Tradogram Notifications Guide

Tracking important events in the procurement process is essential for all parties involved. Tradogram's notification system ensures both internal users and external suppliers are immediately alerted to any relevant status changes, required approvals, and new transactions. This guide details the specific email notifications each party receives to ensure a smooth and efficient workflow.

Supplier Database Updates

This section focuses on the notifications from the system related to the supplier profile.

Tradogram User Notifications

Notification Title	Notification Trigger	Who Receives Notification
Supplier Created and Requires Approval	When supplier approvals are turned on. A user who cannot approve suppliers creates a new supplier.	Users with "Supplier Approval" permission turned on
Supplier onboarding form updated	When a supplier completed the self-onboarding form	The user who sent the onboarding form
Due Dates For Supplier Files	Sent on the due date that is assigned to the supplier file	User who added the file
Supplier Due Date	Sent on the due date that is assigned to the supplier profile	User who set the due date

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Supplier Notifications

Notification Title	Notification Trigger	Who Receives Notification
Self Onboarding to Tradogram	A user sends the supplier self-onboarding form to a supplier	Supplier main contact
¹ Supplier Blacklist	When a supplier is blacklisted	Supplier main contact

¹When blacklisting a supplier, users will have the option to notify the supplier as displayed below.

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Transactions

Requisition

Tradogram User Notifications

Notification Title	Notification Trigger	Who Receives Notification
A user in your department has created a requisition	When a requisition is created or edited that is assigned to a department	Assigned Department Manager
Requisition Pending Approval	When a requisition is created or edited, and it triggers an approval rule or multiple approval rules	Each Approver (including Alternate Approvers if the option to Notify is selected)
Requisition Approved by User	The current user approves a requisition, but other users in the approval flow still need to approve	Requisition Creator
Requisition Has Been Approved	The requisition has been approved by all approvers	Requisition Creator
Requisition Approved	The current approver approves the requisition	Assigned Department Manager
Requisition Items Added to Request	Request Created with requisition items in it	Requisition Creator
Requisition Items Added to PO	A Purchase Order is created with items from a requisition included	Requisition Creator
Requisition Fulfilled	When a requisition is fulfilled from inventory	Requisition Creator
Requisition Rejected	When the requisition is rejected by an approver	Requisition Creator

*Requisitions are an internal document, and do not require any updates to suppliers.

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Expenses

Tradogram User Notifications

Notification Title	Notification Trigger	Who Receives Notification
A user in your department created an expense	An expense is created or edited and it is assigned to a department	Assigned Department Manager
Expense Pending Approval	An expense is created or edited and triggers an approval	Each Approver (including Alternate Approvers if the option to Notify is selected)
Expense Approved by User	The current user approves an expense, but other users in the approval flow still need to approve	Expense Creator
Expense Has Been Approved	The expense has been approved by all approvers	Expense Creator
Expense Rejected	The expense is rejected by an approver	Expense Creator

*Expenses are an internal document, and do not require any updates to suppliers.

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Contracts

Tradogram User Notifications

Notification Title	Notification Trigger	Who Receives Notification
Contract pending approval	A contract is created or edited, and triggers an approval	Each Approver (including Alternate Approvers if the option to Notify is selected)
Contract Approved by User	The current user approves a contract, but other users in the approval flow still need to approve	Contract Creator
Contract Has Been Approved	The contract has been approved by all approvers	Contract Creator
Contract Rejected	The contract is rejected by an approver	Contract Creator
Contract Accepted	The supplier accepts the contract that was sent by email	Contract Creator
Contract Declined	The supplier declines the contract that was sent by email	Contract Creator
¹ Contract Terminated	The supplier terminates the contract from the contract link	Contract Creator
Contract Expiry Reminder	A reminder is sent 14 days before the set expiry date on the contract	Contract Creator
Contract Expiry	Sent on the set expiry date of the contract	Contract Creator

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Supplier Notifications

Notification Title	Notification Trigger	Who Receives Notification
New Contract	The contract was sent to the supplier by a Tradogram user (buyer account)	Supplier main contact
Contract Terminated	The contract is terminated by a Tradogram user (buyer account)	Supplier Main Contact

¹ Within the Tradogram branch settings, users can choose whether suppliers have the ability to terminate contracts as displayed below.

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Requests

Tradogram User Notifications

Notification Title	Notification Trigger	Who Receives Notification
Request Pending Approval	A request is created or edited and triggers an approval	Each Approver (including Alternate Approvers if the option to Notify is selected)
Request Approved By User	The current user approves a request, but other users in the approval flow still need to approve	Request Creator
Request Has Been Approved	The request has been approved by all approvers	Request Creator
Request Rejected	The request is rejected by the approver	Request Creator
Supplier viewed the request	After a request is sent to the supplier, when the supplier opens the request link	Request Creator
Offer made on the request	When the supplier submits an offer on the request	Request Creator
Counter Offer Accepted	When the supplier accepts the proposed counteroffer	Request Creator
Counter Offer Rejected	When the supplier rejects the proposed counteroffer	Request Creator
New Counter offer on Request	When the supplier modifies the counteroffer and submits the counter bid	Request Creator

Supplier Notifications

Notification Title	Notification Trigger	Who Receives Notification
New Request (RFP/RFQ)	When a request is created & approved, it will be sent to the supplier	Supplier main contact
Offer made on your behalf	If a Tradogram user submits an offer on the supplier's behalf	Supplier main contact
Counteroffer on request	The Tradogram user has made a counter offer on the submitted bid	Supplier main contact
¹ Reject Offer	A Tradogram user has rejected the submitted bid	Supplier main contact
² Offer Cancelled	A Tradogram User has cancelled the request.	Supplier main contact

¹When a Tradogram user rejects an offer, you will receive a pop-up to draft an email to the supplier; you can choose whether to send the notification or not. See the image below.

