provide a guided walkthrough to ensure you’re set up for success. ## **What This Means for You** ✅ **No Manual Uploads** – We do the heavy lifting so you don’t have to. ✅ **Secure & Reliable** – Your data is handled with the highest security standards. ✅ **Fully Managed Process** – Our team ensures everything is structured and ready to use. ✅ **Dedicated Support** – Your account manager will be there to assist every step of the way. Get started today by contacting your oboloo account manager or via oboloo.com/contact-us. Let us handle the data so you can focus on procurement. 📌 **Migrate your data today** Get started today by contacting your oboloo account manager or messaging us on live chat. Let us handle the data so you can focus on procurement. # User Roles & Access Rights (RBAC) Only subscribers on any paid Plus plan can create custom user roles **Create new user roles and assign access to groups or individual users. Choose which users can create, view, edit, export and approve specific records within oboloo.** ### **Introduction** User Roles and Access Rights in oboloo allow organisations to securely manage user permissions across all modules of the platform. With flexible role configurations, administrators can control exactly what each user or group of users can view, create, edit, approve, archive, delete, export, or manage across each module. Access to individual records can be further restricted by record owners. This ensures that sensitive procurement and contract data is only accessed by authorised individuals, while allowing wider teams to collaborate efficiently within their roles. This guide explains how to configure user roles, apply granular permissions across modules, and assign roles to users in line with your organisation’s structure and governance policies. **Only users with the appropriate access can add and manage users within oboloo.** ### **When to Use This Feature** ✅ When onboarding new users into your oboloo account ✅ When setting up user access based on department, responsibility, or seniority ✅ When adjusting access rights for platform modules ✅ When delegating admin controls to specific superusers or power users ## Understanding oboloo's User Access Roles oboloo's **User Access Roles** functionality is designed to provide organisations with a robust and flexible way to manage user permissions and maintain security across the platform. By assigning specific roles to users, organisations can control who has access to certain features, data, and functions, ensuring that sensitive information is only available to authorised personnel. This guide explains how oboloo's User Access Roles work, their importance, and how to configure them to suit your organisation's needs. ## Step-by-Step Guide: Managing User Roles and Permissions ### **Step 1: Navigate to User Roles** * Go to **Settings** from the main navigation menu * Select **User Roles** * This will display a list of all current user roles in your organisation, including default ones like Admin or Superuser ### **Step 2: Create or Edit a Role** * To create a new role, click **New Role** * To edit an existing role, click the **edit icon** next to the role name * Enter or update the **Role Name** (e.g., Procurement Manager, Contract Viewer) ### **Step 3: Configure Module Permissions** Each module in oboloo—such as Supplier Management, Contract Management, eSourcing, and Savings Management—has a grid of permissions: * **Read**: View records in that module, excluding any records restricted to owners only * **Edit**: Edit or update existing records, excluding any records restricted to owners only * **Create**: Add new records * **Archive**: Move records out of active use (available in certain modules only), excluding any records restricted to owners only * **Approve Records**: Approve or reject submissions like contracts, suppliers, or savings, excluding any records restricted to owners only * **Approve Documents**: Approve documents uploaded against records (where enabled), excluding any records restricted to owners only * **Export**: Export data tables from the module * **Delete**: Permanently remove data (available for certain admin modules only) * **Deactivate**: Deactivate a user profile (for User Management roles only) 📌 Tick the boxes to enable or disable permissions per module. You can also **Select All** at the top to quickly apply full access. ### **Step 4: Assign Roles to Users** * Go to **User Management** from the Settings menu * Click on a user or add a new one * Under **Role**, select the user role you just created or edited * Save the user profile ## Record-Level Access The permissions above are set at module level and apply to every record in that module. Access to an individual record can also be restricted by its owners, so that only owners can edit it, or only owners can view and edit it. Record restrictions are applied on top of module permissions and can only reduce a user's access, never grant it. A user without module access will not gain access to a record within it by being made an owner. Administrators are never affected by record restrictions. See [Record Access – Restricting Individual Records](https://help.oboloo.com/en/record-access-restricting-records). ## Common Use Case Examples **Procurement Team Member** * Access to: Supplier Management, eSourcing, and Savings Management * Permissions: Create, Edit, View, and Export * No access to administrative settings or User Management **Contract Owner** * Access to: Contract Management module * Permissions: Approve Contracts, View and Edit Documents * No access to export or delete **Finance Administrator** * Access to: All modules * Permissions: Full access, including export, configuration, and approval rights * Role: Superuser ## Key Considerations & Best Practices ✅ Keep permissions aligned with user responsibilities to avoid unauthorised access ✅ Use role-based assignment to streamline onboarding for new users ✅ Review and update roles regularly, especially when team responsibilities change ✅ Limit admin and delete rights to only trusted users ✅ Always test new roles using a dummy user before assigning to wider teams ## Additional Resources 📌 **Related User Guides**: * **[User Management](https://help.oboloo.com/en/add-a-new-user)** – Add, edit, or deactivate user accounts 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Using Contract AI Summaries Only subscribers on the Contract Plus plan can access this feature Contract AI allows users to instantly generate an intelligent summary of any contract record, helping them quickly understand contract status, identify risks, and prioritise actions requiring attention. By analysing contract information including contract terms, key dates, notice periods, documents, renewal settings, ownership, supplier information, and contract activity, Contract AI creates an executive summary and highlights immediate actions that may require review. This guide will walk you through how to generate a Contract AI summary and interpret the results. ## When to Use This Feature ✅ Before contract review meetings. ✅ When preparing for contract renewals. ✅ When reviewing upcoming notice periods. ✅ When assessing contractual risk and obligations. ✅ When onboarding new contract owners. ✅ When quickly understanding the overall status of a contract. --- ## Step-by-Step Guide ### 1. Open a Contract Record Navigate to the contract you wish to review. * Navigate to **Contract Management**. * Open the required contract record. * Review the contract dashboard. The contract record displays key information including contract status, supplier details, contract value, key dates, notice periods, renewal information, ownership, and associated documents. