Understanding compliance sign-offs
Throughout the onboarding process, vendors may be required to respond to a variety of questions relating to compliance, as well as general information about their company. Your organisation may configure an approval process in which specific staff users are required to sign-off individual sections of the questionnaire for applicable vendors.
For example, you may request your vendors to respond to Workplace Health and Safety questions which should be signed off by a WH&S officer within your organisation prior to approving the vendor application. Templates can be used to indicate who is required to sign off each section for different circumstances.
Sign-off templates allow your organisation to automatically designate individual sections of the questionnaire to a staff user to provide their sign-off. Your organisation can configure multiple sign-off templates that can be applied to vendors to meet specific requirements.
For example, your organisation may configure a specific sign-off template to be applied to international vendors whilst a different template is used for domestic vendors. If no sign-off template is assigned to a vendor the default template will be used.
Tip: You can learn more about sign-off templates and how they are used in our guide; Introducing sign-off templates.
When a staff user has been nominated to provide their sign-off to a section of the questionnaire a sign-off assignment will be created for them. Depending on your organisation's requirements a staff user may receive multiple sign-off assignments and will be required to indicate the progress of the assignment as well as their final decision.
Tip: You can learn more about completing sign-off assignments in our guide; How to complete a compliance sign-off.
Once a sign-off template has been assigned to a vendor the appropriate sign-off assignments will appear under the respective Questionnaire section of their vendor profile A staff user may indicate the progress of the assignment by changing its status.
|Pending||This status indicates that the sign-off assignment has not been started, or the staff user has not updated the progress.|
|In Progress||This status shows that the assignee has indicated that the sign-off process is in progress.|
|Compliant||This status indicates that the section has been reviewed by a staff user and they have indicated that the responses have been accepted.|
|Non-Compliant||This status indicates that the section has been reviewed by a staff user and they have indicated that the responses have been declined.|
|Partially Compliant||This status shows that this section has been reviewed by a staff user and they have indicated that the responses are partially compliant.|
As a sign-off assignee, you will receive one email notification per vendor submission, even if you have been given more than one sign-off assignment for that vendor.
Notifications to sign-off assignees may be triggered in two events:
- When a vendor has submitted an application The Submission Sign-Off feature is required to be enabled for your organisation.
- When a vendors application has been unlocked and they have completed the required task
Note: Sign-off notifications are managed on the organisation level and may be configured per request of your Felix administrators.
Sign-off notifications for when a vendor has submitted an application occurs when a vendor confirms submission of their application. You will receive a notification if your status is Pending, In Progress, Partially Compliant, Compliant or Non-Compliant.
Sign-off notifications of unlocked vendor submissions may occur after a vendor has already been approved for your organisation but has been requested to update information in their account. You will receive a notification if your sign-off status is Pending or In Progress.
Tip: If you have previously signed off a vendor's submission and you have received a notification email after they confirm their submission, it is recommended to review the vendor's responses again to ensure that your sign-off decision is still valid.