Omnidek Vendor Onboarding

Master Implementation Guide

Audience: Implementation Consultants, Project Managers, Client Administrators
Integration: Sage Intacct
Purpose: Configure and deploy a complete vendor onboarding process using Omnidek.

1. Implementation Overview

Omnidek Vendor Onboarding allows organizations to collect vendor information, route submissions for approval, create or update Vendor records in Sage Intacct, and optionally invite vendors to access a self-service portal.

A standard implementation consists of:

1. Vendor Onboarding Form
2. Form Fields and Security Configuration
3. Approval Workflow
4. Sage Intacct Vendor Create/Update Action
5. Optional Vendor User Invitation
6. Vendor Portal
7. Vendor Update Form and Asset Tagging
8. Testing, Training, and Go-Live

Standard Workflow

Start → Approval → Intacct Vendor Create/Update → End

When vendor invitations are included:

Start → Approval → Intacct Vendor Create/Update → User Invitation → End

The invitation action should execute only after successful vendor processing in Sage Intacct.

2. Before You Begin

Implementation Requirements

Confirm the following before beginning configuration:

• Access to the client's Omnidek environment.
• Sage Intacct integration is configured.
• The Web Services user has appropriate permissions.
• Client-specific Sage Intacct Vendor requirements have been identified.
• The appropriate approval process has been established.
• Required vendor information and supporting documents have been identified.
• The intended vendor self-service experience has been discussed.

Important: Sage Intacct Configuration

Omnidek supports the standard Sage Intacct Vendor API fields. However, individual Sage Intacct environments may enforce additional requirements.

A form that meets the base API requirements may still fail if:

• The client has additional required fields.
• Submitted values are invalid for the client's configuration.
• The Web Services user lacks permissions.

Review these requirements early to reduce integration failures during testing.

3. Create the Vendor Onboarding Form

Step 1: Create a New Form

Navigate to Form Designer and create a new form.

Add the Intacct Vendor cluster to the form.

This cluster provides the fields used to collect and send Vendor information to Sage Intacct.

Step 2: Configure Basic Form Properties

Configure the form's:

• Name
• Category
• Description or instructions
• Public access, if required
• PDF output options, if applicable

Public Access

Enable Allow Public Access when vendors need to submit the onboarding form without first registering for an Omnidek account.

The form provides a public URL that can be shared with vendors.

Public submissions are associated with an anonymous submitter.

Form Naming

The form name is reflected in the form header.

Use a clear name such as New Vendor Onboarding.

4. Configure the Intacct Vendor Cluster

Understanding the Vendor Cluster

The Intacct Vendor cluster contains fields mapped directly to Sage Intacct Vendor record fields.

Each field has two identifiers:

Display Name

The bold label visible in Form Designer. This can be renamed for the intended audience.

API Field Name

The smaller technical name displayed beneath the label. This identifies the corresponding Sage Intacct field and should not be changed.

For example:

The form question reference, such as @VEN_Name, is separate from the Sage Intacct API field name.

Manage Columns and Groups

Select Manage Columns and Groups within the Vendor cluster properties.

This area allows consultants to:

• Enable or disable fields.
• Rename display labels.
• Rearrange fields.
• Organize fields into groups.
• Configure field settings.
• Configure organization-specific field security.

Available Field Groups

The Vendor cluster includes:

1. Base Fields
2. 1099 Information
3. ACH Info
4. Bank File
5. Contact Info
6. Contact Info Mail Address
7. Display Contact
8. Display Contact Mail Address
9. Pay To
10. Pay To Mail Address
11. Return To
12. Return To Mail Address

Enable only the groups and fields needed for the client's onboarding requirements.

5. Field Configuration

Field Settings

The gear icon next to a field opens its settings.

Available settings include:

Instruction Text

Displays helpful instructions beneath the question on the form.

Input Mask

Controls the expected formatting of a response.

Default Value

Prepopulates a field with a value that can be edited.

Use Sequence

Allows a field to use a sequence configured under Admin > Sequences.

Valid Values

Restricts the values that may be entered or selected.

Duplicate Check

Provides duplicate-value checking where supported.

Required Fields

A red asterisk indicates a globally required field.

A blue asterisk identifies a basic API requirement.

Organization-specific required settings are managed separately through field security.

Synced Fields

The blue chain icon identifies a synced field.

It is an indicator, not an interactive setting.

6. Vendor Cluster Properties

The Vendor cluster includes additional configuration options.

Allow Data Edit for Existing Vendors

Enabling this option supports updating existing Vendor records.

This is particularly important for a Vendor Update form used within a self-service portal.