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/TWD33Yxsh8rQAuI9ZrlrDebEaVIo11QqThftjpdm.png)--- ### 2. Generate an AI Summary Contract AI can be launched directly from the contract dashboard. * Click the **Summarise With AI** button. * Wait for the analysis to complete. * The system will generate a comprehensive contract summary. Contract AI reviews all available contract information and presents the most important findings in a structured format. --- ### 3. Review Immediate Actions Required At the top of the summary, Contract AI highlights urgent items that require attention. Examples may include: * Upcoming contract notice periods. * Contracts approaching expiry. * Missing or expired contract documents. * Auto-renewal risks. * Outstanding contract obligations. * Missing contract owner assignments. * Upcoming review dates or milestones. These actions are prioritised to help users focus on the most important contract-related activities first. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/1sQLjdqedbrLTalrqvM5w3889Ebt8gndqcRxcukO.png)--- ### 4. Review the Executive Summary The Executive Summary provides a concise overview of the contract. This may include: * Contract purpose and scope. * Contract status. * Supplier information. * Contract value. * Renewal arrangements. * Notice period requirements. * Key contractual risks. * Important upcoming activities. The summary is designed to give users a complete contract overview in seconds without manually reviewing multiple sections of the contract record. --- ### 5. Review Contract Metrics Contract AI provides a high-level view of key contract indicators including: * Contract Status. * Contract Value. * Contract Term. * Renewal Status. * Notice Period. * Contract Risk Level. * Key Dates and Milestones. These metrics help users quickly assess the overall health and status of the contract. --- ### 6. Review Summary of Priorities The Summary of Priorities section consolidates important actions and recommendations identified by Contract AI. Examples may include: * Review upcoming notice periods. * Prepare for contract renewal discussions. * Validate contract ownership. * Review expiring contract documents. * Assess contract performance and value. * Complete contract compliance activities. Users can then navigate directly to the relevant area within the contract record to take action. --- ## Key Considerations & Best Practices * Contract AI summaries are generated using information stored within the contract record. * Ensure contract records are kept up to date for the most accurate results. * Review Immediate Actions Required regularly. * Use Contract AI before renewal, review, and supplier governance meetings. * Monitor upcoming notice periods to avoid unintended renewals. * Use the summary as a starting point for contract management activities. * AI-generated recommendations should support, not replace, business judgement. --- ## Additional Resources * [Creating and Managing Contracts](https://help.oboloo.com/en/add-a-new-contract) * [Managing Contract Documents](https://help.oboloo.com/en/adding-and-requesting-contract-documents) * [Contract Notifications and Alerts](https://help.oboloo.com/en/automated-contract-notifications) * [Contract Reporting and Dashboards](https://help.oboloo.com/en/navigating-the-contract-management-home-page) 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your **[user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights)** # Using Savings AI Summaries Only subscribers on the Savings Plus plan can access this feature **Savings AI** allows users to instantly generate an intelligent summary of any Savings Initiative, helping them quickly understand overall savings, identify opportunities and risks, and prioritise actions requiring attention. By analysing information stored within the savings record, including milestones, projected and realised savings, suppliers, categories, ownership, departments, locations, currencies, approvals, and activity history, **Savings AI** generates an executive summary and highlights key actions that may require review. This guide explains how to generate a Savings AI summary and interpret the results. ## When to Use This Feature ✅ Before Savings review meetings. ✅ When preparing management reports. ✅ When reviewing milestone progress. ✅ When monitoring realised savings against projections. ✅ When onboarding new savings owners or managers. ✅ When identifying savings initiatives requiring attention. ✅ When preparing quarterly or annual savings reports. --- ## Step-by-Step Guide ### 1. Open a Savings Record Navigate to the savings initiative you want to review. * Navigate to **Savings Management**. * Open the required **Savings Initiative**. * Review the savings dashboard. The savings record displays key information including projected and realised savings, milestones, suppliers, categories, ownership, approvals, currencies, locations, departments, and supporting documentation. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/5Xs16pJqfuqmCdcDnxiPRvsrj8IEz6CLf7m0Fkc5.png)--- ### 2. Generate an AI Summary Savings AI can be launched directly from the savings record. * Click **Summarise with AI**. * Wait while the analysis is generated. * The system will create a comprehensive summary of the savings initiative. Savings AI analyses all available information and presents the most important insights in a ### 3. Review Immediate Actions Required At the top of the summary, Savings AI highlights activities that may require immediate attention. Examples include: * Overdue milestones. * Milestones approaching their due date. * Savings awaiting approval. * Variances between projected and realised savings. * Missing milestone information. * Savings initiatives with limited progress. * Outstanding approvals. * Missing ownership or management assignments. These items are prioritised to help you focus on the most important actions first. --- ### 4. Review the Executive Summary The **Executive Summary** provides a concise overview of the savings initiative. This may include: * Overall objective of the initiative. * Current progress. * Projected savings. * Realised savings. * Key suppliers involved. * Current milestone status. * Business impact. * Risks or opportunities. * Important upcoming activities. The summary is designed to provide a complete overview in seconds without reviewing multiple tabs within the savings record --- ### 5. Review Savings Metrics Savings AI presents a high-level view of the most important performance indicators. These may include: * Initiative Status * Total Projected Savings * Total Realised Savings * Number of Milestones * Milestone Progress * Savings Type * Currency * Key Dates * Approval Status These metrics help users quickly assess the health and performance of the initiative. --- ### 6. Review Summary of Priorities The **Summary of Priorities** consolidates the most important recommendations generated by Savings AI. Examples include: * Review overdue milestones. * Complete pending milestone approvals. * Investigate projected versus realised savings variances. * Update missing milestone information. * Validate ownership and accountability. * Review upcoming milestone deadlines. * Monitor supplier performance impacting savings delivery. Users can then navigate directly to the relevant section of the savings record to take action. --- ## Key Considerations & Best Practices * Savings AI summaries are generated using information stored within the contract record. * Keep savings initiatives and milestones up to date to monitor delivery. * Review Immediate Actions Required regularly. * Use