Omnidek Vendor Onboarding : Implementation guide consultant edition

Who this is for: Implementation consultants and client administrators.
What you will build: A vendor form, approval workflow, Sage Intacct integration, and optional self-service portal.

Jump to a step

Start here: How onboarding works

Omnidek Vendor Onboarding collects vendor information, routes submissions for approval, creates or updates Sage Intacct Vendor records, and optionally invites vendors to a self-service portal.

Standard workflow: Start → Approval → Intacct Vendor Create/Update → End.

With invitation: Start → Approval → Intacct Vendor Create/Update → User Invitation → End. The invitation should follow successful Intacct processing.

Before you build

• Confirm access to the Omnidek environment and Sage Intacct integration.
• Verify Web Services user permissions.
• Identify client-specific Sage Intacct Vendor requirements beyond base API requirements.
• Establish the approval process and required vendor information.
• Determine whether public onboarding, vendor self-service, and invitations are in scope.

Important: Client-specific required fields, validation, or Web Services permissions may cause Intacct API failures even when the form meets standard API requirements.

Create the onboarding form

Start with the form your vendors will fill out.

1. Open Form Designer and create a new form.
2. Add the Intacct Vendor cluster.
3. Set the form name, category, instructions, and relevant PDF options.
4. Enable Allow Public Access if vendors should submit without signing in. Share the form's public URL; public submissions are associated with an anonymous submitter.

Use a clear title such as New Vendor Onboarding. The form name appears in its header.

Set up Vendor fields

Vendor cluster fields map one-to-one to Sage Intacct Vendor fields. The bold display name is editable; the smaller API field name beneath it is fixed. A question reference such as @VEN_Name is distinct from the API field name.

Open Manage Columns and Groups to enable fields, rename display labels, reorder fields, organize groups, and configure security/settings.

Available groups: Base Fields; 1099 Information; ACH Info; Bank File; Contact Info; Contact Info Mail Address; Display Contact; Display Contact Mail Address; Pay To; Pay To Mail Address; Return To; Return To Mail Address.

ACH requirement: If ACH fields are enabled, all five fields are required by the API: AchAccountNumber, AchAccountType, AchBankRoutingNumber, AchEnabled, and AchRemittanceType.

Make fields easy to complete

Use the gear icon next to a field for instruction text (shown beneath the question), input masks, default values, sequence values configured under Admin > Sequences, duplicate checking, and valid values.

• Red asterisk: globally required field.
• Blue asterisk: basic API requirement.
• Blue chain: synced-field indicator, not a toggle.
• Shield: organization-specific field security.

Choose Create/Update options

• Allow Data Edit for Existing Vendors: supports an existing-vendor update form.
• Show Approver Create/Update Option: lets an approver choose to create a new Vendor or update an existing Vendor. Suggested matches may use name, Tax ID, email, phone, and address; choosing a Vendor identifies the Sage Intacct Vendor ID to update.
• TIN settings: default TIN type; business EIN mask 00-0000000; individual TIN mask 000-00-0000.
• Address validation: separate options for Display Contact, Contact Info, Pay To, and Return To addresses. When enabled, a Verify button lets the user check Google Address suggestions. Verification is optional and does not prevent submission.

Control field visibility and requirements

Click the shield beside a Vendor field and configure each applicable organization.

Note: Field security does not automatically inherit from parent to child organizations.

Set organization access

Under Admin > Organizations, use Permissions to control platform menus/features (for example Home, Form Hub, Inbox, Insights, Workflow, Form Designer, and Admin).

Under Data Security > Forms Access, configure whether the organization can create Form Submissions on, create Insights on, and share Insights on each form.

Set baseline permissions at the organization level. User-level overrides take precedence when present. Organization lineage is relevant to Insight data security, not general permission or asset-tag inheritance.

Build the workflow

For a standard implementation, one Default Workflow is usually enough.

Open Workflow Designer. The auto-created Default Workflow is typically sufficient for standard onboarding.

1. Add Approval after Start.
2. Add Action after Approval.
3. Select Intacct Vendor Create/Update.
4. Connect successful processing to End, or to the optional invitation action and then End.

Additional workflows can use Start Entities, Start Conditions, and priorities; lower numbers run first. Use increments of 10, 20, 30. The Default Workflow cannot have Start Entities, Start Conditions, or a priority and is used when no exception workflow matches.

Choose who approves

Approvers tab: Build the eligible approver list By Entity (User, Crowd, Organization, User Question) or By Asset Tag (choose Form/Cluster Question and Asset Tag Context, then Add Asset Tag).

Filters tab: Narrows the eligible approver list. It does not decide whether the workflow enters the node.

Send approved vendors to Intacct

This is a built-in XML action—not a custom XML development task.

Intacct Vendor Create/Update is an out-of-the-box XML integration. Consultants do not need to write custom XML for the standard routine.

Once configured, the Action Node attempts to send vendor information to Sage Intacct when the submission reaches it. On success, the workflow advances to the next node. If that is End, the submission becomes Completed in Omnidek. Verify the created or updated Vendor record in Sage Intacct.

Resolve Intacct errors

One attempt shows one API error. Fix it, reapprove, and retry.

