Table of Contents
Summary
Whistic provides a pre-built intake form to collect vendor information efficiently. The form gathers vendor starting point details and can be customized to match your organization's data collection needs. It also determines what data is tracked and displayed throughout your Whistic account, including the vendor catalog and reporting features.
Important: Work closely with your Customer Success Manager when customizing your intake form to ensure optimal setup for your organization's needs. Please see the intake form's special fields HERE.
🚀 Getting Started with Your Intake Form
Your Whistic account includes a default intake form with standard vendor information fields. Before customizing, understand that this form serves two primary purposes:
- Data Collection: What information do you want to gather during the vendor intake process
- Data Tracking: What vendor details do you want to store and display in your vendor records, catalogs, and reports.
- Before customizing, consider what information you need for both immediate intake and long-term vendor management.
Here is an example of what the Intake form looks like by default, without any custom fields added:
⚠️ Required Form Fields
Critical: The following fields are essential for program automation and should not be removed:
📋 Vendor Information
- Vendor URL
- Vendor Name
- Product Service/Name
- Type of Vendor
- First Name
- Last Name
- Email Address
👤 Requester/Business Sponsor Information
- First Name
- Last Name
- Email Address
🏢 Business Unit Information
- Vendor Criticality Level
- Sponsoring Business Unit
🔒 Internal Systems & Data Risk Classification
- Internal systems or applications that this vendor will have access to or integrate with
- Type(s) of data this vendor will have access to
⚙️ Customization Steps
1. Access the Intake Form Configuration
- Navigate to your intake form settings in Whistic
- Review the default form structure
2. Add Custom Fields
- Identify additional data points your organization needs to track
- Add custom fields that align with your vendor management requirements
- Consider fields that will be useful for vendor catalog display and reporting
3. Configure Conditional Logic
- Set up conditional questions that appear based on previous answers
- This keeps the form streamlined while collecting comprehensive information when needed
4. Set Field Properties
- Mark questions as required when necessary
- Hide fields that should be tracked but not displayed during intake
- Select which questions to include in vendor intake emails
5. Save and Test
- Save your work as a draft frequently to avoid losing changes
- Test the form flow before publishing
6. Publish Changes
- When satisfied with your customizations, click "Publish"
- Changes will be reflected on your intake form immediately
- Vendor details page updates may take up to 30 minutes
✨ Best Practices
- Save Frequently: Draft your changes regularly to prevent data loss when navigating away from the page
- Start Simple: Begin with essential custom fields and add complexity gradually
- Think Long-term: Consider how custom fields will appear in reporting and vendor catalogs
- Test Thoroughly: Review the form flow from a user's perspective before publishing
- Collaborate: Work with your CSM to optimize field selection and configuration
❓ FAQ
Can I remove default fields from the intake form?
No, required fields are essential for program automation and vendor record functionality. Removing them may cause features to fail.
How long does it take for changes to appear after publishing?
Intake form changes appear immediately. Vendor details page updates may take up to 30 minutes.
What happens if I navigate away without saving?
Unsaved changes will be lost. Always save as a draft before navigating away.
How do conditional logic questions work?
Conditional logic shows or hides questions based on previous responses, keeping your form streamlined while collecting detailed information when relevant.
Can I hide fields I want to track but not display on the form?
Yes, hide questions that shouldn't appear during intake but need tracking as data points for vendor catalogs or reporting.
When will custom fields appear in reporting and vendor catalogs?
Custom fields appear only after you start collecting data through the updated intake form.
Who should I contact for help customizing my intake form?
Contact your Customer Success Manager to ensure optimal configuration for your organization's needs.