# Configuring Supplier Notifications (QMS)

<a href="/en/gr/78610/">QualityOne Vaults</a> have built-in tools to <a href="/en/gr/824750/">process supplier notification emails</a>, making it easy to get supplier notifications into Vault, triage notification records, and determine if further action is required.

## Configuration Overview {#overview}

Complete these steps to automate _Supplier Notification_ intake:

* [Create _Person_ and _Organization_ object records for potential _Supplier Contacts_][1]
* [Configure one (1) or more _Inbound Email Addresses_ for notification intake][2]
* [Configure the _Supplier Notification_ lifecycle][3]
* [Configure the _Supplier Notification_ object][4]
* [Configure user permissions][5]

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      <p><strong>Note</strong>: Depending on your Vault’s creation date and which features are currently enabled and configured, some of the steps described in this article may be unavailable or already complete in your Vault.</p>
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## Creating Person & Organization Records {#records}

You must create _Person_ and _Organization_ records so Vault can populate the _Supplier_ and _Supplier Contact_ fields on _Supplier Notification_ records. After processing a new supplier notification, Vault matches the sender's email address to an _Email_ on a _Person_ record to create a _Supplier Notification_ record. On the new record, Vault populates the _Supplier Contact_ and _Supplier_ fields with the _Name_ and _Organization_ values from the matching _Person_ record.

## Configuring Inbound Email Addresses for Supplier Notification Intake {#inbound-email}

To configure an _Inbound Email Address_ for use with supplier notifications:

1. Navigate to **Admin > Configuration > Inbound Email Addresses**.
2. Click **Create**.
3. Enter a **Label**.
4. Enter a **Name**.
5. Enter an **Email Address** for Vault to monitor for supplier notifications.
6. In the **Email Processor** drop-down, select **Supplier Notification Email Processor**.
7. In the **Allowed Senders** drop-down, select **All Users & Persons in this Vault**.
8. Select an **Email Processor User**. This _User_ should have the [required permissions][5] to perform email intake in this Vault.
9. Click **Submit**.

## Configuring the Supplier Notification Lifecycle {#lifecycle}

You can optionally <a href="/en/gr/30683/">configure an object lifecycle</a> for the _Supplier Notification_ object according to your business processes. If required, you can configure actions on the lifecycle for creating related records such as _NCRs_, _Change Controls_, and _Action Items_. For more information, see <a href="/en/gr/70804/">Setting Up Related Record Automation</a>. You can collaborate with external parties on related follow-up records belonging to <a href="/en/gr/76844/#target-objects">objects that support External Collaboration Management</a>. To do this, you must have <a href="/en/gr/76844/">External Collaboration Management</a> configured in your Vault.

## Configuring the Supplier Notification Object {#sn-object}

We recommend the following adjustments to the _Supplier Notification_ object <a href="/en/gr/26387/">layout</a> to take advantage of automated _Supplier Notification_ intake:

* Remove the _Message ID_ and _Root Message ID_ fields from the layout.
* Optional: Insert a _Supplier Notification - Email_ related object section for email metadata tracking purposes.
* If appropriate for your processes, insert an _Action Item_ related object section or other related object sections.

## Configuring User Permissions {#user-permissions}

You must ensure users have the appropriate read and create <a href="/en/gr/22824/">permissions</a> to access the appropriate objects and object fields in addition to the permissions outlined below:

* For the _Supplier Notification_ object:
    * _Read_, _Create_, and _Edit_ permissions
    * _Read_ and _Edit_ permissions on the following fields:
        * _Supplier_
        * _Supplier Contact_
        * _Email Body Text_
        * _Email Sent Date_
        * _Email Subject_
        * _Sender Email Address_
        * _Message ID_
        * _Root Message ID_
* For the _Person_ object: 
    * _Read_ permission
    * _Read_ permission on the _Organization_ field
* For the _Email_ object: 
    * _Read_ permission
    * _Read_ permission on the _Full Message ID_ and _Message ID_ fields
* _Create_ permission on the _Supplier Notification - Email_ object
* _Read_ permission on the _Organization_ object
* _Create_ permission on any objects for which users need to create related records from the _Supplier Notification_

## Related Permissions {#related-permissions}

You can complete all the steps in this article with the standard _System Administrator_ or _Vault Owner_ security profile. If your Vault uses custom security profiles, your profile must grant the following <a href="/en/gr/22824/">permissions</a>:

<table>
  <tr>
   <td><strong>Type</strong>
   </td>
   <td><strong>Permission</strong>
   </td>
   <td><strong>Controls</strong>
   </td>
  </tr>
  <tr>
   <td>Security Profile
   </td>
   <td>Admin: Configuration: Object Lifecycles: Create, Edit
   </td>
   <td>Ability to create and modify object lifecycles.
   </td>
  </tr>
  <tr>
   <td>Security Profile
   </td>
   <td>Admin: Configuration: Objects: Edit
   </td>
   <td>Ability to modify Vault objects.
   </td>
  </tr>
  <tr>
   <td>Security Profile
   </td>
   <td>Admin: Configuration: Inbound Email Addresses: Create
   </td>
   <td>Ability to create <em>Inbound Email Addresses</em>.
   </td>
  </tr>
</table>

[1]: #records
[2]: #inbound-email
[3]: #lifecycle
[4]: #sn-object
[5]: #user-permissions