Vendor Email Tab

Use this tab to define the information that appears in the email notifications sent to the approvers and vendors. Each workflow type can have a notification set up with its own subject and body. Use variables to customize the body of an email, for example, to identify the records that require action and specify other information relevant to the notification. The text entered in the Subject field appears as either the subject line of the email or the description of the activity.

In general, VAC vendor workflow consists of two workflow types. One type is a notification that requires an action to be performed. The other is a notification of the action that has been taken. Since the approval process for vendor registration and updates allows for different types of actions to be taken, the workflow allows notifications to be set up for each type of action.

Menu Path

From the System Administration menu, select Administration. From the Profiles menu, select Workflow Configuration Profile. On the Workflow Configuration page, from the Vendor Access Center menu, select Vendor.

Action Buttons

The following action buttons appear on the page:

Apply	Saves your settings.
Undo	Resets any changes you made after the last time you clicked Apply.

Variables

Use the variables defined on the Vendor Email tab in the subject and body for each workflow notification. When the email or activity is sent, the variable is replaced with the data pertaining to the workflow. Use as many or as few variables as you want, according to your organization's preferences.

_VendorNo	The vendor number.
_VendorName	The name of the vendor.
_UserName	The name of the user in VAC.
_LoginName	The login name of the user in VAC.
_Comment	The comment entered by the user who denied the registration or vendor-submitted updates.
_URL	The link to the Vendor Access Approvals page in PowerSchool ERP.
_VACURL	The unique district link to log in to VAC.
_CrLf	Allows you to designate a new line for the body of your email if your browser doesn't allow you to enter one.

Vendor Workflow Types

Configure workflow notifications on the Vendor Email tab, which uses settings from the Vendor Forms tab to determine which notifications to deliver.

Notification Type	Description	Action Required?
Registration Needs Approval	This workflow initiates when a vendor submits a registration or new user request. Approvers receive this notification based on settings on the Vendor Forms tab.	Yes
Update Vendor Information Needs Approval	This workflow initiates when a vendor update is saved. Approvers receive this notification based on settings on the Vendor Forms tab.	Yes
Registration Approved	This workflow initiates when a vendor registration is approved. Vendors receive this notification based on settings on the Vendor Forms tab.	No
Registration Denied	This workflow initiates when a vendor registration is denied. Vendors receive this notification based on settings on the Vendor Forms tab.	No
Update Vendor Information Approved	This workflow initiates when a vendor information update is approved. Vendors receive this notification based on settings on the Vendor Forms tab.	No
Update Vendor Information Denied	This workflow initiates when a vendor information update is denied. Vendors receive this notification based on settings on the Vendor Forms tab.	No

Fields

Field	Description
Subject	The text that appears in the subject line of the email notification and in the activity. You can define a different subject line for each workflow type.
Body	The text that appears in the body of the email notification. You can define a different body message for each workflow type.