Savings AI before stakeholder meetings and performance reviews. * Regularly compare the projected and realised savings to monitor delivery * Use the AU summary as a starting point for analysis and decision making. * AI-generated recommendations are designed to support, not replace, business judgement. * Savings AI summaries are generated using the information stored within the savings record. --- ## Additional Resources * **[Creating Savings Initiatives](https://help.oboloo.com/en/adding-a-new-savings-initiative)** * **[How Does Savings Management Work](https://help.oboloo.com/en/how-does-savings-management-work-quick-overview)** 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your **[user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights)** # Using Sourcing AI Summaries Only subscribers on the Sourcing Plus plan can access this feature **Sourcing AI** allows users to instantly generate an intelligent summary of any sourcing activity, helping them quickly understand progress, identify risks, and prioritise actions requiring attention. By analysing information stored within the sourcing activity, including event details, suppliers, questionnaires, scoring, responses, timelines, messages, attachments, evaluation progress, and award status, **Sourcing AI** generates an executive summary and highlights key actions that may require review. This guide explains how to generate a Sourcing AI summary and interpret the results. ## When to Use This Feature ✅ Before supplier evaluation meetings. ✅ When preparing sourcing status updates. ✅ When reviewing supplier responses. ✅ When monitoring sourcing deadlines.. ✅ When onboarding new sourcing managers. ✅ When preparing award recommendations. ✅ When identifying sourcing activities requiring attention. --- ## Step-by-Step Guide ### 1. Open a Sourcing Record Navigate to the sourcing activity you want to review. * Navigate to **Sourcing**. * Open the required sourcing activity. * Review the sourcing dashboard. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/tC41TKA1DHOtXfRqFHV85zaJxDEwmcOs4krCbdOK.png)--- ### 2. Generate an AI Summary Sourcing AI can be launched directly from the sourcing activity. * Click **Summarise with AI**. * Wait while the analysis is generated. * The system will create a comprehensive summary of the sourcing activity. Sourcing AI analyses all available information and presents the most important findings in a structured, easy-to-read format. --- ### 3. Review Immediate Actions Required At the top of the summary, Sourcing AI highlights activities that may require immediate attention. Examples include: * Supplier responses still outstanding. * Evaluation scoring not yet completed. * Upcoming sourcing deadlines. * Questionnaires awaiting review. * Missing supplier submissions. * Award decisions pending. * Evaluation bottlenecks. * Inactive suppliers requiring follow-up. These actions are prioritised to help you focus on the most important sourcing activities first. --- ### 4. Review the Executive Summary The **Executive Summary** provides a concise overview of the sourcing activity. This may include: * Purpose of the sourcing activity. * Current sourcing stage. * Number of invited suppliers. * Supplier response progress. * Evaluation status. * Scoring progress. * Key risks. * Important upcoming deadlines. * Overall sourcing health. The summary is designed to provide a complete overview in seconds without reviewing multiple tabs within the sourcing activity. --- ### 5. Review Savings Metrics Sourcing AI presents a high-level view of the most important sourcing indicators. These may include: * Activity Status * Event Type * Supplier Participation * Response Rate * Evaluation Progress * Award Status * Key Dates * Questionnaire Completion * Overall Progress These metrics help users quickly assess the status and health of the sourcing activity. --- ### 6. Review Summary of Priorities The **Summary of Priorities** consolidates the most important recommendations generated by Sourcing AI. Examples include: * Follow up with suppliers who have not responded. * Complete outstanding evaluations. * Review submitted questionnaires. * Prepare supplier award recommendations. * Monitor upcoming deadlines. * Resolve evaluation delays. * Finalise sourcing decisions. Users can then navigate directly to the relevant area within the sourcing activity to take action. --- ## Key Considerations & Best Practices * Sourcing AI summaries are generated using information stored within the sourcing activity. * Ensure sourcing activities remain up to date for the most accurate results. * Review Immediate Actions Required regularly throughout the sourcing lifecycle * Use Sourcing AI before evaluation meetings and supplier review sessions. * Monitor supplier response rates and evaluation progress to avoid delays. * Use the AI summary as a starting point for sourcing decisions and stakeholder discussions. * AI-generated recommendations are designed to support, not replace, professional judgement. --- ## Additional Resources * **[Introduction to the oboloo Sourcing Module](https://help.oboloo.com/en/introduction-to-the-oboloo-sourcing-module)** * **[Navigating the Sourcing Management Home Page](https://help.oboloo.com/en/navigating-the-sourcing-management-home-page)** 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your **[user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights)** # Using Supplier AI Summaries Only subscribers on the Supplier Plus plan can access this feature Supplier AI allows users to instantly generate an intelligent summary of any supplier record, helping them quickly understand supplier status, identify risks, and prioritise actions requiring attention. By analysing supplier information including onboarding status, compliance documents, performance scores, sustainability ratings, contracts, and supplier activity, Supplier AI creates an executive summary and highlights immediate actions that may require review. This guide will walk you through how to generate a Supplier AI summary and interpret the results. ## When to Use This Feature ✅ Before supplier review meetings. ✅ When onboarding new suppliers. ✅ When reviewing supplier compliance and risk. ✅ When preparing for contract renewals. ✅ When investigating supplier performance issues. ✅ When quickly understanding the overall status of a supplier relationship. --- ## Step-by-Step Guide ### 1. Open a Supplier Record Navigate to the supplier you wish to review. * Navigate to **Supplier Management**. * Open the required supplier record. * Review the supplier dashboard. The supplier record displays key information including relationship status, compliance metrics, supplier performance, sustainability scores, documents requiring approval, expired documents, and other supplier information. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/yXRJJg3jyptZEUy3J2z4lq64ANuYDyp4gHErmBT5.png)--- ### 2. Generate an AI Summary Supplier AI can be launched directly from the supplier dashboard. * Click the **Summarise With AI** button. * Wait for the analysis to complete. * The system will generate a comprehensive supplier summary. Supplier AI reviews all available supplier information and presents the most important findings in a structured format. --- ### 3. Review Immediate Actions Required At the top of the summary, Supplier AI highlights urgent items that require attention. Examples may include: * Expired supplier documents. * Documents approaching expiry. * Upcoming contract notice periods. * Outstanding onboarding activities. * Missing compliance information. * Performance concerns. * Sustainability or risk issues. These actions are prioritised to help users focus on the most important supplier-related tasks first. