If a user needs to update the email address for a Third-Party contact, the Master Data Admin for the organization must first update the email address within Master Data. 

Please click here for full instructions for changing information in Master Data → Individuals.

Note: When editing the email address in Master Data, the following error message will be shown if the email address is in the wrong format:

When editing the email address in Master Data, the following error message will be shown if the email address is already associated with another Individual: 

If the email address is associated with another Individual, the submitter can either use that profile or the Master Data admin can also update that profile. 

Once the email address has been updated in Master Data, an approver can send the new DDQ in the same way the original DDQ was sent. 

The approver, must first cancel any other DDQs that were sent to the contact. See Canceling a sent  DDQ for further instructions on how to cancel a sent DDQ. 

Next, click Send DDQ. 

Select the questionnaire on the left and click Send. 

Once the Due Diligence Questionnaire the system will: 

• Create an entry for the questionnaire under New status.
• Send an email notification to the Third-Party contact requesting them to submit a Due Diligence Questionnaire. The email also contains information on how to login to complete the questionnaire.  
• Add the Approver Action to the request history to show who sent the DDQ and when.

The email address that is shown in the DDQ sent table, is the email that is present in master data at the time that the DDQ is sent. Updating master data does not update the email in any BRQs that are already created. 

Only new requests after master data is updated will contain the updated email address. OR to update the email in the BRQ in existing requests, follow the directions below. 

 

In order to update the BRQ, the submitter must first initiate an update to the request. As an alternative, if an admin (with reassign submitter privileges) wishes to initiate the update, the admin can reassign themselves to the submitter and follow the same directions below. 

Note: Requests that are already fully-approved and are re-submitted must go through the entire approval flow again. If the request is In Progress and updated, the approval flow may or may not restart depending on your organization's specific configuration. 

To begin the update, click Request Update in the top right-hand corner of the request. 

Next, enter comments in the Update Request pop-up box and click Confirm. 

By clicking Confirm in the Update Request pop-up box, the system will:  

• Change the request status to Update Pending.
• Send an email to the current approver notifying them that the request is being updated by the submitter. 

Now the submitter can delete the Third-Party contact, then reselect the same Third-Party contact. When reselected, the new email address will be populated from master data. 

After updating the Third-Party contact details, the submitter must resubmit the request. Click Submit Request in the top right-hand corner of the request. 

The BRQ will now be updated with the new email address.