Create External Supplier Sites

Configure the Supplier Event
business process and security policy in the Suppliers functional area.

Configure the Prospective Supplier Request Event
business process and security policy in the Suppliers functional area.

Configure the Self Supplier Prospect Group
security group with view and modify access, on the Self-Service: Supplier External Site User Access
security domain in the Supplier Accounts functional area.

Security: Set Up: Supplier Sites
domain in the Supplier Accounts functional area.

You can create external sites where prospective suppliers can submit information to your company for review and approval. Setting up an external supplier site streamlines your supplier onboarding process by saving you time, reducing manual processing, and improving data integrity.

Prospective suppliers can:

Submit their contact information.

Enter the goods and services that they provide.

Enter banking and payment information.

View their application history and registration status.

Update their application.

Access the

Create External Supplier Site

task.

As you complete the task, consider:

Option	Description
ID	Enter a unique alphanumeric identifier that becomes part of the URL of the external supplier site. Workday automatically converts spaces to dashes.
Languages	When you select more than 1 language, Workday displays the external career site in English and enables the candidate to select another language from this list.
Embed Mode	Select the check box to generate a link that you can display within another website. Workday hides the banner, logo, header name, and header color.
Publish Site	Select the check box to make the site available to the public at the Site URL . Clear the check box to keep the site in preview. You can preview the site using the Site URL , but the URL won't work for external suppliers. You can access the Edit External Supplier Site task to select the check box later.
Downtime Service URL	Enter a URL for a page that external users see during the weekly maintenance service window in this format: https://... Quarterly and monthly Workday maintenance services could affect the Downtime Service URL . You can only test the Downtime Service URL during the Workday maintenance service window. See: Workday Community: Scheduled Maintenance. Workday Community: Weekly Service Updates. If you don't configure a URL, external users see the standard Workday downtime page. When users attempt to access Workday from a bookmarked URL with authgwy in the web address during the maintenance window, they see the standard Workday downtime page.
External Labels Collection	When you're using Workday Designer to personalize your external supplier site, select an option to attach the site to an external labels collection. The external labels collection acts as a container that saves your customized labels on Workday Designer. Example: If you change the label or style of a button, Workday automatically saves your specifications in the selected external labels collection.

As you complete the

Branding

section, consider:

Option	Description
Site Logo	Upload your company logo in PNG or JPG format. For best results, use files that are 85 x 85 pixels. The logo displays on the external supplier site banner.
Banner Image	Upload your company banner in PNG or JPG format. For best results, use files that are 1100 pixels wide by 120 pixels high. If the banner is smaller than the recommended size, Workday stretches the image to fit, and the Header Color might display through.
Header Name	Enter text to display on your external supplier site banner.
Header Color	Enter the HTML color code for the background of your external supplier site banner.
Header Font Color	Enter the HTML color code for the Header Name .

Complete the

Configure - Landing Page

section.

You can use rich text and include links that direct suppliers to other sites, such as your company website.

As you complete the

Configure - RFQ Bid Opportunities

section, consider:

This section only displays if you've set up request for quote (RFQ) types in your tenant.

Option	Description
Enable RFQ Bid Opportunities	Select to configure content related items for the RFQ Bid Opportunities home page.
Restricted to Companies	Leave blank to include all companies in your tenant.
Restricted to Public RFQ Types	Leave blank to support all public RFQ types in the external website.
Open for Bidding Label Text Upcoming for Bidding Label Text Closed for Bidding Label Text Canceled for Bidding Label Text Bid Response Label Text	Customize the default tabs that display on your page. These labels display as tabs on your RFQ Bid Opportunities home page.
Enable Awarded To Suppliers on closed RFQs	Select to display suppliers awarded for closed RFQs.
Enable Award Status on closed RFQs	Select to display the award status of suppliers on closed RFQs.
Link to Supplier Registration Content	Enter instructions to redirect users from the RFQ Bid Opportunities home page to the supplier registration home page.

As you complete the

Supplier - Setup Registration

section, consider:

Option	Description
Signature	Select to give external suppliers access to this page and enable the Disclaimer Label and Disclaimer Content fields. Prospective suppliers can enter an electronic signature when they agree with the conditions you set up.
Disclaimer Label	Add a mandatory disclaimer title, such as Terms and Conditions.
Disclaimer Content	Add a mandatory disclaimer statement. To add bold text, use <b></b> formatting tags. The text renders in bold in the external supplier site only. Formatting tags are visible in preview.
Business Details Questionnaire Supplier Contact Questionnaire	Select a supplier registration questionnaire to collect business and contact information about your prospective suppliers. To create questionnaires for the external supplier site, access the Create Questionnaire task and select Supplier Registration from the Questionnaire Types prompt.

As you complete the

Supplier - Setup Registration

grid, consider:

Option	Description
Goods and Services	Select to enable prospective suppliers to enter goods and services they provide and select a spend category hierarchy. To enable a spend category for external suppliers, access the Edit Spend Category Hierarchy task, and select the Enable for External Website check box.
Supplier Classifications	Access the Maintain Supplier Classifications task and select the External Supplier Site Classification check box to configure external supplier classifications.
Contact Information	Select to enable external suppliers to enter supplier contact information, such as legal name, email address, and more.

You can configure these attributes on each tab on the

Supplier - Setup Registration

grid as

Required

Hide

from your prospective suppliers:

Field

Label

Selectable Prompt Values

You can also select

None of the Above

to make the attribute available, but not required.

After approval, Workday automatically transfers the information on the external supplier site pages to the supplier profile.

Share the Workday-generated URL with your prospective supplier to give them access to the external site. After the prospective supplier submits a request, Workday initiates the Prospective Supplier Request Event
business process for review and approval.

You can also:

Send back an application during review to request changes or additional information.

Approve the request, Workday creates an inactive supplier and triggers the Supplier Event
business process.

Access these reports to manage your external supplier site:

Supplier Invalid User Signon Attempts

External Supplier Signons and Attempted Signons

View External Supplier Request

View External Supplier Site

Steps: Set Up Request for Quotes

Configure Questionnaires and Questions

Reference: Track Sign-In Activity for External Sites

Workday 32 What's New Post: Configurable Downtime URL