Edge Client Vendor Admin Role

Modified on Mon, 18 May at 2:15 PM

Introduction

Tango has introduced a new administrative role for end users to help streamline external Vendor/Supplier management and empower clients to better support these external users. The Client Vendor Admin Role will enable a new menu that gives users access to various Vendor management components within Edge.

We understand that managing external vendor users across Tango Core and Edge can be a challenge, and when questions arise, there was typically not a lot of information that end users could access without reaching out to Tango Support/Services. With this new role, the power is now in the hands of the users who need it.

Client Vendor Admin Role

For clients using the Core to Edge User/Role integration, you might need to work with Support/Services to set up the new "Enterprise Role" in Core named ClientVendorAdmin with "Application" = Edge. Once this Role is assigned in Core, the Edge User is updated with the same.

When assigned, this Role enables the Client Vendor Admin menu:

Menu Items are described at a high level in the table below, and in more detail in the subsequent sections.

Menu Item	Description
Vendor Invite Utility	Launches a utility screen that allows the user to proactively search for Vendors from the Core Supplier Site list, assign Roles, and invite the Vendor to Edge without relying on a normal business process for the system to invite them. If a Vendor is already in Edge, the utility will clearly visualize them as "In Edge". If the Supplier Site record has invalid data (missing email, etc.), the utility will not allow the user to select them.
Vendor User Invites	Opens a report displaying records for each Vendor invited to Edge with information such as when they were invited, which user invited them, and what Roles they were assigned at the time. Opening a User Invite record also allows the user to resend the Invitation if it is expired.
Companies	Opens a report displaying records for the Vendors that the client has added in Edge. Company records in Edge correspond to Supplier Sites in the Core Suppliers module, but also include a checkbox tracking whether they completed the registration process in Edge.
Notification Instances	Opens a report displaying all notifications sent for the client. This list is not filtered to only show Vendor-related Notifications, so these users will see any emails sent out from Tango Edge. The reason this Role has this access is because they can search for the vendor's email and confirm if and when the "Welcome to Tango" email was sent, or whether other emails have been sent to the vendor.

Vendor Invite Utility

Clicking on the Vendor Invite Utility menu item opens a new Vendor Invite record:

The Vendor Types currently supported are "Bidding" or "Facilities", and you can also optionally choose to assign the Vendor Invoicing and/or Vendor Document Collaboration Roles.

After choosing the Vendor Type and optional Roles, you will also need to select a user that the utility will invite the Vendor on behalf of.

Note: Once the user is selected, all fields will become read-only and you will need to refresh the screen or relaunch from the menu to start over.

After selecting the User, the "Vendor Invitations" section will display. The Vendor list can be filtered by Site Name, Supplier Name, Contact Person, Email, Phone, City, State, and Zip.

If a Vendor is "Not In Edge", the user can select them and then click the Invite Vendors button to send an invitation.

If a Vendor is "In Edge", they will be grayed out and not selectable, but they are shown so the user can see the full list of vendors to better understand who was already invited. If a Vendor has invalid data in Core, they are also grayed out when displayed in the utility and are not selectable.

When a Vendor is invited, the "Not In Edge" message is updated to "Invite Sent".

Vendor User Invites

The Vendor User Invites report will show a list of all vendor invitations ever sent. In the example below, we can see the User Invite sent for the Vendor that was just invited from the Vendor Invite utility in the steps above.

From the report itself, we can see the email and name of the Vendor invited, as well as the Sponsor Email. From the utility, this is the User chosen in the "Invite Vendor On Behalf of User" field.

Status will either be "Invited" or "Completed", but if the Status is "Invited" and the Date/Time shown in the Token Expires column has already passed, then the Invite would need to be sent again.

Opening a User Invite record will allow the Client Vendor Admin user to resend an Invite and reset the token expiration date by clicking the Invite User button.

Companies

Companies in Edge are created when a Vendor is invited to the system. This is basically a record that shows Supplier Site data from Core that has been sent to Edge. This gives the Client Vendor Admin user a way to view the specific email and other supplier/site data that was available when the Vendor was initially invited into Edge. This also allows the Client Vendor Admin to see if the Vendor has Registered or not, meaning the vendor completed the invitation process.

Below we can see the vendor user from the Utility and User Invite above has completed the Registration process.

Opening the Company record will display more fields that were mapped in from the Supplier Site in Core.

Notification Instances

The Notification Instances report gives the Client Vendor Admin a way to not only view the Vendor-specific notifications, but also to view all of the Notifications sent from Edge for the client.

One of the most important notifications for this role has the subject: Welcome to Tango Analytics Edge!

This is the notification that is initially sent to the Vendor when they are invited and includes the URL with the token that the vendor needs to use to complete the registration process.

Notification Instances can be sent again by clicking the Resend button.

Additional Details on the Invitation Process

Each environment has a configurable amount of time before the Vendor's invitation link/token expires. This is typically set to 7 calendar days (168 hours), but may vary.
The Vendor will also receive a reminder notification with Subject "Your Tango Analytics Edge User Invite Registration Expires Soon" when the registration expiration has 3 days remaining.
If the Vendor still has not registered and the invitation expires, the system will automatically attempt to invite them again the next time a system process would typically initiate the invitation (Sent a bid, added to the Work Order, etc). This may look like a duplicate invitation, but it is not because the initial invitation was never completed.
- As mentioned above, using the Client Vendor Admin role/access you can also proactively reinvite them from the User Invite record at this point.
Vendors can receive other email notifications (related to the business process from which they were invited), even if they do not complete registration.

Conclusion

With access to the combination of Vendor Invite Utility, Vendor User Invites, Company records, and Notification Instances, this Role is now fully equipped to handle questions from your external vendors and help troubleshoot issues about registration, which email was initially invited, who is the original Vendor Admin on the account, whether additional Supplier Sites were also invited for the same Supplier, resending invitations or notifications, and more.

For example: You have confirmed that a User Invite record exists for the Vendor and the token has not expired, but the vendor claims they didn't get notified.
- Ask them to check their Junk/Spam folder first. You can then check the Notification Instances for the "Welcome to Tango" subject and their email in the Sent To column to find the specific registration URL with the token.
- You can send this to the Vendor directly, which would allow them to register even if they can't access the notification email.

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