Vendor Classifications

To add new classification to be used in the Vendors app, complete the following steps:

1. Navigate to the Vendor Management > Classifications sub-application. It does not matter which domain you are in when the classifications are created. All classifications are available to all projects and partitions.

2. Select New from the action bar.

3. Complete the following fields:

   Field Name	Description
   Jurisdiction	Select the appropriate jurisdiction from the list. Jurisdictions are set up in the Locations app. Refer to Set up Jurisdictions.
   Type	Select the appropriate Classification Type. This field is required and determines where this classification appears on the Vendor record. The following Classification Types appear in the following areas: License - Licenses section of the vendor record Service - Services section of the vendor record Specialty Experience - Industry Experience - If necessary, the list of Classification Types can be managed in the Lookups tab of the Configuration app for Vendor Classifications .
   Code	If applicable, enter the code associated with this classification.
   Name	Enter the name of this classification. Name is required.

4. Click Save when you are done.

Classification records can be imported using the standard import process in the application.

To complete an import, you will first need to do an export to obtain the properly formatted Excel workbook. Enter the data according to the instructions on the first sheet of the exported workbook. Consider entering at least one record to make it easier to understand how the data is organized in the Excel workbook when you complete the export. For more information, refer to Importing records.

1. Ensure that you are in the correct project or partition.

2. Navigate to the Vendor Management > Classifications application.

3. Select More > Export from the action bar.

4. Save the resulting excel file in an accessible location.

5. Open the Excel file and enter the location information according to the information on the first sheet of the workbook.

6. Save the Excel file.

7. Select More > Import from the action bar of the Classificationsapplication and select the saved file.

8. Click Import. Select Close when the import is complete.

From the detail view of a record, there are several standard actions you can take. Depending on your permissions, some or all of the following options may be available to you:

• View and View w/References - Select View or View w/References to open a PDF view of the current record. The PDF file can be printed or shared from the viewer by clicking on the Open PDF icon .

  

  Note Only references where the Include on Send value is set to "Yes" are included in the View w/References.
  Additionally, if Include Markup on Send is set to "Yes", any markups on the file are included.

• Discussions - Select this icon to open the Discussions panel. If enabled in your domain, the discussions feature allows you to participate in public or private conversations associated with specific records. For more information, refer to Discussions.

• View History - Select this icon to open the History page for the record. The history page provides details regarding all activity (creation, edits, saves, etc.) performed on the record. Click view edit to drill down into more detail on a specific action. Click hide edit to close the action detail. Click the Close icon to close the history page.

• Send actions - Click this icon to select an appropriate Send action for the record. The following options may be available to you:

  • Copy Link and Copy Portable View Link - Select this option to copy a URL link for the record or record's portable view to your clipboard. This link can be sent outside of Kahua. Users with the appropriate permissions will be able to open Kahua directly to that record or portable view by using the link.

  • Copy QR Code and Copy Portable View QR Code - Select this option to generate a QR code for the currently open record or record's portable view. The QR code can be shared directly from your screen, or copied to your clipboard to be shared as appropriate. This QR code can be shared outside of Kahua. Users with the appropriate permissions will be able to open Kahua directly to that record or portable view by using the link.

  • Send - Select this option to open a new Kahua message with the open record included as an attachment. References with the Include on Send value set to "Yes" are also included. For more information, refer to Messages app.

• Delete - Select this option to delete the open record. You must agree to the confirmation message before the record is deleted.

  Alternatively, right-click on the record in the log view and select Delete, or select multiple records from the log view and select Delete.

  Note If a record is deleted in error, your domain administrator may be able to recover it through the Recycle Bin app. For more information, refer to Using the Recycle Bin.

• Open in a new window - Select this option to open the current record as read-only in a new window (desktop host) or browser tab (web host). This allows you to navigate to other records in the original Kahua instance while keeping the read-only window or tab open for reference. To re-open the record on the read-only window or tab in Kahua, select Open in the header.

  

• Maximize and Minimize - Select Maximize to open the record to a full screen view. From the full screen view, select Minimize to return to the original view.

• Close - Select the close icon to close the currently open item.

Jurisdictions are used in the Vendor Management suite of applications to reference the state or other municipality where your vendors do business. Jurisdictions are related to the certifications, classifications, insurances and bonds that you track for your vendors.

Jurisdictions are entered in the Locations app, with the Type set to "Region" or "Municipality". Location records of both types will appear together in the selection list for the Jurisdiction field where it appears in the Vendor Management apps. By default, records with a type of "Municipality" can track address fields, while those with a type of "Region" do not.

For more information on creating location records, refer to Setting up locations.

Important The location record must have a type of Region or Municipality to be available in the Jurisdiction field in the Vendor Management apps.

Note Set up the Jurisdiction locations at the root domain level to ensure that they are available to all partitions and projects, unless you have a specific reason for doing otherwise.

The License Type field appears in the Licenses section on vendor records. It can be used to identify the issuing agency for the license. By default, it is not a required field.

While the remaining lookup fields in the Licenses section are configured in the Classifications sub-app, the License Type field is configured in the Vendors sub-app. To set up a list of license types for the Vendors sub-app, complete the following steps:

1. Ensure that you are in the root domain. The Vendors sub-app can only be configured from the root domain.

2. Right-click on the Vendor Management app in the launch bar and select Configure, or open the Configuration app and select Vendors on the Applications tab.

3. Navigate to the Lookups tab. Select License Type and Override.

4. Enter an License Type name and select Add to add it to the list.

5. Once added to the list, use the arrow icons to change the order of an item in the list, the edit icon to modify and item and the delete icon to remove it.

6. Click Save when you are done.

Your domain administrator or another user with the appropriate permissions can configure the app in the Configuration application.

Important When working in the Configuration app, it is important to review the header and ensure that you are working at the correct level in the hierarchy, either the root domain or at a partition or project level.

Settings that you establish at the root domain or lower levels will inherit down the hierarchy until they are overridden. For more information on the hierarchical structure of Kahua, refer to Understanding the hierarchical structure of Kahua.

The Configuration app can be accessed directly through the apps list (Apps > Administration > Configuration), or, in some applications, by right-clicking on an application in the launch bar and selecting Configure. When you select Configure for an app from the launch bar, the detail view of the configuration page for that application opens automatically.

For general information about the Configuration app, including how to set up an approval workflow, refer to Configuration app.

For general information on configuring this app in Configuration, refer to Application configuration.

Available application roles

Application roles determine which actions users can perform in the app. Roles are assigned to groups in the Groups app > Permissions tab. Members of the group then have the permissions associated with the roles assigned to the group.

The following roles are available for this application:

Role	Details
Administrator	Full administration, including add, configure, create lists, edit, import, export, share, view, send, process, remove, and edit view templates.
Contributor	Can add, edit, open, view, send, and process records.
Moderator	Can add, edit, import, export, remove, share, open, view, send, and process records.
Observer	Can open, view, send, and process records.
Referencer	View-only access to records.

Note To manage these permissions, open the Groups app and assign the appropriate application role to the group. Only users with the appropriate permissions can manage application roles. For more information, refer to Managing Permissions.