Setting preferred

suppliers on properties

We navigate to the property and

the “Team” tab to set a preferred supplier on a specific property. Here we click on: Add contact. Here we can select any contact to add to the role (not only supplier contacts). After

choosing the person, we will be presented with the options below:

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The profile will be set by default, as well as the property we just selected.

We have to

decide which role they will get within this property

; if this is a supplier, we can give them a role like:

“Maintenance.”

; this is used to fill in the preferred supplier for this specific asset.

multiple 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)

1. with the same role as the role linked to the

1. problem type (linked to the request).

1. If one is found, this will be the

1. preferred supplier and automatically set in the request or the automatically created

1. work order.

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)

1. with the same role as the role linked to the

1. problem type (of the request).

1. If one is found, this will be the

1. preferred supplier and automatically set in the request or the automatically created

1. work order.

2. 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)

1. with the same role as the role linked to the

1. problem type (of the request).

1. If one is found, this will be the

1. preferred supplier and automatically set in the request or the automatically created

1. work order.

2. When no preferred supplier is found within the property, Axxerion searches for preferred suppliers without

1. context and the same role as the

1. problem type. If one is found, this will be the

1. preferred supplier and automatically set in the request or the automatically created

1. work order.

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 the preference for the

problem type 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 service group members

determine which contact is internally responsible for the request. This user can then decide whether the request is

sent to the (preferred) supplier.

Work orders

When using preferred suppliers for automatically creating a

work order for a submitted request (A setting on the problem type), the following applies:

Suppose a

preferred supplier is found (for a request

not marked as a possible duplicate after submitting and linked to a

problem type for which "Auto create

work order" is set to yes). In that case, a work order is automatically created for that supplier (Contractor). If the

problem type is also set to "Auto assign" the

work order, it will

automatically assign this

work order to the contractor (Otherwise, this task is up to the

service desk employee). The request will automatically go to the status "

Awaiting workorder(s)".

• Preferred suppliers are used within requests

• Preferred suppliers can be set within the properties, area’s areas, or assets.