Business Units & Internal Systems Definitions and Settings

Table of Contents

• Summary
• Adding Business Units & Internal Systems
• Additional Resources

Business Units and Internal Systems are incredibly important in managing vendors within Whistic. In this guide, we will explore how to incorporate the business unit and/or internal systems that vendors utilize into the custom intake form. By doing so, we can enhance the Pre-Questionnaire Workflow & Logic when onboarding a new vendor.

Let's take a closer look at the significance of each component and learn how to seamlessly add units/systems to your Custom Intake Form.

🏢 Business Units

Departments within your organization will help identify which group has a relationship with your vendors. Business leaders can receive automated emails and tasks based on the rules you define.

🔧 Internal Systems

Software tools or services that you currently use, that new vendors may integrate with in some way.

📋 Identifying These Fields on the Custom Intake Form

The default Custom Intake Form contains two sections dedicated to Business Units and Internal Systems & Data Risk Classification. This information can be edited in the 'Layout' version and once all necessary changes have been made, you can Preview the form and then Publish, once complete.

In Layout, under Business Unit Information and Internal Systems & Data Risk Classification the following two fields will not populate in the 'Preview' or form unless units and/or systems are added in Program Automation.

• Sponsoring Business Unit
• Internal systems or applications this vendor or system will have access to or integrate with

Layout:

Preview:

➕ Adding Business Units & Internal Systems

These units/systems can be added by editing the Data Classifications, Business Units, Connected Systems, and Vendor Criticality, within Program Automation.

Add New

Under Business Units, you can 'Add a New Unit' where you can enter various departments (Sales, Finance, Legal, etc.) as well as the internal contact that will receive automated emails and tasks based on the rules you define in Pre-Questionnaire Workflow & Logic.

Modify

To modify a business unit, simply click on the line where the existing information is and modify the text. There is no save button so once you have entered the replacement text, the system will automatically save your changes.

Remove

Additionally, to delete or remove any business units that are no longer in user, please use the delete icon at the end of the business unit line.

Note: Adding a unit/system owner is for reporting purposes only and does not send out an email to the unit/system owner. If you would like particular unit/system owners to receive emails when a vendor is added, this must be completed through Pre-Questionnaire Workflow & Logic.

Internal Systems

Complete the same steps as above for adding, modifying, and deleting Internal Systems, by adding a System name and a point of contact that can assist vendors with such systems/integrations.

Once the appropriate units/systems have been added, the changes will reflect on the Custom Intake Form and will produce various drop-down options that can be selected when filling out the form.

These Units/Systems will also assist your organization with defining pre-questionnaire workflow & logic based on vendor intake form responses, automating which questionnaires are sent to your vendors – no need to manually decide!

📚 Additional Resources

To learn more about Pre-Questionnaire Workflow & Logic - click HERE