Third parties
The companies and people whose documents you follow: service providers, suppliers, tenants, workers. The list and each third party's page.
List and compliance
Each third party has a compliance badge: non-compliant, pending, compliant or no requirement, with the number of compliant requirements. The “Compliance” filter isolates those that are not compliant. The “Manager” filter shows yours (“My third parties”), those of a member or those without one. Search by name, email, registration number, VAT number or full external reference; archived third parties are shown on request. The “Tag”, “Site” (third parties working there today), “Role”, “Country” and “Language” filters combine with the search, which also reads the tags.
Fields and buttons
- Compliance
- Badge and filter: non-compliant, pending, compliant or no requirement.
- Type
- Company or individual.
- Role(s)
- What the third party does for you (tenant, service provider, contractor…); assignment rules target these roles.
- Manager
- The member who follows the third party, or no one.
- My third parties
- The third parties you are in charge of.
- Tags
- Free words to group and filter.
- Show archived
- Also shows archived third parties, to view or restore them.
- Supplier guide
- A PDF in your organization's name that explains how to send the documents, in the supplier's language: attach it to a launch letter or an invitation to tender.
Actions on several third parties
Tick third parties, or “Select all rows”, then: “Remind now”: one email per contact, with all the pending requests of these third parties; those already reminded today are skipped; “Add tags…”; “Assign a manager…”: their new requirements go to that member; existing ones keep their owner; a third party the member does not see is skipped, with the reason; “Archive…”: contacts, relationships and requirements are archived with them, and can be restored. Once the whole page is ticked, “Select all N results” extends the action to every third party matching the filters (500 at most). “Export as CSV” downloads the ticked rows or all the results.
Fields and buttons
- Select all rows
- Ticks every row shown.
- Add tags
- Adds tags to the ticked third parties; their current tags stay.
- Assign a manager
- Owner of the new requirements of the ticked third parties; existing requirements keep theirs.
- Archive
- Archives the third parties with their contacts, relationships and requirements; they can be restored.
- Restore
- Reopens the ticked archived third parties (with “Show archived”).
Creating a third party
Company or individual, name, identifiers (registration, VAT, your ERP reference), roles, email language (automatic from the country otherwise). Same registration number as an existing third party: creation stops, “Use the existing one” or “Create anyway” with a reason written to the audit log. Same email: a warning. Similar name at the same postal code: information only. In France, a SIRET of a company already there (same SIREN): a “Same company” warning. Attach the third party to a site so that assignment rules request its documents. The manager (a buyer, a property manager) is the default owner of its new requirements and is told of its submissions and messages; only the members who see the third party are offered. If your organization requires it (Settings › Third parties), a company number is mandatory and an invalid number is refused.
Fields and buttons
- New third party
- One third party per company or person; a company identifier already on file stops the creation.
- Type
- Individual: a main contact is created with their details.
- Company name
- The name shown everywhere in Vigilo and in the emails.
- Legal name
- The official name, if different.
- Company number
- Checked according to the country. A number already held by another third party stops the creation.
- VAT number
- Checked according to the country.
- External reference
- The third party's code in your software (ERP, accounting); it links imports and the API.
- Role(s)
- Sets the requirements the assignment rules give it.
- Language
- Language of its emails and upload page. “Based on the country”: French or English for the countries of these languages, otherwise your organization's.
- Status
- Inactive: no automatic reminder at all. Its requirements still count in the compliance rate: archive the third party to take them out.
- Employer
- For an individual: the company they work for; the company's page lists its workers.
- Manager
- Default owner of its new requirements; receives its uploads and messages.
- Link this third party to a site
- Creates its relationship with a site (lease, contract) at the same time: the rules give it its requirements.
- Use the existing one
- Same number as an existing third party: opens it instead of creating a second one. Otherwise, “Create anyway” with a reason written to the log.
