Manage vendor outreach and contacts

The Outreach page is the project worklist for moving vendors from discovery to a real conversation. Each row combines the project vendor, its saved contact state and the next supported actions. Contacts are scoped to the project relationship; saving one does not publish it to the shared directory or automatically send an invitation.

Before you start

• Confirm the person is authorised to receive procurement material and check the spelling of their email address.

• Prepare the published questionnaire, demo round or other request before promising a deadline.

Step by step

1. Open the outreach worklist

Go to the project and open Outreach. Use its vendor rows to distinguish Not contacted, Contact saved and Engaged relationships.

2. Add or verify the contact

Choose Manage contact for a vendor. Add the person’s name, email and supported role, or select an existing portal contact. Remove obsolete addresses so future recipient lists stay clear.

3. Choose the intended action

Use the row action for RFI, Demo or another enabled interaction. Review the selected vendor and recipient rather than assuming the most recently saved contact is correct.

4. Send from the dedicated workflow

Complete the request in its RFI, demo or proposal screen, including due date and release. The outreach stage updates from actual engagement rather than acting as a substitute for the request.

5. Monitor and maintain the record

Return to Outreach to spot missing contacts and inactive vendors. Use the relevant assignment or portal screen for delivery, open, reminder and response details.

What happens next

• Promote the primary contact into the vendor portal workflow when ongoing collaboration is required.

• Record meetings and commercial conversations on the project vendor detail rather than in directory profile text.

Troubleshooting

The vendor remains “Contact saved” after an email conversation

The stage follows tracked Disqovr activity. Launch the intended request from Disqovr, or use the supported stage control if your workflow records external engagement.

A contact is missing from a recipient list

Confirm the contact belongs to this project vendor, has a valid email and has the role or permission required by that workflow.

An old address keeps appearing

Update or deactivate it on the project vendor contact record, then reopen the send dialog to refresh recipients.

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