Show Approver Create/Update Option

Enabling this option allows the approver to choose whether the submission should create a new Vendor or update an existing Vendor.

Omnidek can display suggested Vendor matches using identifying information such as:

• Vendor name
• Tax ID
• Email
• Phone
• Address

When updating a Vendor, the selected Sage Intacct Vendor ID determines which record will be updated.

TIN Configuration

The Vendor cluster supports TIN configuration, including:

• Default TIN Type
• Business TIN formatting: 00-0000000
• Individual TIN formatting: 000-00-0000

Configure these according to the client's requirements.

Address Validation

Available options include validation for:

• Display Contact Addresses
• Contact Info Addresses
• Pay To Addresses
• Return To Addresses

When enabled, a Verify button appears on the form.

The user can manually check an address against Google Address suggestions.

Address verification is optional. The form can be submitted without completing verification.

7. Organization-Level Field Security

Use the shield icon beside a Vendor cluster field to configure security for specific organizations.

Available Settings

Required fields are visually highlighted when missing.

Important Security Behavior

Organization-level field security does not automatically inherit from parent organizations to child organizations.

Configure each applicable organization as needed.

8. Configure Organization Permissions

Navigate to Admin > Organizations.

Omnidek separates platform permissions from data access.

Platform Permissions

The Permissions area controls access to platform features and navigation items, such as:

• Home
• Form Hub
• Inbox
• Insights
• Workflow
• Form Designer
• Admin

Configure the organization based on the intended user role.

Data Security — Forms Access

Under Data Security > Forms Access, configure permissions such as:

• Can create Form Submissions on
• Can create Insights on
• Can share Insights on

These permissions determine how users in an organization can interact with forms and related reporting.

Implementation Best Practice

Use organization-level permissions as the primary method of managing access.

Apply user-level overrides only when necessary.

User-level permission overrides take precedence over inherited organization permissions.

9. Create the Approval Workflow

Open the form's Workflow Designer.

Every form includes a Default Workflow.

Default Workflow

The Default Workflow is used when no additional workflow's Start Entities or Start Conditions match the submission.

For basic Vendor Onboarding, a single Default Workflow is typically sufficient.

Standard Configuration

1. Open the Default Workflow.
2. Add an Approval Node after Start.
3. Add an Action Node after Approval.
4. Configure the Intacct Vendor Create/Update action.
5. Connect the successful path to End.

Additional Workflows

Additional workflows can be configured using Start Entities, Start Conditions, and priority.

Lower numeric priorities are evaluated first.

Recommended priority increments are:

10, 20, 30, 40

This leaves room for additional workflows later.

The Default Workflow does not use Start Entities, Start Conditions, or priority.

10. Configure the Approval Node

Selecting Approvers

Approvers can be identified using two methods.

By Entity

Available entity types include:

• User
• Crowd
• Organization
• User Question

These can be used to construct the approver list.

By Asset Tag

Approvers can also be selected dynamically using tags associated with a form question.

Configuration includes:

1. Select Form/Cluster Question.
2. Select Asset Tag Context.
3. Add Asset Tag.

Filters Tab

The Filters tab narrows the initial list of eligible approvers.

Approvers builds the list. Filters narrows the list.

Filters do not determine whether the workflow enters the Approval Node.

Approval Requirements

First Approver

Only one eligible user from the entire approver list must approve.

The first approval satisfies the node requirement and the submission advances.

All Approvers

Every eligible user must approve.

The submission remains in the Approval Node until all required approvals have been completed.

11. Configure the Intacct Vendor Create/Update Action

Overview

Intacct Vendor Create/Update is an out-of-the-box XML integration.

Consultants do not need to develop custom XML for the standard Vendor Create/Update routine.

Once configured, the Action Node attempts to send the Vendor information to Sage Intacct when the submission reaches that node.

Configuration

1. Add an Action Node after the Approval Node.
2. Select Intacct Vendor Create/Update.
3. Configure the action.
4. Connect the successful path to the next node.

Successful Processing

When Sage Intacct successfully processes the request:

1. The action succeeds.
2. The submission advances to the next workflow node.
3. In the standard workflow, it reaches End.
4. Omnidek marks the submission Completed.

Verify that the Vendor record was created or updated correctly in Sage Intacct.

12. Troubleshooting Intacct API Failures

Failure Behavior

If the Intacct Vendor Create/Update action fails:

1. The submission is rejected back to the user who approved it.
2. The submission reappears in their Inbox > To Do.
3. A red message bubble displays the Sage Intacct API failure message.
4. The issue must be corrected.
5. The approver reapproves the submission to retry the integration.

