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Preferred suppliers

By using preferred suppliers, it is possible to determine which supplier should be automatically selected within a request or an automatically created workorder, based on the problemtype of a submitted request.

To be able to use preferred suppliers in the navigationmenu navigate to Admin - Module settings - tab: Requests and ITIL - Preferred suppliers.

Axxerion searches for preferred suppliers linked to f.e. an asset (of the request), with the same role as the role linked to the problemtype (linked to the request). if one is found, this will be the preferred supplier and automatically set in the request or the automatically created workorder. More on roles in problemtypes in Problemtrees.

Setting preferred suppliers on properties

To set a preferred supplier on a specific property we navigate to the property and to the “Team” tab. Here we click on: Add contact. Here we can select any contact to add to the role (not only supplier contacts). After selecting the person we will be presented with the options below:

The profile will be set by default, as well as the property we just selected. What we have to select is which role they will get within this property, if this is a supplier we can give them a role like: “Maintenance”.

Setting preferred suppliers on assets

To set a preferred supplier on an asset we navigate to the specific asset. On the asset page is a field: “Supplier”, this is used to fill in the preferred supplier for this specific asset.

How preferred suppliers are selected

Because we can fill in preferred suppliers on multiples objects in Workplace there is a specific order in which Workplace determines which contact to select.

1. Axxerion searches for preferred suppliers linked to the asset (of the request), with the same role as the role linked to the problemtype (linked to the request). if one is found, this will be the preffered supplier and automatically set in the request or the automatically created workorder.

2. When no asset is linked or no preferred supplier is found specifically linked to the Asset, Axxerion searches for preferred suppliers linked to the Area (of the request), with the same role as the role linked to the problemtype (of the request). if one is found, this will be the preffered supplier and automatically set in the request or the automatically created workorder.

3. When no Area is linked or no preferred supplier is found specifically linked to the Area, Axxerion searches for preferred suppliers linked to the property (of the request), with the same role as the role linked to the problemtype (of the request). if one is found, this will be the preffered supplier and automatically set in the request or the automatically created workorder.

4. When no preferred supplier is found within the property, Axxerion searches for preferred suppliers without any context and the same role as the problemtype. If one is found, this will be the preffered supplier and automatically set in the request or the automatically created workorder.

Request

When using preferred suppliers for assigning requests to contractors (And thus, no work orders are used for a specific problem type), the following applies:

As soon as the request is assigned to an internal executor, it will immediately be visible which supplier has preference for the problemtype concerned.

Please note, the request is not automatically assigned to the supplier. This remains a manual task for the internal executor. After a request has been submitted, the members of the treatment group determine which contact is internally responsible for the request. This user can then decide whether the request is send to the (preferred) supplier.

Work orders

When using preferred suppliers for automatically creating a workorder for a submitted request (A setting on the problem type), the following applies:

If a preffered supplier is found (for a request that is not marked as a possible duplicate after submitting and linked to a problemtype for which "Auto create workorder" is set to yes), a work order is automatically created for that supplier (Contractor). If the problemtype is also set to "Auto assign" the workorder, it will also automatically assign this workoder to the contractor (Otherwise, this task is up to the servicedesk employee). The request will automatically go to the status "Awating workorder(s)".

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