Once a vendor has been invited and accepted access to the Vendor Portal, you can begin assigning work orders to them. Any work order assigned correctly will automatically appear in the vendor’s mobile app.
This article explains how to properly assign a work order so it is visible to the vendor in the portal.
Step 1: Ensure the Vendor Has Portal Access
Before assigning any work orders, confirm the vendor has already been invited to the Vendor Portal.
To do this:
- Go to your Vendors Board
- Select the vendor
- Confirm they have been sent and have accepted the Vendor Portal invitation
⚠️ Vendors must accept their invitation before they can access assigned work orders in the app.
Step 2: Assign the Work Order to a Vendor
Once the vendor has access, you can assign work orders directly from the Work Orders Board.
For each work order:
- Open the work order
- Locate the Vendor field (Vendor Company Name)
- Select the vendor card from your Vendors Board
This links the work order to the vendor company.
Step 3: Assign the Vendor Contact
In addition to selecting the vendor company, you must also assign a vendor contact.
Make sure:
- A Vendor Contact Name is selected
- The contact is properly associated with the vendor card
⚠️ Both of the following must be true for the assignment to work correctly:
- The vendor company is selected on the work order
- A vendor contact tied to that vendor is assigned
Step 4: What Happens After Assignment
Once both the vendor and vendor contact are assigned:
- The work order is automatically visible in the Vendor Portal app
- The vendor will see it in their Work Orders list
- All enabled fields (view or edit) will be available based on your setup
- Any attachments, notes, or updates will sync in real time
No additional steps are required to push the work order to the vendor.
Important Notes
- The vendor must have accepted their Vendor Portal invitation before they can access work orders
- Work orders will not appear in the app unless both:
- Vendor company is assigned
- Vendor contact is assigned
- Updates made to the work order will reflect automatically in the vendor’s app
Summary
To successfully assign a work order to a vendor in the portal:
- Confirm the vendor has accepted their portal invitation
- Assign the vendor company on the work order
- Assign a valid vendor contact linked to that vendor
Once complete, the vendor will automatically see the work order in their mobile app and can begin working immediately.