Tabs of the page
Info: identity, a worker's employer, a company's workers. Contacts: who receives requests and reminders; below, the active upload links (sent by whom, opened or not; “Revoke” stops a link forwarded by mistake). An address whose domain has accents is shown in its xn--… form, the one mail servers use. Relationships: sites, units or equipment where it works, with dates. Without a current relationship, reminders for its open requirements are paused; you can keep them going or close these requirements. Requirements: what is requested and its state; tick rows for the actions of the requirements list (remind, due date, owner, waiver…). Reminders: next reminders, emails sent with their status and “Link opened on …”, calls by Vigilo; useful in a dispute. History: every change with its author.
Fields and buttons
- Info
- Identity, address, language, owner and tags.
- Contacts
- Who receives the requests and reminders; below, the active upload links, which can be revoked.
- Relationships
- Sites, units or equipment where it works, with start and end dates.
- Requirements
- What is requested from it and the status.
- Reminders
- Next reminders, emails sent, upload link opened, and calls.
- History
- Each change to the record, with its author.
Third-party data
Owners and administrators only. “Evidence dossier”: a ZIP with a PDF summary and, for each requirement, its documents, reminder proof and history, with SHA-256 fingerprints. “Export data”: everything Vigilo holds about the third party (GDPR right of access). “Place a retention hold” prevents its data from being erased (dispute, inspection).
Fields and buttons
- Upload link (all their requests)
- One link for all its open requests, to send to a contact.
- Evidence dossier
- ZIP: PDF summary and, for each requirement, its documents, its reminder proof and its history, with SHA-256 fingerprints.
- Export data
- Everything Vigilo holds on the third party, as a ZIP (GDPR right of access).
- Place a retention hold
- Prevents the erasure of its data (dispute, inspection) until the hold is lifted.
- Merge a duplicate
- The duplicate's contacts, relationships and requirements move to this third party; the duplicate is archived. Cannot be undone.
- Erase personal data
- Identity, contacts, documents, entered text and messages are deleted for good. Records that were merged into this third party are erased too. Cannot be undone.
- Archive
- Removes the third party from the lists with its contacts, relationships and requirements; “Restore” reopens it.
Compliance at a date
“At a date”, under the compliance badge of a third party or a site, shows the state at a past date (claim, inspection, audit): for each requirement followed that day, its status from the history and since when, the approved document that covered the date and today's status. A document approved later but valid on that date is flagged “Approved after this date, on …”. Without a time, the state is the one at the end of the day. Requirements created after the date are not counted; the history goes back 5 years. “Download (CSV)” gives the same rows.
Fields and buttons
- At a date
- The status of its requirements on a past date, from the history, with the document that covered it; CSV export.
Corrections suggested by the third party
A company's contact can suggest from the portal (“Your company”) a correction of its legal name, registration number, VAT number, phone or address. Nothing changes without you: a banner shows on the third party's page and whoever follows the third party gets a notification. “Review” shows the current and suggested value of each field: untick what you don't keep, then “Apply” (same checks as the form: registration number already held by another third party, rules applied again if the country changes) or “Reject the correction”. The third party sees the decision on the portal; a new suggestion replaces the previous one.
Internal notes
“Notes” tab of the page: what you learn about a third party outside Vigilo (certificate promised, new contact person, purchasing instruction). Each note shows its author and date; “Pin” shows it at the top of the page. The third party never sees the notes, but they are given to it if it requests its data (GDPR): write facts. A note is not edited: delete it, then write it again (its author, an owner or an administrator; not possible under a legal hold). Viewers read them without writing any.
Official register (Sirene, VAT)
Third party's page › Info › “Check the register”: Vigilo asks Sirene about the SIREN or SIRET of a French company, and VIES (European Commission) about an EU VAT number. The answer stays on the page with its date: active or closed (with the closing date), VAT number valid or not confirmed, and the name published in the register, to compare with the page's. A closed company shows in red at the top of the page. A VAT number not confirmed or a number not in Sirene shows in amber: VIES only confirms numbers registered for trade within the EU, and Sirene does not publish companies that opted out of publication. A closed establishment of an active company shows in amber on its line: update the SIRET. Only the number and the country are sent; neither address nor officers are stored. If a register does not answer, the previous answer is kept: try again later. Viewers see the answer but cannot check. Periodic check (Settings › Third parties, every 6 months by default): active companies in a running relationship are checked again at night; a company found closed, or a VAT number no longer confirmed, notifies the third party's manager.