If Intacct Vendor Create/Update fails:

1. The submission is rejected back to the person who approved it.
2. It reappears in their Inbox > To Do.
3. A red message bubble displays the Intacct API failure message.
4. Correct the issue and reapprove to retry.

Only one API failure message appears per attempt. A submission with three errors may require several corrections and retries, revealing the next error only after the previous one is resolved.

Common causes include client-specific Intacct configuration requirements, Web Services user permission problems, and invalid or missing submitted data. Investigate the actual error before assuming custom development is required.

Invite vendors to register (optional)

After successful Vendor Create/Update, add a User Invitation action if the vendor should register for Omnidek.

• Select the form question containing the vendor's email.
• Select the organization associated with the intended portal.
• The action sends an invitation; it does not automatically complete registration.
• After registering successfully, the vendor logs in to the portal designated for the selected organization.

Create a dedicated Vendor Portal

Create a new portal so vendors have a clear place to return after registration.

Go to Admin > Portals and create a new dedicated portal (for example, Vendor Experience). Configure its name, description, welcome content, and landing page instructions.

Click the gear icon for Portal Settings:

• Portal Organizations: select the organizations associated with the portal. Align these with the invitation action.
• Moderator Type: choose a chat moderator type.
• Select Moderators: choose moderators and click Add Portal Chat Moderators.
• Click Done, then Save on the portal editor.

Design the portal landing page

The editor includes rich-text welcome content, Add Data Widgets, Add Insight View, additional instructions, and Add Group.

Add Group creates a new resource card. Group controls include Active, Add Form, Add Insights, Upload File, Remove Group, Edit, and a drag handle for repositioning.

A useful group name is Keep Us Up to Date, containing the Vendor Update form and supporting resources.

Add forms to the portal

1. Click Add Form within a group.
2. Choose from the list of available forms.
3. Add the selected form and save the portal.

For vendor self-service, add a Vendor Update form. Verify the intended organization has the necessary Forms Access permissions.

Add reports to the portal

Click Add and save. Verify data security and the vendor's actual reporting experience with a nonadministrator test account.

Share documents with vendors

Click Upload File in a group to attach reference documents. Files appear under Attachments and can be viewed (eye icon), downloaded, or removed by an administrator.

Example: Upload a blank W-9 PDF so vendors can view or download it from the portal. Use descriptive filenames and current versions.

Enable vendor self-service updates

Enable Allow Data Edit for Existing Vendors on the Vendor cluster. The update form can include Select Vendor to Update, which identifies the Sage Intacct record to update.

Automatic tagging: About every 30 minutes, Omnidek matches Display Contact Email on a Sage Intacct Vendor record to an Omnidek user's email and assigns the Vendor asset tag. Check Admin > Users > Asset Tags. Manual tagging is generally unnecessary except for troubleshooting.

Filter List by Tag: limits an asset-based Vendor dropdown to the records associated with the user's applicable tags. Without this filter, the dropdown may expose the full available Vendor list.

Autofill Answer to Tag: preselects a tagged asset. If multiple tags match, verify which record is selected during testing; the exact multiple-match behavior is not confirmed.

Tags can accumulate from direct user assignments, the user's organization, and Crowd membership. They do not automatically inherit through parent-child organization hierarchy.

Save, test, then publish

• Save in test mode: clears test submissions.
• Publish: clears test submissions and locks form structure, including preventing question deletion.
• Test integrations carefully: test actions may create real Sage Intacct records even if Omnidek test submissions are later cleared.

Finalize the form structure and test the workflow before publishing.

End-to-end test checklist

Run these checks with a real test vendor account, not just an administrator login.

Form and security

• Required and client-specific Vendor fields configured.
• Input masks, defaults, TIN, ACH, and optional address verification tested.
• Organization field security and Forms Access verified.
• Form successfully submitted.

Workflow and Intacct

• Default Workflow and approver list configured.
• Filters and First Approver/All Approvers behavior tested.
• Approvals appear in Inbox > To Do.
• Vendor Create/Update succeeds and data matches Sage Intacct.
• Submission reaches Completed.
• Controlled failure returns to approver with red API message.
• Correction and reapproval successfully retry the action.

Invitation and portal

• Invitation email uses correct form question.
• Invitation organization matches Portal Organizations.
• Test vendor registers and reaches the correct portal.
• Groups, Forms, regular Insights, and My Insights work as intended.
• Attached documents can be viewed and downloaded.
• Vendor Update form is limited to appropriate tagged records.
• Vendor account cannot access other vendors' information.

Train and hand off

Approvers: Inbox > To Do; reviewing, approving, and rejecting submissions; First Approver versus All Approvers; API errors; correction and reapproval.

Administrators: Organization permissions, Forms Access, asset tags, portal resources, Intacct configuration, Web Services user permissions, and support ownership.

Vendors: Completing onboarding, registering from invitation, accessing the portal, updating information, and downloading documents.

Go-live sign-off

• Final form is published and validated.
• Approvals and Intacct Vendor Create/Update work end to end.
• API errors can be diagnosed and retried.
• Invitations, registration, and correct portal routing are verified.
• Vendor self-service and reporting security are tested.
• Client administrators are trained and support ownership is assigned.

Final validation: Complete one scenario from public onboarding form submission through approval, Intacct Vendor creation, invitation, registration, portal login, and Vendor Update testing.