We know that collecting supplier data can be highly time consuming, especially when you are deciding what to ask! We have simplified that complex process with our Toxnot Starter Template that is available to all users. In this article we will walk you through two ways you can select the materials you would like to survey, then guide you through how to send a material-specific supplier survey (Open BOM and supplier-level surveys will be simpler, but will have some overlapping features)!
Prerequisites for creating a supplier survey:
- Add/Import a product into Toxnot with Linked Materials to survey
- Add a supplier with contact information into Toxnot
- Make sure the materials you are surveying are assigned to the correct supplier with contact information
Select your Materials
Option 1: Surveying a Single Material
Navigate to the BOM (Bill of Materials) for the product you are wanting to survey. Once in your product, first select the checkbox next to the material you would like to survey. Next, click the "Supply Chain" and select "Send a Supplier Survey".
Option 2: Surveying Multiple Materials
Navigate to the Supply Chain tab and select "My Suppliers". Once you're in your list of suppliers, click on the supplier you intend to survey.
Then, click the checkbox next to the materials you would like to send a survey about. Once you have chosen the materials, select "Create Survey" at the top of the page.
Option 1 and Option 2 will both direct you to the same page pictured below. The only difference will be the number of products/materials in section 3.
Customize and Send your Survey
Now that you've selected the materials you will be sending a survey on, it's time to start preparing your survey to send. In this section you are given the task to instruct Toxnot how and what you will survey the supplier about.
Within Toxnot you can customize supplier-level and BOM-level questionnaires. In this case, we will use the Toxnot Starter Template that is automatically available to you. If you'd like to learn more about customizing questionnaires visit the following help article: Questionnaires.
To apply the Toxnot Starter Template, select "Templates" at the top of the page and click on "Apply Template".
From here, you will want to select the "Toxnot Starter Template", or another template you've created for yourself. The template will then be applied to the survey view.
This is also where you will apply the LP50 Template if you are sending an LP50 Survey.
In the 1st section, you will see your survey name, supplier's name and contact, in addition to the type of response you are seeking from your supplier. There are two options:
- Private Response to my Library - this will ensure that the data your supplier shares will only be shared with you.
- Shared Response in Toxnot Shared Materials - this will allow your supplier to share their data with a greater portion of Toxnot users to limit the number of times they need to fill out a survey to share data with their customers.
In the 2nd section, you can add supplier-level questionnaires. If you're using the Toxnot Starter Template (or one of your own survey templates), this will be auto-populated. Otherwise you can add/delete questionnaires here.
In the 3rd section, you can see the materials you have chosen to survey and customize the names that your supplier will see.
In the 4th section, you will choose which BOM fields you will ask your supplier to fill out in the survey.
Once you click the button to select BOM fields, you will see this pop-up. If you select the "Yes, I'd like to request and SDS with my response" option, some BOM fields will be automatically marked as required.
You can add additional BOM fields at any time while creating the survey.
Once you have specified the BOM fields, you can also choose which BOM fields your supplier will be required to fill out.
In the 5th section, you can add BOM-level questionnaires. If you're using the Toxnot Starter Template (or one of your own survey templates), this will be auto-populated. Otherwise, you can add/delete questionnaires here.
In the 6th section, you have the ability to specify more advanced BOM options. To activate the setting, select the checkbox next to the name. You can also add an Attestation Questionnaire if needed for your surveying needs.
In the 7th section, you have the opportunity to personalize the survey email that your suppliers will receive. Note, in order to ensure that this e-mail comes directly from you, you will need to Verify your Email with Toxnot. Visit the following article for instructions on how to do that: About Supplier Surveys.
And finally, the 8th section. Here you can schedule any desired reminders for your suppliers to ensure that your surveys are completed in the time frame you need. Reminders are a Pro subscription and above feature.
Once you've completed each section, you can preview the survey at the top of the page. You can also "Save Draft Surveys" if you'd like to revisit it later.
My Surveys View
To view past surveys, check on the status of a survey, or view survey stats you can navigate to the "My Surveys" view.
Here you can also add tags to your surveys to better manage surveys within your team. To view the full survey and any supplier responses, click anywhere over the survey row to be directed to the full survey page.
Congratulations! You've completed creating a Supplier Survey! Do you have any more questions about surveys? Read more about them here in our library. Feel free to reach out using the chat function in the bottom right-hand side of the screen.
Do you have a question about the workflow or issues you've found?
Use the Intercom chat service in the bottom-right of your screen to connect to a Toxnot Customer Success Engineer, and we'll get back to you with the information or help you need.