Vendor Management and Onboarding Workflow

Start of the Workflow/Process.

Create a new entry in the Vendor Data Model to initiate the onboarding process.

Assign a task to the Compliance Officer to review the vendor's security documentation.

Fetch contact information and primary email from the newly created Vendor entry.

Send an automated email to the vendor contact with the required documentation checklist.

Create a task for the Procurement Team to verify uploaded tax forms and certificates.

Update the status field in the Vendor Data Model to reflect that the review process has started.

Retrieve all document entries linked to the current Vendor record for audit purposes.

Execute a formula based on various risk assessment inputs (e.g., data access level + geographic location risk).

Write the result of the risk calculation back into the Vendor Data Model.

Create a high-priority task for the Department Head to approve or reject the vendor.

Sum the contract values of all vendors currently in the 'Active' status for budget forecasting.

Update the Vendor entry status to 'Active' upon successful completion of all tasks.

Send an email to the Finance and IT departments notifying them that a new vendor is ready for use.

Create a summary report detailing the time taken and documents processed during this onboarding cycle.

Send an SMS to the Compliance Manager if the calculated risk score exceeds the predefined threshold.

End of the Workflow/Process.