Overview

Vendors are third parties that might need access to tickets. For more information about assets, see the article Understanding Vendors. Creating vendors involves creating an organization, assigning members to the organization, and attaching any necessary files.

In this article, we’ll go over how to create a new vendor organization in three steps.

• Set Vendor Organization Details
• Assign Vendor Members
• Attach Files

Set Vendor Organization Details

Click Vendors & Customers in the left menu. 

A new page will open. Click the Vendors tab on the left. 

A table with all of the existing vendors will be displayed. Click New Vendor in the top right corner. 

On the Create vendor page, fill out the following information: 

• Name - The name of the vendor organization, this is how it will appear in ticket options. This is a required field. 

• Description - Additional information about the vendor organization. This is an optional field. 

• URL - The URL for the vendor’s website. This is an optional field. 

By default when a vendor organization is created, it is available to use on all tickets. If you only want items to display for certain locations or assets you can assign it to them. Use the fields below: 

• Location - This is an optional field for when a vendor organization is specific to a location. Use the dropdown to select the desired location. You can only select multiple locations. To remove a location, click the X to the right of the name. 

• Assets - This is an optional field for when a vendor organization is specific to an asset. The vendor organization will only appear for tickets tied to that asset. You can only select multiple assets. To remove an asset, click the X to the right of the name. 

Warning: Assigning vendor locations to locations and assets can help narrow dropdown options for users, but use caution as it hides the vendor from all other locations and assets selected. 

Note: If you created custom fields for vendor organizations, those fields will appear below the Assets field. Fill them out according to your organization’s workflow. For more information on creating custom fields, see the article Using Custom Fields. 

When you’re done, click Next to start assigning vendor members. 

 

Assign Vendor Members

Note: You can add vendor members at a later time. For more information, see the article Add and Manage Vendor Members. Click Next to move forward with creating a vendor organization.

Click Add new contact to create a new vendor member. 

The Create a new contact window will open. Enter the following information: 

• Name - Enter the name of the new vendor member. This is a required field.

• Email  - Enter the email address for the new member, this will be used for sending new ticket notifications and comment notifications. This is a required field. 

• Detail - Enter any additional information about the member. This is an optional field. 

• Phone- The new user’s phone number. This is an optional field. 

Click Create to add the new member. 

Click Next to move on to the files portion of creating a vendor organization. 

 

Attach Files

Note: Files are not required to create a vendor. Click Save to create a vendor without any files attached. To attach a file later, see the article Manage Vendor Organizations. 

To add an image or other file to a vendor, click the upload icon or drag and drop a file into the upload field. Files must be less than 10 MB. You can upload up to 5 files at one time. 

Click Save to create your new vendor organization.