One Failure Message per Attempt

Only one Intacct API failure message is displayed per attempt.

A submission may contain multiple errors.

For example:

1. The first attempt reports a missing required field.
2. The issue is corrected and the submission is reapproved.
3. The second attempt reports a permissions issue.
4. That issue is corrected and the submission is reapproved.
5. The process continues until the integration succeeds.

Do not assume that correcting the first reported error resolves every issue.

Common Causes

Client-Specific Sage Intacct Requirements

The client may have additional required fields or validation rules beyond the base API requirements.

Web Services User Permissions

The integration user may lack permission to create or update the relevant Sage Intacct record or associated information.

Submitted Data

Values may be missing, invalid, or incompatible with the client's Sage Intacct configuration.

Troubleshooting Best Practice

Review the actual API error before changing the form or workflow.

Many failures can be resolved through configuration or permissions rather than custom development.

13. Configure the Optional User Invitation Action

Purpose

The User Invitation Action sends an invitation to the email address captured on the form.

It does not automatically complete vendor registration.

Configuration

Place the invitation action after successful Intacct Vendor Create/Update processing.

Configure:

• The form question containing the vendor email address.
• The organization the vendor should join.

Invitation Process

1. Sage Intacct successfully processes the Vendor record.
2. The User Invitation Action sends an invitation email.
3. The vendor receives the invitation.
4. The vendor completes registration.
5. The vendor logs in to the portal associated with the organization selected in the action configuration.

Important: The organization configured in the invitation action must correspond to the intended Vendor Portal.

14. Create the Vendor Portal

Navigate to Admin > Portals and create a new portal.

For standard Vendor Onboarding, create a dedicated Vendor Portal.

Portal Information

Configure:

• Portal Name
• Description
• Welcome content
• Landing page instructions

Example portal name:

Vendor Experience

Portal Settings

Select the gear icon to open Portal Settings.

Portal Organizations

Select the organizations associated with the portal.

This must align with the organization configured in the User Invitation Action.

Moderator Type

Select the type of chat moderator.

Select Moderators

Choose the appropriate moderators.

Use Add Portal Chat Moderators to add them to the configuration.

Select Done and save the portal.

15. Configure the Portal Landing Page

The portal editor provides areas for:

• Welcome text
• Data Widgets
• Insight Views
• Additional instructions
• Resource Groups

Adding Groups

Click Add Group to create a new card on the portal landing page.

Each group can contain forms, Insights, and files.

Group Controls

Example Group

Keep Us Up to Date

This group could contain a Vendor Update form and other resources used to maintain vendor information.

16. Add Forms to the Vendor Portal

Within a portal group:

1. Click Add Form.
2. Review the list of available forms.
3. Select the desired form.
4. Add it to the group.
5. Save the portal.

For vendor self-service, a common example is the Vendor Update form.

Verify the vendor's organization has the appropriate Forms Access permissions.

17. Add Insights to the Vendor Portal

Omnidek supports two distinct reporting types.

Regular Insights

Regular Insights report on Omnidek form data.

Use the Insights dropdown to select an available Insight.

My Insights

My Insights report on Sage Intacct data.

Enable the Show My Insights toggle when this reporting option should be available.

Security Considerations

Verify the appropriate permissions and data-security configurations before exposing reporting to vendors.

Test reporting using a vendor account rather than an administrator account.

18. Upload Portal Documents

Click Upload File within a group to add supporting documents.

Uploaded documents appear in the group's Attachments section.

Users can:

• View documents.
• Download documents.

Administrators can remove attachments when necessary.

Example: Blank W-9

Upload a blank W-9 PDF so vendors can view or download it directly from the portal.

Use descriptive filenames and verify that the correct document version is available.

19. Configure Vendor Self-Service Updates

Create a Vendor Update Form

A Vendor Update form allows registered vendors to maintain information associated with an existing Sage Intacct Vendor record.

Enable Allow Data Edit for Existing Vendors in the Vendor cluster properties.

The form can include a Select Vendor to Update question.

Selecting a Vendor identifies the existing Sage Intacct record to update.

Asset Tagging

Asset tagging is used to associate Omnidek users with specific records.

For vendor self-service, this helps limit which Vendor records a user can select.

Automatic Vendor Tagging

Omnidek runs a background matching process approximately every 30 minutes.

The process compares the Display Contact Email on the Sage Intacct Vendor record with the Omnidek user's email address.

When a match is found, the Vendor asset tag is assigned to the user.

Tags can be reviewed under:

Admin > Users > Asset Tags

Manual tagging is generally unnecessary for the standard matching process, although it may be useful for troubleshooting.

