Are you looking to streamline your vendor management process? Learn how to create a vendor list on SharePoint with our comprehensive guide.
To create a vendor list on SharePoint, you can follow these steps:
Choose the appropriate site type
When creating a vendor portal for external sharing, it’s recommended to create a new site specifically for sharing. You can choose from different site types, such as a Team site with a Microsoft 365 Group, a Team site without a Microsoft 365 Group, or a Communication site. It’s recommended to choose the Team site without a Microsoft 365 Group for vendor sharing.
Create the vendor portal site
To create the vendor portal site, go to the SharePoint admin center, select “SharePoint” from the admin center, go to the active sites page, and click on the “Create” button. Choose the “Team site” template and follow the instructions to create the site.
Enable external sharing
External sharing allows partners and vendors to access certain areas, files, and contents of your site. While you can’t prevent external sharing completely, you can control it by implementing proper policies, setting up sharing architecture, training members, monitoring sharing activities, disabling anonymous sharing, and implementing discipline.
Set up alerts
To stay informed about changes to shared contents, such as addition or removal of files, you can set up alerts. Find the list or library you want to set up an alert on, click on the ellipsis button on the command bar, and select the “Alert me” option. Configure the alert settings, including the title, recipient, delivery method, and triggers.
By following these steps, you can create a vendor list on SharePoint and effectively collaborate and share files with external parties.
Choose the Appropriate Site Type
Before diving into creating a vendor list, it’s essential to select the right site type on Sharepoint that suits your vendor management needs. Different site types offer various features and capabilities that can enhance your vendor portal and facilitate external sharing.
When it comes to vendor sharing, it is recommended to choose the Team site without a Microsoft 365 Group. This site type provides a dedicated space for vendors without the need for a separate Microsoft 365 Group. It offers a collaborative environment where you can share files, collaborate on documents, and communicate with vendors effectively.
Alternatively, you can also consider other site types, such as the Team site with a Microsoft 365 Group or the Communication site. However, it’s important to assess the specific requirements of your vendor management process and choose the site type that aligns best with your needs.
Choose the Appropriate Site Type:
|Team site without a Microsoft 365 Group
|– Dedicated space for vendor sharing
– Collaboration and communication tools
– File sharing and document collaboration
|Team site with a Microsoft 365 Group
|– Enhanced collaboration features
– Integrated Microsoft 365 Group functionality
– Email distribution list for vendors
|– News and announcement publishing
– Information dissemination
– Limited collaboration capabilities
By choosing the appropriate site type, you can ensure that your vendor portal on Sharepoint is tailored to meet your specific needs and provides a seamless experience for both your team and external partners.
Create the Vendor Portal Site
Now that you’ve decided on the site type, let’s dive into creating the vendor portal site on SharePoint to establish a dedicated space for vendor collaboration and file sharing. To begin, access the SharePoint admin center by navigating to the admin center and selecting “SharePoint” from the options.
Once in the SharePoint admin center, go to the active sites page and click on the “Create” button. This will open a window where you can choose the template for your vendor portal site. To ensure a seamless experience for your vendors, it’s recommended to select the “Team site” template without a Microsoft 365 Group. This template provides the necessary features for collaboration and sharing without the added complexity of managing a group.
Follow the instructions provided to create the site, which will include naming the site, selecting the URL, and configuring any additional settings you require. Once you have completed these steps, your vendor portal site will be ready for use.
Table: Steps to Create the Vendor Portal Site
|Access the SharePoint admin center
|Go to the active sites page
|Click on the “Create” button
|Choose the “Team site” template without a Microsoft 365 Group
|Follow the instructions to create the site
By following these steps, you can easily create a vendor portal site on SharePoint, providing a dedicated space for your vendors to collaborate, share files, and streamline communication.
Enable External Sharing and Set Up Alerts
Enhance collaboration with your vendors by enabling external sharing and setting up alerts on your SharePoint vendor portal. External sharing allows partners and vendors to access specific areas, files, and content on your site, enabling seamless collaboration and communication.
To enable external sharing, implement proper policies and set up a sharing architecture that aligns with your organization’s security requirements. Train your team members on the correct usage of external sharing and monitor sharing activities to maintain control over the shared content. Additionally, consider disabling anonymous sharing to ensure that only authorized individuals have access to your vendor portal.
Setting up alerts is another valuable feature that helps you stay informed about changes to shared content. By configuring alerts, you can receive notifications when files are added or removed from specific lists or libraries. To set up an alert, simply navigate to the desired list or library, click on the ellipsis button on the command bar, and select “Alert me.” From there, you can customize the alert settings, including the title, recipient, delivery method, and triggers.
By following these steps, you can create a vendor list on SharePoint and establish a secure and efficient collaboration platform with your vendors. Enable external sharing and set up alerts to enhance communication, streamline workflows, and foster productive relationships with your partners.