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/bsPqrklEOvfVcbQY1FwKz2WFYZGoGWxu93xrcz7B.png)--- ### 4. Review the Executive Summary The Executive Summary provides a concise overview of the supplier relationship. This may include: * Supplier status and relationship type. * Current onboarding progress. * Overall supplier performance. * Compliance position. * Key risks and opportunities. * Important upcoming activities. The summary is designed to give users a complete supplier overview in seconds without manually reviewing multiple sections of the supplier record. --- ### 5. Review Relationship Metrics Supplier AI provides a high-level view of key supplier indicators including: * Relationship Status. * Overall Risk Score. * Overall Performance Score. * Overall Sustainability Score. * Compliance Status. * Supplier Activity. These metrics help users quickly assess the overall health of the supplier relationship and identify areas requiring further investigation. --- ### 6. Review Summary of Priorities The Summary of Priorities section consolidates important actions and recommendations identified by Supplier AI. Examples may include: * Review expired compliance documentation. * Monitor supplier performance. * Prepare for upcoming contract notice periods. * Complete onboarding activities. * Request updated supplier documentation. * Engage with suppliers regarding identified risks. Users can then navigate directly to the relevant area within the supplier record to take action. --- ## Key Considerations & Best Practices * Supplier AI summaries are generated using information stored within the supplier record. * Ensure supplier data is kept up to date for the most accurate results. * Review Immediate Actions Required regularly. * Use Supplier AI before supplier performance reviews and contract discussions. * Investigate all expired documents and compliance issues promptly. * Use the summary as a starting point for supplier governance activities. * AI-generated recommendations should support, not replace, business judgement. --- ## Additional Resources * [Creating and Managing Suppliers](https://help.oboloo.com/en/adding-a-new-supplier) * [Supplier Onboarding](https://help.oboloo.com/en/supplier-onboarding-overview) * [Managing Supplier Documents](https://help.oboloo.com/en/adding-and-requesting-supplier-documents) * [Supplier Scorecards](https://help.oboloo.com/en/creating-supplier-scorecards) * [Supplier Compliance](https://help.oboloo.com/en/using-the-supplier-compliance) 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your **[user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights)** # Using the Contract Compliance Report Only subscribers on the Supplier Plus plan can access this feature **The Contract Compliance Reporting page is a powerful reporting tool that allows users to create customised reports and gain comprehensive insights into their contracts.** This guide explains how to navigate the **Contract Compliance page**, modify the **table view**, and **export tailored reports** for effective contract management. 📌 **Tips:** The **Contract Compliance page** provides a **side-by-side view** of contract compliance data. Users can **filter**, **customise**, and **export** reports for further analysis. The page includes **contract details** and **compliance documents** Users can **upload** or **request contract documents** that have **expired** or are **missing** directly from this page. ### **When to Use This Feature** ✅ When monitoring **contract compliance**. ✅ When **comparing contracts** using document statuses. ✅ When creating **customised reports** for internal analysis or stakeholder collaboration. ✅ When exporting data for **external reporting** or **audit purposes**. **Step-by-Step Guide** ### **Step 1: Open the Contract Compliance Page** 1. Click on **Contract Management** in the left-hand menu. 2. Click on **Contract Compliance**. 📌 The **default view** will display a list of all contracts along with: * The linked **Supplier** * Who's **Managing** the Contract * Contract **Notice Period dates** * Contract **End dates** * **Expired** Documents * **Unapproved** Documents ### **Step 2: Filtering Contract Data** 1. Use the **filters** at the top of the table to **filter specific groups** of suppliers. * Example: View only contracts with **expired documents** 📌 **Tip:** Filters allow you to **narrow down** contract data for precise analysis. ### **Step 3: Customising the Table View** The **Contract Compliance page** allows users to modify the table **based on specific reporting needs**: #### **Using the Blue Category Buttons to Customise Columns** 1. Click on the **General Column Button** to add/remove general supplier information: 2. Click on the **Documents Column Button** to insert document statuses: * View **which suppliers** have specific documents uploaded, approved, or expired. * Add **multiple document types** for a **comprehensive compliance check**. ### **Step 4: Viewing Document Data** #### **Document Data** 1. When a **document type is added**, it will also appear at the **end of the table**. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/I9UXJjOXNdau4bu4KWYJFvSoRbquvGtbBD8F4fES.png)* A **tick mark** next to a document type means: * The **document is uploaded** to the supplier profile. * The document is **approved**. * The document is **valid** (not expired). * **Expired documents** are clearly labelled and can be **renewed** by being uploaded / requested again * **Upload / Request** directly from the supplier any missing documents * Documents already uploaded and **Unapproved** or **Awaiting Supplier Upload** are clearly flagged 📌 **Tip:** Upload new documents or request missing, expired, or pending documents directly from this screen. You can also review and approve documents awaiting approval. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/lNtPO0KY4HIMPL9LQhE2kUA77TCGWWJrHj1b8oxH.png)### **Step 5: Exporting Customised Reports** 1. Once the table is customised, click on the **Export** button to download the report. 2. Choose the format: * **CSV** – For spreadsheet analysis and bulk data processing. * **Excel** – For easier report formatting and sharing. 📌 **Tip:** Exported reports can be shared with stakeholders, used in meetings, or further analysed in **external analytics tools**. ## **Key Considerations & Best Practices** ✅ **Use Filters for Focused Reports** – Narrow down supplier data for **specific compliance checks**. ✅ **Monitor Document Expiry** – Check for **expired supplier documents** and follow up accordingly. ✅ **Customize Reports for Stakeholders** – Select relevant columns before **exporting** reports. ✅ **Regularly Update Contract Records** – Ensure the **latest data** is displayed for accurate reporting. ## **Additional Resources** 📌 **Related User Guides:** * **[Adding & Requesting Contract Documents](https://help.oboloo.com/en/adding-and-requesting-contract-documents)** - How to upload and approve contract compliance documents 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your **[user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights)** # Using the Supplier Compliance Report Only subscribers on the Supplier Plus plan can access this feature **The Supplier Compliance Reporting page is a powerful reporting tool that allows users to create customised reports and gain comprehensive insights into their suppliers.** This guide explains how to navigate the **Supplier Compliance page**, modify the **table view**, and **export tailored reports** for effective supplier management. 