When a vendor is requested to verify their business information (e.g., tax, banking, etc.), it is essential that these tasks are completed to ensure the account remains active and compliant. If these requests are not addressed by the vendor, the system initiates a process to protect data integrity and maintain security standards.
Phase 1: Notifications and Reminders
To assist vendors in managing these requirements, the system sends a series of automated notifications. An initial email is sent to the vendor, followed by a structured reminder schedule if the task remains incomplete:
- Initial Request: An email is sent as soon as the vendor data doesn’t pass Graphite’s validation.
- Follow-up Schedule: Automatic reminders are sent to the vendor after 1 day, 2 days, and 5 days of inactivity.
- Final Reminder: A final notification is sent to the vendor on the 7th day of inactivity to warn that the verification window is closed.
Phase 2: Administrative Action for Inactivity
If no action is taken by the vendor, the workflow does not immediately terminate all activity; instead, it creates a task and assigns it to the Business Owner. This allows internal stakeholders to evaluate the vendor relationship before administrative restrictions are finalized.
The following actions are typically associated with this internal oversight phase:
Relationship Assessment: The Business Owner evaluates whether the vendor remains essential for current operations despite the missing documentation. If they decide the vendor is ready to complete onboarding, the connection process will be resumed as normal. If it is determined that no further business will be conducted with the vendor, they will initiate the formal disconnect process to offboard them from the system.
- Manual Outreach Coordination: Internal teams may use this window to make a final attempt at direct contact with the vendor's primary business lead to resolve the verification gap.
Note: If you have configuration requests specific to your company, please reach out to your Customer Success Manager to discuss options.