Manage Vendor Visibility and User Access with the Departments Features

The Departments feature allows customers to group vendors into manageable subsets and control user access to them. This department-based visibility model enables more precise vendor access governance, aligning with how organizations operate across distributed teams and business units.

With Departments, you can:

• Associate vendors to departments to control visibility.
• Associate users to departments.
• Restrict vendor visibility for users based on their departmental associations.
• Display and filter the vendor list by department.

Instructions

1. Access Departments

Navigate to: Assessment Setup > Departments

On this page, you’ll find a searchable, sortable list of all existing departments. Departments Table includes:

Additional functionality:

• Search by department name
• Total Department Count displayed at top
• Add / Edit buttons to manage departments
• Delete with confirmation modal

Deleting a Department removes vendor visibility restrictions granting users access to vendors previously limited to this department.

2. Create or Edit a Department

When adding or editing a department, you’ll be guided through a three-step wizard: Assign Vendors, Assign Users, and Review & Confirm. This flow ensures you can configure visibility controls clearly and efficiently.

Step 1: Assign Vendors

Name the department: 
This is a required field and can be up to 120 characters. If you’re editing an existing department, the name will already be filled in and can be updated.

Assign vendors: 
Select vendors you want to associate with this department. You’ll see a list of all vendors. You can filter the list by connection type, tags, or life cycle status, or search by vendor name or domain.

As you select vendors using checkboxes, they appear in a dedicated panel on the right. This panel lets you review your selections, remove individual vendors, or clear all with a single click. 

Use the “Next” button at the bottom right or the “Go to Next Step” link at the top right to proceed to the next step.

Step 2: Assign Users

Select the users who will have visibility into the vendors selected in Step 1. All existing portal users are shown in the table and can be filtered by status or role, or searched by name or email. Users can be assigned to multiple departments, and departments can be created with only vendors (users are optional).

Selected users appear in a right-side panel similar to the one in Step 1. Here, you can remove individuals or clear the entire selection. Assigning users is optional, and departments can be created with only vendors if needed.

Continue to the final step by using the “Next” button or the top-right navigation link.

Step 3: Review and Confirm

This final step summarizes your department setup. You’ll see a list of the vendors and users you’ve selected, along with a summary panel showing the department name and total counts for vendors and users.

Clicking Save Department completes the department setup.