How To Customize the Vendor Intake Form

Table of Contents

• Summary
• Know Before You Edit
• Create a New Link to Your Vendor Intake Form 
• Steps
• FAQ

Summary

The Vendor Intake Form enables your Security Team to specify exactly what information they need to identify and categorize the risks presented by working with a vendor. It must be completed as part of adding a vendor to your Vendors tab. 

Your Security Team will use information gathered by the Intake Form to determine how best to conduct the security review of that vendor. For example, a vendor with access to high-risk data may need a more thorough security questionnaire. 

To facilitate this you can customize your Intake Form to the needs and risks of your industry and company.

Know Before You Edit

Please do not delete any default (original) fields in the intake form without consulting with your Customer Success Manager. Doing so can cause issues that are difficult and, in rare cases, impossible to remedy.

If you already have vendors in your Vendors tab, there are a few things to consider:

1. Changing a field in your intake form and then publishing it will apply that change to all your current vendor records. This can take up to 10 minutes to finish.

2. This applies to additions, removals, and alterations. Alterations preserve the associated answers/input unless the option or field is removed.

3. For additions, you can edit the vendor(s) individually or use the bulk vendor import feature shown HERE. We recommend no changes be made through the bulk vendor import during this process to avoid confusion or Import Errors.

4. Deleting a custom field from the intake form will delete any data currently associated with that field for all of your vendors. Keep this in mind before deleting any fields

Steps

How to Customize the Vendor Intake Form

1. From the main menu, select Admin Tools
2. From sub-menu, select Custom Intake Form 

3. A form builder page will open. There are several form components available to create a customized form that meets your needs. Here are a few items to point out:

• Default Fields - The default form is robust and includes the following sections: Vendor Information, Business Sponsor Information, Business Unit Information, Internal Systems & Data Classification and Additional Information. 
• Add New Section - If you would like to add a new section, you can do this by clicking Add Section below the default fields. 

• Form Components - Once a new or existing section has been identified, drag components from the left menu and then customize those components using the right menu.
  • The example below shows a new section being added. Then, a dropdown component is added to that new section. Finally, the dropdown component name and selection options are renamed.
• Reset Form - If you would like to reset the form, this option will restore the form to the default meaning that custom fields will be removed. Should you wish to proceed with resetting the form, please reach out to your Customer Success Manager for assistance.
• Save Draft - The Save Draft option will allow you to save your work, if you are not ready to publish the form.
• Publish Form - This button will push any new changes to the custom intake form. Once the form has been published, the fields will update on the intake form as well as the vendor records. 
• Layout & Preview - At the top of the screen there is an option to toggle to a preview, this will allow you to see what the changes will look like before publishing. To go back to the editing view, toggle the slider back to Layout. 
• Logic - Add logic to the form by selecting a field and then selecting Edit in the right formatting panel. Logic will allow questions to display only when defined criteria are met. Logic can only be dependent on dropdown fields that have been saved with selectable options. The display logic can only be 1 layer deep as well. For example, You can do 1 displays 2, but not 1 display 2 displays 3 (two layers deep of display logic).
• Enable Scoring - Apply scoring to the Intake form and then use that score to drive other actions, such as determining risk or sending a questionnaire. Learn more here. 

4. Once all changes have been made, click Save Draft.

5. After the information has been reviewed please select Publish Form and you are all set!

Business Unit & Internal System (Program Automation, Call-Out)

Note: Please note that 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. If deleted, These Default fields can be added back.

• Sponsoring Business Unit

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

These units/systems can be added by editing the Data Classifications, Business Units, Connected Systems, and Vendor Criticality, within Program Automation. To find more information on Program Automation click HERE.

Adding Form Components (Example)

Adding Logic (Example)

 

Create a New Link to Your Vendor Intake Form 

You can manage your external vendor intake form links - including, creating multiple links, labeling, and archiving. Each link will open a unique page URL, however, the form content itself will be the same. Once submitted, there will be no difference between vendors submitted using different links. To add new links or delete old ones, follow these steps:

• Go to Admin Tools 
• From the left-side menu, select Program Automation and choose Vendor Intake Form

FAQ

• Why isn't my conditional field removed?
  • One reason is if your conditional display logic is too complex. For example, you can do 1 displays 2, but not 1 display 2 displays 3 (two+ layers deep of display logic). The reason for that is If you change the answer to 1 then 3 will still show. This functionality was only for one layer of display logic.
• How do I use the Include on Vendor Intake Email feature?
  • By default, the Include on Vendor Intake Email is unchecked. When turned on this will add the field data to the alert that all admins receive when the vendor is added using the Intake form and meet the criteria setup in Program Automation.
  • Additionally, this only applies to the following 7 fields: Vendor URL, Vendor Name, Product / Service Name, Type of Vendor, Requester First Name, Last Name, Email Address, as well as any multiple choice options that you create (This is due to how Program Automation works. See more HERE).

• Can I automate questionnaires and alerts based on how the intake form is answered?

  • Yes! You can set up Pre-Questionnaire Workflows to automatically set risk levels, send questionnaires, and send email notifications based on how the intake form is answered. To learn more on Pre-Questionnaire Workflows & Logic click HERE.

• How can I bring back a field that I have deleted?

  • Restoring intake form questions is very difficult and is normally only done in very extreme cases. If the question was a system default field a reset may be needed. It is recommended that you export your vendor data using the Bulk Vendor Intake Form to preserve your current data and then reach out to your Customer Success Manager to have the form reset.

• When will more conditional display logic options be available?

  • There is currently no ETA for "Is Not", multi-select and other options