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Vendor Onboarding Portal: Overview and Set Up

Overview 

The vendor onboarding portal (currently in beta) systemizes vendor usage requests, allowing you to evaluate and assess vendors, choose an outcome, and communicate with key stakeholders. 

Onboarding portal workflow: 

  • Enable and customize the vendor onboarding portal. You can customize: the portal’s domain, questionnaire, and available outcomes.
  • Share the portal link with your team. We recommend including the link somewhere central and referenceable, like an intranet. 
  • Your team will submit requests via the portal. They do not need to be UpGuard users. 
  • Review and action requests in UpGuard. You can monitor and assess vendors as part of this process, but it’s not required. 
  • Submitters will automatically receive notifications regarding their request’s status.

Enable the vendor onboarding portal 

You must have a published vendor relationship questionnaire in order to enable the vendor onboarding portal. 

  1. Click the Settings (gear) icon in UpGuard’s upper right-hand corner.
  2. Click the Vendor Onboarding tab.
  3. Click View details next to Workflow in the Onboarding requests box. 
  4. Toggle on Enable Vendor Onboarding Portal. 

The vendor onboarding portal is now enabled. Your onboarding portal link is automatically created and visible in the blue box under Enable Vendor Intake Portal. Next: add the email domain(s) that people should be able to submit requests from.

Vendor onboarding portal links 

Your unique vendor onboarding portal link is how your team members will submit vendor requests. We recommend including this link wherever team members might go to find procurement and vendor evaluation information. Some common places to include the link: 

  • A company handbook 
  • A procurement policy and process page on your intranet 
  • The information section in a relevant chat channel 

To find your link within UpGuard:

  1. Click the settings icon in UpGuard’s top-right corner. 
  2. Vendor Onboarding > Onboarding Requests. 

Your portal’s link is in the Workflow section. Use the copy to clipboard icon to copy the link.  


💡An UpGuard licence is not required to access, or make a submission ,via the portal. 

Whitelist (approve) domains 

Vendor onboarding portal requests can only be submitted from specified domains. 

Approve domains to designate which domains you want to accept onboarding requests from. 

  1. Navigate to: Settings (gear icon) > Vendor Onboarding > Workflow > View details.
  2. Type the domain you want to accept requests from
  3. Click enter. 
  4. Repeat step 2-3 for any additional domains that should be able to submit requests. 

You can now receive onboarding requests from all domains listed in the Allow-listed domains box. 

Create a custom onboarding portal domain 

  1. Navigate to: Settings (gear icon) > Vendor Onboarding > Workflow > View details.
  2. Click Add custom domain. 
  3. Enter the host name that should be used for your custom domain. Ex: upguard.com. For verification purposes, this must be a domain (or subdomain of a domain) associated with your account. 
  4. Click Save. You’ll see a DNS configuration details box appear. 
  5. Go to your DNS provider and enter the record shown in the Configuration Required box. 
  6. Once you have completed the steps with your DNS provider, we will notify you via email and home page notification that your custom domain has been successfully verified.
  7. Return to the onboarding portal’s custom domain screen. 
  8. You’ll see that the domain’s status is now Verified.

You can remove your custom domain at any time, reverting the onboarding portal back to its default URL.

Customize intake portal outcome labels 

By default, three outcomes are available for vendor requests in the onboarding portal: recommended, recommended with conditions, and not recommended. 

You can add additional outcomes (up to five outcomes total) or edit default outcomes. 

  1. Navigate to: Settings (gear icon) > Vendor Onboarding > Workflow > View details.
  2. Click Outcome labels. 
  • Edit an existing outcome: 
    • Click in a category, name, or description field and make the desired update. 
  • Add an outcome: 
    • Click Add label +. 
    • Use the Category dropdown to add a category. 
    • Enter a name or description. 
  • Remove an outcome: click the trash bin icon next to an outcome. At minimum, you must always have at least one outcome available.