📌 **Tips:** The **Supplier Compliance page** provides a **side-by-side view** of supplier compliance data. Users can **filter**, **customise**, and **export** reports for further analysis. The page includes **supplier details, compliance documents, and scorecard data** for a **holistic** supplier evaluation. Users can **upload** or **request supplier documents** that have **expired** or are **missing** directly from this page. ### **When to Use This Feature** ✅ When monitoring **supplier compliance, risk, and performance**. ✅ When **comparing suppliers** using scorecard ratings and document statuses. ✅ When creating **customised reports** for internal analysis or stakeholder collaboration. ✅ When exporting data for **external reporting** or **audit purposes**. ✅ When exporting data for **external reporting** or **audit purposes**. ## Step-by-Step Guide ### Step 1: Open the Supplier Compliance Page 1. Click on **Supplier Management** in the left-hand menu. 2. Click on **Supplier Compliance**. 📌 The **default view** will display a list of all suppliers along with: * **Contract Status** (whether they have active contracts). * **Number of Documents** (expired or pending approval). * **Latest Performance, Risk, and Sustainability Scores**. ### Step 2: Filtering Supplier Data 1. Use the **filters** at the top of the table to **filter specific groups** of suppliers. * Example: View only suppliers with **expired documents** or **high-risk scores**. 📌 **Tip:** Filters allow you to **narrow down** supplier data for precise analysis. ### Step 3: Customising the Table View The **Supplier Compliance page** allows users to modify the table **based on specific reporting needs**: #### Using the Blue Category Buttons to Customise Columns 1. Click on the **General Column Button** to add/remove general supplier information: * Performance, Risk, and Sustainability Scores. * Documentation statuses (e.g., Expired, Pending Approval). 2. Click on the **Scorecard Column Button** to display supplier scorecard data: * Select **specific scorecards** to insert their scores into the table. * Add multiple scorecards to the table for comparison. 📌 **Tip:** The **scorecard data** displayed represents the **latest evaluation** for each supplier. 1. Click on the **Documents Column Button** to insert document statuses: * View **which suppliers** have specific documents uploaded, approved, or expired. * Add **multiple document types** for a **comprehensive compliance check**. ### Step 4: Viewing Scorecards and Document Data #### Scorecard Data 1. When a **scorecard is added**, it will appear at the **end of the table**. * If a supplier has a **percentage score**, it means they were **previously assessed** using that scorecard. * The **score shown** is the **latest recorded** evaluation. #### Document Data 1. When a **document type is added**, it will also appear at the **end of the table**. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/7RwXMZa0Bk4B7v09mOH40KSbaatQIhabFR8N3GL6.png)* A **tick mark** next to a document type means: * The **document is uploaded** to the supplier profile. * The document is **approved**. * The document is **valid** (not expired). * **Expired documents** are clearly labelled and can be **renewed** by being uploaded / requested again * **Upload / Request** directly from the supplier any missing documents * Documents already uploaded and **Unapproved** or **Awaiting Supplier Upload** are clearly flagged 📌 **Tip:** Upload new documents or request missing, expired, or pending documents directly from this screen. You can also review and approve documents awaiting approval. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/lNtPO0KY4HIMPL9LQhE2kUA77TCGWWJrHj1b8oxH.png)### Step 5: Exporting Customised Reports 1. Once the table is customised, click on the **Export** button to download the report. 2. Choose the format: * **CSV** – For spreadsheet analysis and bulk data processing. * **Excel** – For easier report formatting and sharing. 📌 **Tip:** Exported reports can be shared with stakeholders, used in meetings, or further analysed in **external analytics tools**. ## Key Considerations & Best Practices ✅ **Use Filters for Focused Reports** – Narrow down supplier data for **specific compliance checks**. ✅ **Compare Supplier Performance** – Add scorecards to track **performance trends**. ✅ **Monitor Document Expiry** – Check for **expired supplier documents** and follow up accordingly. ✅ **Customize Reports for Stakeholders** – Select relevant columns before **exporting** reports. ✅ **Regularly Update Supplier Records** – Ensure the **latest data** is displayed for accurate reporting. ## Additional Resources 📌 **Related User Guides:** * **[Managing Supplier Documents](https://help.oboloo.com/en/category/supplier-management-documents)** – How to upload and approve supplier compliance documents. * **[Evaluating Suppliers with Internal Scorecards](https://help.oboloo.com/en/evaluating-suppliers-with-internal-supplier-scorecards)** – How to assess supplier performance using internal scorecards. * **[Evaluating Suppliers with Self-Assessment Scorecards ](https://help.oboloo.com/en/evaluating-suppliers-with-supplier-self-assessment-scorecards)**– How to assess supplier performance using internal scorecards. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Viewing a User's Assigned Records The **Assigned Records** tab provides administrators with a complete view of every record assigned to a specific user. It allows you to quickly see which records a user owns or manages across all core oboloo modules from a single location. 📌 **Tip:** The **Assigned Records** tab is accessed under **Settings > Users** and selecting a specific user **Only users with the appropriate access can add and manage users within oboloo. To find out more about user access rights, please check out this user guide [here.](https://app.thrivedeskdocs.com/articles/viewing-your-access-rights/edit)** The **Assigned Records** tab displays records from the following modules: * Suppliers * Contracts * Sourcing Activities * Savings Only records where the selected user is assigned as either the **Record Owner** or **Record Manager** are displayed. Records that are not assigned to the user are excluded from the list. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/pcxj8p5arWripegrvLPpEQQtOks9T7vlVnQjJ7T3.png)The **Assigned Records** tab makes it easy for administrators to review a user's responsibilities, verify record ownership, and identify all records managed by a particular user from one central location. 📌 **Tip:** Use the **Assigned Records** tab to quickly understand a user's responsibilities before changing permissions, reassigning records, or deactivating a user account. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your **[user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights)** # Viewing Historic Scorecards & Trends Only subscribers on the Supplier Plus plan can access this feature **Reviewing historic supplier scorecards allows users to analyze long-term performance trends, identify patterns in risk and sustainability, and make data-driven supplier management decisions** Users can also compare suppliers against each other’s **most recent scorecard scores** via the **Supplier Compliance page**. ### Types of Scorecards Available for Review * **General Scorecards** – Comprehensive evaluations across multiple criteria to provide a broad overview of supplier performance. * **Performance Scorecards** – Focuses on specific performance metrics, such as **delivery reliability and quality**. * **Risk Scorecards** – Highlights areas of supplier risk, such as **financial stability or compliance issues**. * **Sustainability Scorecards** – Evaluates suppliers against **environmental and social responsibility standards**. ## Step-by-Step Guide ### 1. Navigate to Supplier Management * Open the **Supplier Management** section from the main menu. ### 2. Click on Suppliers * Select **Suppliers** to access the full supplier list. ### 3. Select a Supplier * Click on the **supplier’s name** whose historic scorecards you want to review. ### 4. Click on Either the Scorecards, Performance, Risk, or Sustainability Tab * Choose the relevant tab depending on the type of scorecard you want to review. ### 5. Select a Scorecard from the Dropdown Above the Table * Use the **scorecard selection dropdown** to filter historic scores for a specific scorecard. ### 6. View Historic Scores for the Selected Scorecard * The table will display all **past scores**, allowing you to see **how the supplier has improved or declined over time**. ## Key Considerations & Best Practices ✅ **Identify Performance Trends** – Regularly reviewing **historic scores** helps track supplier **progress** or **decline** over time. ✅ **Use Comparative Analysis** – Compare suppliers' most recent scores via the **Supplier Compliance page** for better supplier benchmarking. ✅ **Filter by Scorecard Type** – Focus on **specific evaluation areas** such as **risk, performance, or sustainability** to gain more targeted insights. ✅ **Ensure Data-Driven Decision-Making** – Use past performance data to **support renewal or termination decisions** for supplier contracts. ✅ **Monitor Key Suppliers** – Keep an eye on critical suppliers by **reviewing their scorecards frequently**. ## Additional Resources 📌 **Related User Guides:** * **[Creating Supplier Scorecards](https://help.oboloo.com/en/creating-supplier-scorecards)** – How to create a supplier scorecard. * **[Understanding Scorecard Calculations](https://help.oboloo.com/en/supplier-scorecard-calculations)** – How supplier scores are weighted and aggregated. * **[Compliance Page ](https://help.oboloo.com/en/using-the-supplier-compliance)**- How to use the supplier compliance page 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Viewing My Records The **My Records** tab provides a single view of every record that has been assigned to you across oboloo. It allows you to quickly access the records you own or manage without having to navigate between individual modules. 📌 **Tip:** The **My Records tab** is available under your **User Profile** The **My Records** tab displays records from the following modules: * Suppliers * Contracts * Sourcing Activities * Savings Only records where you are assigned as either the **Record Owner** or **Record Manager** are displayed. Records that are not assigned to you are excluded from the list. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/RF3mUOJdhBZmTbqeuezHHAgbiHc9WcITRrhaDNWc.png)You'll receive notifications and updates for every record where you are assigned as either the **Record Manager** or **Record Owner**, helping you stay informed of any activity that requires your attention. 📌 **Tip:** Use the **My Records** tab as your personal workspace to quickly find and access all records you're responsible for. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your **[user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights)** # Viewing Supplier Responses to a Sourcing Activity **This guide explains how to access and review supplier responses to a sourcing activity, ensuring an efficient evaluation process.** Reviewing supplier responses is a crucial step in making informed procurement decisions. The **Supplier Response Dashboard** allows you to view and compare supplier responses across **supplier sections, supplier questionnaires, and pricing submissions**—all from a single, centralized dashboard. 💡 **Note:** If a sourcing event has been reopened to allow suppliers to amend their responses, you will see **timestamped versions** of their latest submissions. ### **When to Use This Feature** * When reviewing and evaluating supplier responses to a sourcing event. * When comparing supplier submissions, including pricing, questionnaires, and structured sections. * When identifying discrepancies or missing information in supplier responses. * When tracking changes in supplier submissions after reopening a sourcing event. * When exporting supplier response data for further analysis or reporting. ## Step-by-Step Guide ### **1. Navigate to the Sourcing Activity** * Click **Sourcing** in the main menu. * Select the sourcing activity you want to review. * Open the **Sourcing Activity Dashboard**, where all supplier responses are categorized into different tabs. ### **2. Review Supplier Section Responses** * Navigate to the **Supplier Sections** tab. * This tab contains **structured supplier-provided details** such as: * Company background * Service capabilities * Sustainability commitments * Use the **Select Supplier** dropdown to filter responses by a specific supplier. * If the sourcing event was reopened, timestamped versions of the latest submissions will be available. * Selecting a response will display the relevant details in a **table format**. ### **3. Review Supplier Questionnaire Responses** * Open the **Questionnaires** tab to view supplier answers to structured, pre-set questions. * Supplier responses are grouped by **questionnaire name** and **questionnaire area**. * Use the **Select Supplier** filter to view responses from a specific supplier. * If the event was reopened, timestamped submissions will help track **any changes** made by suppliers. ### **4. Review Supplier Pricing Submissions** * Navigate to the **Financials** tab for a **side-by-side comparison** of supplier pricing. * This section helps analyze **total cost, individual product/service pricing, and additional fees**. * The **Financials tab** consists of: * **Financial Summary Table** – Displays total pricing submissions from each supplier. * **Product Analysis Table** – Compares individual product/service costs between suppliers. * **Supplier Analysis Table** – Breaks down costs per supplier, including **additional charges** (e.g., shipping fees, taxes). * Use filters to **focus on a particular supplier or product**. * Click the **Export** button to download pricing reports. ### **5. Take Action on Supplier Responses** * Once you’ve reviewed all sections, you can: * Evaluate supplier offerings. * Assess overall value. * Identify areas requiring **further clarification**. * If needed, **reopen the sourcing event** for selected suppliers and request updates to their responses. ### **Email Invite Status** The Email Invite Status feature provides visibility into whether supplier invitation emails have been successfully delivered, helping you quickly identify and resolve any delivery issues. * **Where to Find This:** Navigate to a sourcing activity and locate the **Invited Suppliers** table. Click **View/Edit** on a supplier to open the **Edit Supplier Contact** modal. Within this table, the **Email Invite Status** column appears directly after the **Contact Name** column. * **How It Works:** * A column called **Email Invite Status** displays a status indicator for each supplier contact. * The status is shown as a coloured button: * **Delivered (Green):** The invitation email was successfully delivered. * **Delivery Failed (Red):** The invitation email failed to send or was rejected. * These buttons are **display-only** and cannot be clicked. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/eaM59GZ9gbbyueefJjimDU0enqRliUR4ezqYy4uB.png)* **Why This Matters:** This feature improves transparency and reduces guesswork by clearly showing whether an invite email reached the supplier, allowing you to take action where needed and keep sourcing activities on track. **If a supplier contact is showing as 'Delivery Failed', please check their email address and readd them to the sourcing activity.