Communicating with Vendors through Work Orders

Question: Does the work order process with Vantaca involve emailing the work order requests directly to the vendors?

Answer:

The short answer is: Yes!

Assuming you have a standard configuration for your Work Order Action Item, the Send to Provider step is configured to Send To the role of Vendor. This means that it will send the templated email on that step to the vendor selected in the action item screen.

Note: For the vendor to be contacted through the Work Order process, they must have an email on file. See the "Vendor Contacts" article for more info.

Viewing Vendor Action Items

After an Action Item has been assigned to a vendor, you can go to the Vendors > Action Items page and view the action items assigned to each vendor.

After a vendor is assigned to an action item, users can then directly message the vendor using the New Message feature by sending to the role of Vendor.

How can Vendors view Action Items?

Vendors can be assigned logins through the Vendor record, which will allow that vendor to log in and set their communication preferences (Text vs Email, for instance). Otherwise, your vendors will always receive emails, provided that your action item step is configured accordingly. For information on setting up these Vendor Logins, visit the Creating View Only Users to Access Vantaca.net. 

Note: This is most common for Collections Attorneys

FAQ

Q: How do I print out a work order action item?

A: If you want to print this action item, you can attach the Action Item Report and print it:

1. Click New Message on this action item. 
   The New Message screen opens.
2. Provide the appropriate information, select Note in the Send To field, and add the Action Item Report in the Reports section. If looking to print a version with notes omitted, select Action Item Report w/o Notes.
3. Click Update and refresh the XN in the Action Center.
   The new message displays on the action item.
4. Click the Paperclip icon on the action item note.
5. Select Action Item Report in the Attachments screen.
6. Click the printer icon in the top-right corner.
   The print dialog opens.
7. Configure your print settings and click Print.

To delete an attachment from an action item, see the "How do I delete an attachment on an action item?" article.