Managing Custom Requirements

    Any custom requirements that your company has can be monitored and managed through the Compliance Summary page. Some examples are non-disclosure agreements or additional licenses that your service providers need to obtain.

    While basic and insurance requirements apply to all your service providers, you can assign custom requirements to specific groups of service providers, such as

    • Only new service providers
    • Service providers with specific labels, or
    • All service providers

    You can assign one of the following actions to service providers to confirm compliance with a requirement:

    • Accepting online with name and date
    • Uploading a document
    • Downloading a document that you share, updating it with required information, and uploading it, or
    • Confirming opening a link with name and date

    Adding a Custom Requirement

    You can add custom requirements through the Custom Requirements page.

    Note: It is important to select the appropriate group of service providers when you create a custom requirement, because once you add a requirement, you will not be able to assign it to a different group of service providers.

    How To Add a New Custom Requirement

    1. In the top-left of the Custom Requirements page, click the Add requirement button. The Add custom requirement window opens.
    2. Enter the name of the requirement in the Name textbox.
      Adding a New Custom Requirement
    3. (Optional) Add a description for the requirement in the Description textbox.
    4. (Optional) Check the box next to Monitoring to view the compliance status of a requirement in the Compliance Summary page. It is highly recommended that you monitor your custom requirements.
    5. Select the required service provider action:
      1. In the Contractor Action(s) Required section, select the desired action.
      2. In the Attachment section, click Select and add the required attachment or url, as listed in the table below.

        Actions

        Documents/Links

        Accept online with name and date

        Upload additional document that service providers need to read and accept through their Fixxbook account

        Upload Document

        Service providers need to upload necessary document

        Download, complete, and upload

        Upload document template, which service providers need to fill in and upload

        Confirm link open

        Provide the web address that service providers need to visit and approve through their Fixxbook account


        Note: You can attach jpeg, jpg, gif, xls, doc, pdf, or rtf file types.

    6. Select the desired group of service providers:
      1. In the Requirements section, select the desired option.
      2. In step 6a, if you selected Required for contractors with label option, open the drop-down list, and then select the required label.

      Note: The list of service providers for whom this requirement applies cannot be edited once you save this requirement.

      Note: When you assign a private label to a custom requirement, the label becomes public, and all users in your company can view the label.

    7. Click Save. An email is sent to the selected service provider(s) notifying them that they need to comply with the new custom requirement.

    Editing a Custom Requirement

    You may edit a custom requirement at any time and make changes such as modifying the actions necessary for accepting a requirement. Note that, however, you will not be able to change the group of service providers to which you initially assigned the requirement.

    How to Edit a Custom Requirement

    1. On the Custom Requirements page, locate the desired custom requirement, and click the Edit button next to it. The Edit custom requirement window opens.
    2. (Optional) Update the name of the requirement.
    3. (Optional) Edit the description of the custom requirement.
    4. (Optional) Check/uncheck the box next to Monitoring to display/remove the requirement from the Compliance Summary page.
    5. In the Contractor Action(s) Required section, select the desired action, and add the required attachment or url. Refer to the Contractor Actions Required table above to identify the type of attachment required.

      Note: When you modify the Contractor Action(s) Required or Attachment sections, email notification is sent to the affected service providers notifying them that action is needed.

    6. Click Save.

    Notifying Service Providers for Non-Compliance with Custom Requirements

    You can monitor compliance for basic and custom requirements and notify service providers from the Compliance Summary page. To drill down and monitor a specific custom requirement, you can use the Requirements page.

    How to Send Custom Message for Non-Compliance with a Specific Custom Requirement

    1. On the Custom Requirements page, locate the desired custom requirement, and then click the # of # contractors have not yet completed link. The Active Contractors page opens, filtered to the list of service providers who have not yet complied with the requirement.
    2. Check the box(es) next to the desired service providers, or check the box next to Apply to all, located in the top-left section, to select all service providers.
    3. In the top-middle section of the page, open the Actions for Selected Contractors drop-down list, and then click Send Custom Message. The Send Custom Message pop-up window opens.
      Actions for Active Service Providers

      Note: To learn to perform other actions on the Active Contractors page, see Managing Active Service Providers.

    4. Enter the subject and your custom message. Then, click OK.
    5. The action summary displays the total, processed, and failed messages.
    6. (Optional) Click Details to view the delivery status of the custom messages.
    7. Click Close.

    Deactivating and Reactivating a Custom Requirement

    When you do not need your service providers to comply with a custom requirement, you can deactivate it. You can reactivate it later when the need arises, or you can delete it if you no longer need the requirement for your service providers.

    Note: When you reactivate a requirement, only applicable new service providers that you added after deactivating the requirement are notified. Follow the steps listed in the How To Reactivate an Inactive Custom Requirement section below to notify all providers.

    How to Deactivate a Custom Requirement

    1. On the Custom Requirements page, click the Make Inactive button next to the custom requirement you want to deactivate. The custom requirement will be moved to Inactive Custom Requirements.

    How to Reactivate an Inactive Custom Requirement

    1. On the Custom Requirements page, open the Show drop-down list in the top-right section, and then click Active & inactive Custom Requirements. The list of all custom requirements appears.

      Activating an Inactive Custom Requirement
    2. Locate the desired requirement, and click the Make Active button next to it. Any new service providers added to your private network or assigned the relevant label after you deactivated the requirement are automatically notified.
    3. To notify the rest of your service providers who were initially assigned to this custom requirement, click the # of # contractors have not yet completed link at the bottom of the specific custom requirement.
      Non-Compliant Service Providers for Custom Requirements
      The Active Contractors page opens with the list of service providers who are not compliant with the custom requirement.
    4. Check the box next to Apply to all in the top left. Note that new service providers will be notified again when you choose this option, in addition to receiving automatic notification.
    5. In the top-middle section of the page, open the Actions for Selected Contractors drop-down list, and then click Send Custom Message. A pop-up window appears.
    6. Enter the subject and message in the Subject and Message textboxes. Then, click OK.

      Tip: An example of a custom message in this case would be “Dear <Service Provider Name>, Please note that <Custom Requirement Name> has been reactivated. We request you to perform the necessary actions and comply with the requirement at the earliest.”

      Note: You can also set a custom message template through Settings.

    7. The action summary displays the total, processed, and failed messages.
    8. (Optional) Click Details to view the delivery status of the messages.
    9. Click Close.

    Deleting a Custom Requirement

    Any custom requirement that is not required for your service providers can be deleted. Before deleting a custom requirement, you need to deactivate it.

    How to Delete a Custom requirement

    1. On the Custom Requirements page, open the Show drop-down list, and then click Active and Inactive Custom Requirements. The custom requirements appear in alphabetical order.
    2. Locate the desired inactive custom requirement, and click the Remove button next to it.

    Note: Removing a requirement will delete all associated files and data. This action cannot be undone.

    Exporting Log of Actions

    You may export the log of actions should you need to know the specific user at the service provider’s company who accepted the requirement, as well as the time and date of acceptance.

    How to Export Log of Actions

    1. On the Custom Requirements page, click the Export log of actions button. The log downloads to your device.