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² When you accept an offer on a request with multiple suppliers, users can choose to cancel the other open quotes associated with the request and choose to send a cancellation email to the other suppliers. Offers can be cancelled at any point, regardless of whether there are any bids. See the image below.

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Purchase Orders

Tradogram User Notifications

Notification Title	Notification Trigger	Who Receives Notification
PO linked to your Requisition has been approved	A PO is created and approved that includes items from a requisition	Requisition Creator
Purchase Order Pending Approval	A PO is created or edited and triggers approval rules	Each Approver (including Alternate Approvers if the option to Notify is selected)
Purchase Order Approved by User	A PO is approved by an approver, but still has other approvers	Purchase Order Creator
Purchase Order Has Been Approved	A PO has been approved by all approvers in the approval flow	Purchase Order Creator
Purchase Order Rejected	A PO has been rejected by an approver	Purchase Order Creator
¹ Purchase Order Accepted by Supplier	The supplier accepted the purchase order	Purchase Order Creator
¹ Purchase Orders Rejected by Supplier	A supplier rejects the purchase order	Purchase Order Creator
² Delivery Note Sent on Purchase Order	Supplier adds a delivery note to the purchase order	Purchase Order Creator
³ New Invoice for Purchase Order	A supplier adds an invoice to a Purchase Order that has been sent to them.	Purchase Order Creator

Supplier Notifications

Notification Title	Notification Trigger	Who Receives Notification
New Purchase Order	A Purchase order is sent or resent to the supplier	Supplier main contact
⁴ Edited Purchase Order	A purchase order is edited, and the option to "Notify Supplier" is selected	Supplier main contact
New Version of Purchase Order	The Purchase order is sent to the supplier after it has been edited.	Supplier main contact

¹These notifications will only occur when the user selects “Require Supplier Confirmation” when sending the Purchase Order to the supplier

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² Suppliers can only add deliveries to Purchase Orders when the user selects “Request Delivery Note” when sending the Purchase Order to the supplier.

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³ Only suppliers with connected supplier accounts will be able to add invoices to Purchase Orders.

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⁴When editing a purchase order, before submitting the edits, there will be a checkbox at the bottom of the screen to choose whether to notify the supplier that there have been changes. If checked, the supplier will not be notified; if unchecked, the supplier will not be notified:

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Deliveries

Tradogram User Notifications

Notification Title	Notification Trigger	Who Receives Notification
Purchase Order Items Added to Delivery	Another user adds a delivery to a PO	Purchase Order Creator

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Invoices

Tradogram User Notifications

Notification Title	Notification Trigger	Who Receives Notification
New Invoice Added	A supplier with a verified account has created and sent an invoice connected to the PO you sent.	Purchase Order Creator
Invoice Pending Approval	A request is created or edited, and triggers an approval	Each Approver (including Alternate Approvers if the option to Notify is selected)
Invoice Approved By User	The current user approves an invoice, but other users in the approval flow still need to approve	Invoice Creator
Invoice Has Been Approved	The invoice has been approved by all approvers	Invoice Creator ¹Purchase Order Creator
Invoice Rejected	Request rejected by approver	Invoice Creator

¹ A Purchase Order creator will receive a notification that the invoice has been approved if there is a connected Purchase Order. This will happen regardless of who created the invoice record.

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Optional User Notifications

For each user, there are settings that allow the user to manage the types of email notifications they receive. These settings apply per user, which means each user can configure their own options, and may receive different email notifications.

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To manage these notifications, navigate to the drop-down arrow in the top right corner, and select My Profile.

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Next, navigate to “Email Settings” in the menu:

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Here is a list of the Notifications that a user can toggle:

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By default, the user’s notifications will go to the email account used to set up the account. Users can choose to have email notifications CC’d to one other email.

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The alerts listed in the tables above will also send an email to the user.

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Any time a transaction that the user created reaches the due date, the user will be notified

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For users who approve transactions, an email can be set to send in intervals that include a list of all transactions where the user is the current approver. This reminder can be set at any interval between every day, and every 10 days.

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An email will be sent to the user when they are tagged in a message from an internal Tradogram user.

A notification will also be sent when the user has created a transaction, and the supplier uses the external messaging option to send a message.

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If the user is an approver, this setting will mark the approver as away, and any approval rules that include an alternate approver will notify the alternate approver will be notified by default instead of the main approver.

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This notification occurs when a user has created a purchase order, and an invoice record is added to the purchase order before a delivery is added to the purchase order.

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