Using Vendor Tasks

Vendor Tasks is a collaborative tool designed to streamline communication and task management between Vendors and public agencies through the Euna Supplier Network.

• Vendor Tasks
• Navigating Vendor Tasks in your Dashboard
• Notifications sent regarding Vendor Tasks
• How to Complete a Task
• How to Reassign a Task
• Task Management
• Tips for Success
• Frequently Asked Questions (FAQ)

Vendor Tasks

Now, you can manage assigned Tasks related to all agencies you do business with. A Vendor Task is a request made by the agency for the Vendor to provide information or documentation.

There is a new section in your Global Vendor Record called My Tasks that ensures all documentation and updates stay within the Vendor platform for transparency and auditability within your organization.

The tool has been designed to be as flexible as possible so that you can adapt it to your organization's needs and processes.

This article covers how to navigate the new dashboard, what notifications are sent to you regarding Tasks, and how to complete, reassign, and manage your Task requests.

Navigating Vendor Tasks in your Dashboard

Once you are logged in, click your name at the top right of the screen and then Settings. On the left-hand navigation, click Global Vendor Record first, followed by Manage My Organization. From this page, navigate to the My Tasks section visible at the top of the page to view all Tasks assigned to you by agencies. You can click any of the tabs to sort and filter only that stage of a Task.

Tasks are categorized as:

• Open: Requires action.
• Upcoming: Requires action with a close due date.
• Submitted: Awaiting review by the agency.
• Done: Confirmed completed by the agency.
• Cancelled: A Task that has been cancelled by the agency and therefore does not need to be actioned.

Task Owners are the users from the agency that are requesting your Vendor organization to complete a Task.

Task Assignees are the users within your Vendor organization that need to complete a Task.

Task Owners and Assignees can both add comments into the Task:

• Email digests are sent to the Task Owner and the Task Assignee every 30 minutes notifying them of new comments in any Task(s).
• Comments cannot be deleted.

Notifications sent regarding Vendor Tasks

Email notifications for Tasks are a way to ensure that your Vendor organization is meeting due dates and completing all Tasks assigned. The Vendor organization user that is assigned to the Task will receive an email any time there is a Task update. Tasks and subsequent notifications are automatically assigned and sent to the admin of the account. If needed, a Task can be reassigned, which is covered later in the article.

Email alerts are sent to the Task Assignee for the following cases:

• You have a new Task assigned.
• You have Tasks nearing a due date. This notification is sent 3 days before the due date.
• You have Tasks past due.

Once you receive a Euna Procurement notification, you can log in to the portal and navigate to the My Tasks dashboard or click the link provided in the email to be directed to the My Tasks page to action the item.

How to Complete a Task

When your Vendor organization has a Task assigned, you have to ensure to complete the Task and provide any updates to the agency by the due date. Completing a Task is as simple as viewing the Task details to understand the request, downloading any relevant attachments and uploading required documentation.

The Vendor Task is organized so that you can complete all necessary actions and provide any updates on the same page.

To complete a Task, you can take the following steps:

• Navigate to the Task and click it, making sure to review the details of the Task, including the description, attachment, and required document.
• Prepare the document you are going to upload, and when ready, use the Dropbox feature at the bottom of the page to upload a file.
• Ensure all documents are uploaded, and if necessary, add any comments on the left-hand panel.
• Finally, click Submit Task once completed for the agency to review.

Here is an example video of how to complete a Task: Complete a Task

How to Reassign a Task

If needed, the administrator of the Vendor organization can reassign Tasks to other users within their organization. Only the administrator can action this. Currently, there can only be one assignee per Task.

To update the assignee, click View next to the Task you want to reassign, and on the Task page, click Reassign to change users.

Moving forward, the new assignee receives notifications for the Task and is responsible for the due date. An assignee can be changed as many times as necessary to ensure Tasks are fulfilled.

Task Management

The My Tasks dashboard allows users in your Vendor organization to collaborate and provide requested information. Only the Task Assignee can upload files and receive notifications, but all users can track and see what Tasks are currently being managed by your organization.

Tasks include the following details:

• Description: Provides detailed instructions from the agency regarding what the Task is. An example would be that a Task Owner is asking your Vendor organization to provide a copy of your company's W-9 form.
• Attachments: Forms or templates for completion that are provided by the Task Owner (Buyer).
• Dropbox: Specific areas to upload required documents that the Task Assignee (Vendor) must provide.
• Comments: Users from both the purchasing organization and Vendor organization can write notes to collaborate or communicate updates.
• Task History: All activity completed on a Task is logged for audit purposes.

Tips for Success

• Regularly check your My Tasks section and email notifications to stay updated.
• Ensure documents are uploaded before submitting Tasks to avoid delays.
• Use the commenting feature to maintain clear communication with agencies regarding status and progress updates for an assigned Task.

Frequently Asked Questions (FAQ)