Filter List by Tag

Enable Filter List by Tag on the appropriate asset-based form question.

This limits the available Vendor records to those associated with the user's applicable asset tags.

Without the filter, the question may expose the full available Vendor list.

Autofill Answer to Tag

This setting automatically populates the question with a tagged asset.

When multiple matching assets exist, the selection behavior should be verified during testing.

Tag Sources

A user may receive applicable tags through:

• Direct user tagging
• Their organization
• Crowd membership

Tags are cumulative.

Parent-child organization relationships do not automatically propagate asset tags.

20. Save, Test, and Publish

Save During Testing

Saving a form in test mode clears test submissions.

Consultants should account for this behavior when planning test scenarios.

Publish

Publishing finalizes the form structure.

After publishing, structural changes are restricted, including the inability to delete questions.

Publishing also clears existing test submissions.

Important: Test submissions that execute the Sage Intacct integration may create actual records in the connected Intacct environment. Clearing Omnidek test submissions does not necessarily reverse those external records.

Finalize the form before publishing.

21. End-to-End Implementation Testing

Form Configuration

•  

  Confirm all required Vendor fields are enabled.

•  

  Verify client-specific Sage Intacct requirements.

•  

  Test input masks and default values.

•  

  Verify organization-level field security.

•  

  Test required-field behavior.

•  

  Verify address validation where enabled.

•  

  Submit a complete test form.

Workflow Configuration

•  

  Confirm the Default Workflow is configured.

•  

  Verify the correct approvers are selected.

•  

  Test Entity and Asset Tag approver selection where applicable.

•  

  Test approver Filters.

•  

  Confirm First Approver or All Approvers behavior.

•  

  Verify the submission appears in Inbox > To Do.

Sage Intacct Integration

•  

  Verify Web Services user permissions.

•  

  Test Vendor creation.

•  

  Verify the Vendor record in Sage Intacct.

•  

  Test Vendor updates if enabled.

•  

  Confirm successful integration advances to End.

•  

  Confirm Omnidek marks the submission Completed.

Integration Failure Handling

•  

  Confirm API failures return to the previous approver.

•  

  Verify the red API error message.

•  

  Correct the error.

•  

  Reapprove to retry.

•  

  Explain the one-error-per-attempt behavior to client administrators.

Vendor Invitation

•  

  Confirm the correct email question is selected.

•  

  Verify the invitation organization.

•  

  Receive a test invitation.

•  

  Complete vendor registration.

•  

  Verify portal login.

Vendor Portal

•  

  Create and save the portal.

•  

  Configure Portal Organizations.

•  

  Configure moderators if applicable.

•  

  Add appropriate groups.

•  

  Add the Vendor Update form.

•  

  Add appropriate Insights.

•  

  Upload supporting documents.

•  

  Test document viewing and downloading.

Vendor Security

•  

  Verify vendor organization permissions.

•  

  Verify Forms Access.

•  

  Confirm automatic Vendor asset tagging.

•  

  Test Filter List by Tag.

•  

  Confirm vendors can access only their intended Vendor records through the configured form.

•  

  Test Insights and portal resources using a vendor account.

22. Client Training and Handoff

Before go-live, train the client's administrators and approvers on:

Approvers

• Accessing Inbox > To Do.
• Reviewing vendor submissions.
• Approving or rejecting submissions.
• Understanding First Approver versus All Approvers.
• Reviewing Sage Intacct API failure messages.
• Correcting issues and reapproving submissions.

Administrators

• Managing users and organizations.
• Maintaining permissions.
• Reviewing asset tags.
• Managing portal resources.
• Understanding Vendor Create/Update integration behavior.
• Identifying Sage Intacct configuration and Web Services permission issues.

Vendors

• Completing the onboarding form.
• Registering from an invitation.
• Accessing the Vendor Portal.
• Opening the Vendor Update form.
• Viewing or downloading supporting documents.

23. Go-Live Criteria

The implementation is ready for production when:

1. The Vendor Onboarding form is finalized.
2. Required approvals work correctly.
3. Sage Intacct successfully creates or updates Vendor records.
4. Integration failures can be identified and resolved.
5. Vendor invitations reach the intended recipients.
6. Registered vendors reach the correct portal.
7. Vendor self-service access and data security have been tested.
8. Client administrators understand ongoing support responsibilities.
9. The client has approved the end-to-end process.

Final Implementation Recommendation

Complete one full onboarding scenario from public form submission through successful Sage Intacct Vendor creation, vendor registration, portal login, and self-service Vendor Update testing.

Use that successful scenario as the reference process for client training and production validation.

End of Master Implementation Guide