** ### **Inviting Suppliers and Contacts After Publishing Your Sourcing Event** This feature allows you to add new suppliers or update supplier contacts after a sourcing activity has already been published, ensuring you can make changes without recreating the activity. * **Where to Find This:** Navigate to **Sourcing**, open a sourcing activity, and remain on the **first tab**. All actions are managed from the **Invited Suppliers** table. ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/4rKRMGFhnxSH3fNDG7tIan1vNSl2s4PzxwMKcEPb.png)* **Inviting Additional Suppliers:** * Click **Invite New Suppliers** above the Invited Suppliers table. * Select the suppliers and their contacts, then confirm. * Once added: * The suppliers appear in the Invited Suppliers table. * Selected contacts receive invitation emails. * Suppliers can access and respond to the sourcing activity as normal. * **Managing Supplier Contacts:** * In the Invited Suppliers table, click **View/Edit** within the **Supplier Contacts** column. * A modal will open displaying all invited contacts for that supplier. * The table includes: * **Contact Name** * **Last Logged In** (date/time of last access to the sourcing activity) * **Revoke Access** * **Revoking Contact Access:** * Click **Revoke** next to a contact to remove their access. * Confirm the action when prompted. * Once confirmed: * Access is removed immediately. * The contact is removed from the list. * The contact can be invited again later if required. * **Important Restriction:** * Each supplier must have at least one active contact. * If you attempt to revoke the last remaining contact, the system will prevent this action. * **Inviting Additional Contacts:** * Within the View/Edit modal, click **Invite New Contact**. * Select a contact and confirm. * The contact will: * Be added to the list immediately. * Receive an invitation email. * **Why This Matters:** This functionality gives you full control over supplier participation, allowing you to correct mistakes, add missed suppliers, and manage access efficiently without disrupting your sourcing activity. ## Key Considerations & Best Practices ✅ **Compare Responses Across Different Categories** – Use the Supplier Response Dashboard to analyze supplier sections, questionnaires, and pricing submissions side by side. ✅ **Track Supplier Submissions** – Timestamps allow you to **track changes** when a sourcing event is reopened. ✅ **Use Filters for Targeted Analysis** – Apply supplier and product filters to **focus on specific submissions**. ✅ **Ensure Data Accuracy** – Review supplier responses carefully and **flag any discrepancies** before finalizing evaluations. ✅ **Export Data for Further Review** – Download supplier response reports for internal discussions or procurement audits. ✅ **Request Additional Information** – If required details are missing, reach out to suppliers for clarification before making a decision. ## Additional Resources 📌 **Related User Guides:** * **[Creating a Sourcing Event ](https://help.oboloo.com/en/creating-a-new-sourcing-activity-endtoend-guide)**– How to invite suppliers and structure an event. * **[Scoring Supplier Responses](https://help.oboloo.com/en/scoring-supplier-responses-against-a-sourcing-activity)** – How to evaluate and assign scores to supplier submissions. * **[Shortlisting & Awarding Suppliers](https://help.oboloo.com/en/category/sourcing-rfx-managing-sourcing-activities)** – Final steps in selecting and contracting a supplier. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Viewing Your Access Rights **You can view your access rights to understand the permissions and roles assigned to your account.** This ensures that you are aware of the actions you can perform within oboloo. This guide will walk you through the steps to access and review your user permissions. ### **When to Use This Feature** * When checking which permissions and roles are assigned to your account. * When confirming if you have access to specific modules or settings. * When determining if you need to request additional permissions. * When troubleshooting access-related issues in the platform. ## Step-by-Step Guide **1. Log in to Your Account** * Enter your email and password on the login page. * Click **Log In**. **2. Navigate to Your Profile Page** * Click on your **User Profile** in the main menu. * This will take you to your **Profile Settings**. **3. Access the ‘Access Rights’ Tab** * In your Profile Page, locate and click on the **Access Rights** tab. * This section will display a breakdown of your assigned roles and permissions. **4. Review Your Access Rights** * Check which modules, features, and actions you have permission to access. * Ensure that your access level aligns with your responsibilities. 💡 **Tip:** If you believe you need additional access, check whether you can edit your permissions. ## Requesting Access Changes * If you have the necessary permissions, you may be able to update your access rights directly. * If you do not have access to the **User Roles** page, you will need to contact your **System Administrator** to request any changes. ## Key Considerations & Best Practices ✅ **Regularly Check Your Access Rights** – Ensure you have the correct permissions for your role. ✅ **Understand Role-Based Access** – Permissions are assigned based on user roles, which determine what actions you can perform. ✅ **Request Changes When Necessary** – If you need additional access, follow the correct approval process. ✅ **Verify System Administrator Approval** – Only users with administrative rights can modify access settings for other users. ✅ **Use Access Rights for Security** – Ensure that access is only given to those who need it to prevent unauthorized actions. ## Additional Resources 📌 **Related User Guides:** * **[Managing User Roles & Permissions](https://help.oboloo.com/en/user-roles-access-rights-rbac)** – How to update and assign user roles. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team # Viewing Your oboloo Invoices **Managing your invoices is an important part of keeping track of your organization's expenses. This guide will walk you through the process of viewing and downloading your invoices using our Stripe customer portal.** **Primary User Requirement:** Only the email of the user who originally signed up for the trial can access the customer portal. If you need to change the primary user on the account, please reach out to support. Find out more about primary users and how to update them [here](https://help.oboloo.com/en/understanding-the-primary-user). ## Viewing your invoices **1. Access Account Management:** Go to the "Settings" menu on the left-hand main menu and select "Account Management." ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737448879419.png)**2. Manage Billing:** Click on the "Manage billing" button. You will be redirected to the customer portal hosted by Stripe. ![BlockNote image](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/dbqQezFx73hhlbPB75yTO622D1FaPCgAg8WRlBWB.png)**3. Login to Stripe Customer Portal:** The user who originally signed up for your organizations account is typically responsible for managing your organization’s billing as they will automatically be assigned as the [Primary user](https://help.oboloo.com/en/understanding-the-primary-user). Your organizations primary user is shown under the Account Management page: ![image.png](https://assets.thrivedeskdocs.com/a0f48388492649a99b9e6ebc78337d64/public-files/O8jZivQWHTbngpQbHP0c6UaDjoAEjvxALAJjW2qn.png)You can only have one primary user on an oboloo account. The primary user can be changed at any point by contacting oboloo - oboloo.com/contact-us Input the primary user's email address into the Stripe customer portal. A login link will be sent to that email address. Click the link to access the portal. Find out more about primary users and how to update them [here](https://help.oboloo.com/en/understanding-the-primary-user). ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737448922495.png)**4. View Invoices:** On the home page of the Stripe customer portal, you will find a section where you can view your invoices. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737448969392.png)**5. Download Invoices:** You can view and download historic invoices directly from this page for your records and accounting purposes. Simply click on the invoice line item and your invoice will open on a new tab where it can be viewed or downloaded. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737449030398.png)## Important Notes **Primary User Requirement:** Only the email of the user who originally signed up for the trial can access the customer portal. If you need to change the primary user on the account, please reach out to support. Find out more about primary users and how to update them [here](https://help.oboloo.com/en/understanding-the-primary-user). **Invoice Records:** Ensure you regularly download and store your invoices for accurate record-keeping and financial management. **Security:** All invoice information is securely managed within the Stripe customer portal. ## Support **Help Center:** Access the Help Center from the menu for articles and FAQs. **Customer Support:** If you need further assistance or need to change the primary user on the account, contact our support team via the chat widget on the bottom right corner of the screen or email us at **oboloo.com/contact-us** Viewing and downloading your invoices in oboloo is designed to be simple and secure. Keeping track of your invoices helps maintain accurate financial records for your organization. If you have any questions or need assistance, our support team is here to help. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights) # Zapier Integration - Integrate with 1000's of applications **oboloo integrates with Zapier, allowing you to automate tasks and connect oboloo with thousands of other apps to streamline your workflows. Zapier’s intuitive interface is embedded directly into oboloo.** Please reach out to [Zapier's support team](https://help.zapier.com/hc/en-us) or oboloo's support team for any questions on how to get started with Zapier. Zapier is a completely no-code integrations middleware, making to simple to create integrations between oboloo and 1000's of other applications. Zapier has a free plan that users can sign up to directly under the integrations page within their oboloo system. Below is a collection of user guides and video tutorials from oboloo, Zapier and 3rd-parties to help you get started integrating oboloo to your other applications, via Zapier. ## About Zapier Zapier is an automation platform that connects your favourite apps and services, enabling you to streamline workflows and eliminate repetitive tasks. It acts as a bridge between over 7,000 apps, such as oboloo, Gmail, Slack, Trello, and Google Sheets, by creating automated workflows called **"Zaps."** A Zap consists of a **Trigger** (an event in one app) and one or more **Actions** (tasks performed in another app based on that event). For example, you could create a Zap that automatically saves email attachments from Gmail to Dropbox and notifies you in Slack. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737936651896.png)Zapier is designed to be user-friendly, requiring no coding knowledge. To get started, all you need is to connect your apps, define a Trigger, and set up the desired Actions. The platform handles the rest in the background, running your Zaps automatically. Whether you're managing customer data, automating social media posts, or organising tasks, Zapier helps save time and boosts productivity by letting your apps work seamlessly together. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737845306605.png)### **Key Features:** * **Automation Across Apps**: Connect oboloo with apps like Slack, Microsoft Teams, Salesforce, and Google Sheets. * **Zapier’s Free Tier**: Zapier offers a free plan with limited automation tasks, ideal for getting started with basic workflows. * **Embedded Interface**: Access and manage Zapier integrations directly within oboloo, as shown in the screenshot above. * **Popular Workflows**: oboloo displays pre-built workflows (e.g., sending notifications, syncing contacts) to help you get started quickly. ## Zapier & 3rd Party User Guides * Zapier's own course - [Learn Zapier in under 45 minutes](https://learn.zapier.com/product-walkthrough-of-zapier) * Zapier Video Tutorial - [Zapier Beginner's Guide (29 minutes)](https://www.youtube.com/watch?v=-DtyCYwtpwY) * Zapier -[What's a Zap?](https://www.youtube.com/watch?v=wXc_lUEbUSA) ## Getting Started with Zapier in oboloo (oboloo User Guide) #### Step 1: Sign Up for a Zapier Account 1. Go to the '**Integrations**' option on the left-hand menu and sign up for an account. **Tip**: Zapier offers a free tier, which includes a limited number of zaps (automations) and tasks per month. 1. Complete the sign-up process and ensure you are logged into your Zapier account in the same browser you use for oboloo. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737844722595.png)#### Step 2: Access the Zapier Integration in oboloo 1. Navigate back to the **Integrations** tab in oboloo. 2. In the **Zapier Section**, you will see a prompt to sign into Zapier if you are not already logged in. * If already signed into Zapier in your browser, oboloo will automatically recognise your account. #### Step 3: Explore Popular Workflows 1. oboloo provides a list of **Popular Workflows** to help you get started that can be found towards the bottom of the Integrations page. 2. Click **Use This Workflow** to start customising any of these pre-built automations. ![BlockNote image](https://media.userguiding.com/files/knowledge-base/965/file-1737844801589.png)#### Step 4: Create a Custom Workflow 1. Use the **"What would you like to automate?"** bar at the top of the integration screen. * Example: "When I add a new supplier to oboloo, create a record in Salesforce." 2. Follow the on-screen prompts to connect oboloo with another app. 3. Test and activate your workflow in Zapier. once activated, your integration will run in the background automatically whenever the criteria of your 'Zap' is met. #### Step 5: Manage Existing Integrations * Once workflows (Zaps) are set up, you can monitor or modify them directly in [Zapier](https://zapier.com/). * oboloo will display your most-used integrations within the embedded Zapier interface, ensuring quick access to your active automations. ### **Tips for Using Zapier with oboloo:** * **Start Small**: Use the free tier to test simple workflows before scaling up with more complex automations. * **Monitor Task Limits**: Check your monthly task usage in Zapier to avoid interruptions in automations. * **Experiment with Templates**: oboloo’s popular workflows are great starting points for automating common tasks. * **Collaborate with Your Team**: Share workflows with your team to ensure everyone benefits from the automation. 📌 **Need Further Help?** If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your [user permissions and access rights.](https://help.oboloo.com/en/viewing-your-access-rights)