Vendors can be unavailable or out of capacity to work on a task that has been already dispatched to them and proceed to reject it. Using Sweven, this task can be automatically queued back to your Pipeline or manually updated for Vendor reassignment and attention.
Sometimes our preferred Vendor to work on a Site rejects the task assigned, leaving us in the position to find and assign this work to a new Vendor.
Sweven can store a list of all your Vendors and show you the closest one first during dispatch. You can read an article on the detailed process of how to onboard a new Vendor.
Work Order Assignment to a Vendor.
The dispatching process starts by selecting a Vendor to work on a task.
Then, when ready, update the Work Order Status to «Scheduled» and the Sub Status to «Pending Confirmation».
Your Vendor will receive an email with the location, problem, and description of the task to be performed.
If the Vendor rejects this work, there are two ways to move it back to your queue for assignment: a customizable, automated process and a manual update.
Automated Process, using the Sweven Vendor Portal.
A Work Order can be dispatched directly to an external Vendor using our dedicated Vendor Portal. Once assigned, they can review the deadline and the NTE value set and can choose to Accept or Reject this work.
Vendor Portal view of an assigned Work Order.
When this order is rejected by a Vendor, it will automatically move to the «Planning» Status, with the «Need Vendor» Sub status.
This option can be configured so the Work Order can be classified with a different Status or Sub status combination when rejected by a Vendor. This allows us to customize our task workflow, re-classifying rejected items to be dismissed or reassigned.
Configuring your default status for Rejected Work Orders.
When an order is rejected by a Vendor, this order can automatically be assigned a new Sub Status. This configuration can be found in System Settings/Work Orders/Sub Status or by following this link.
By default, a Work Order rejected by a Vendor will be set to the Planning status and the «Need Vendor» sub status.
You can select any combination to be the new default by clicking on the «Is Rejected» option on any Sub Status.
For instance, you can configure all rejected work orders to be moved to the «Deferred» Status. This will keep a registry of all the work that has been rejected by Vendors and needs reassigning.
Please note: you can also create new Statuses and Sub Statuses to accommodate your current task management process.
You can see the detailed process of configuring your Work Order sub status in this article.
Manual Process.
If a Vendor in our network rejects a Work Order when we assign it manually, we can simply update the Status to «Planning» and the Sub Status to «Need Vendor» or any combination of your choosing.
This configuration allows for the automatic placing of your tasks where they belong in your process and a flowing Pipeline, with accurate updates on your assigned work.
Can you think of a different way to set up this automation for your benefit? Let us know in the comments!
