How can I resend a DDQ to a different contact?

It is fairly common when sending out Due Diligence Questionnaires (for example the MSQ or ABCQ) that we get feedback that we have the wrong contact at the suppliers organisation.  Generally we will want to resend the questionnaire to the updated contact.  

This page steps you through how to do this

Ensure the new contact is in the system

Firstly we need to ensure that the contact is connected to the supplier.  To do this go to the Third party page -> Details -> Contact and check the list

If they are not in the list then use the add button and set them up, an example is shown below

Ensuring they are the primary contact

Having ensured the contact is part of the supplier contact list you need to ensure they are set as the primary contact.  To do this you may need to edit the contact and toggle the Primary setting ensuring it is on.  In the act of doing this, any other primary contacts will have the primary contact value removed (There can only be one primary contact on a supplier at a time)

Send out a new DDQ

Once you have updated the Primary contact you can send out a new DDQ. to the updated primary contact.  To do this click on the large green edit button in the top right of the Third party page, and then select the DDQ of choice from the products on the right hand list.  An example is shown below for the MSQ. When you click Update a new DDQ will be send out to the updated contact.

This will include their credentials as its a first request for a DDQ.  If you want to resend the credentials for any contact, you can use the Reset Password function via the contact list, see below for an example.

Cancelling the previous one

Sending out the DDQ to the new primary contact will not modify the status of the previous DDQ send to the previous contact.  This is because different users will require different strategies in this situation, so there is no one size fits all solution.

 You have the following choices with respect to the previous DDQ send:

• Leave it and see what comes back, there are no restrictions on how many DDQs can be open with your supplier at any point in time, you may choose to leave it open and see if it comes back completed at some later date anyhow.  Note that any automated or manual reminders will be sent to the contact while this is the case.
  
  
• Cancel it, via the actions menu on the DDQ you can set its state to cancelled.  This will stop any reminders going out for that DDQ. An example is shown below. If the suppliers starts filling it in anyhow at a later date it will change to 'In progress'.

• Delete it. This is done via the actions menu on the DDQ row in the table, you will be promoted to confirm. It will remove it from the supplier record completely.