Notifications & Email Updates
This section will explain how and when you will be notified of updates on quote and order activity in Parts Portal.
Parts Portal keeps you updated on important account, quote, and order activity through email notifications and in-app alerts. This ensures you always know the status of your quotes & orders without needing to log in and check daily.
Where You’ll See Notifications:
Email: Sent directly to the recipients listed in the charts below by scenario, here is an example of an order confirmation:
In-app Alerts: When logged into Parts Portal, notifications appear on the top right under the bell icon for Promotions. Click on the message to view the entire message.
User Roles & Email Recipients:
Parts Portal provides the ability to set different role levels and because of this, notifications will vary by role.
Note: You can refer to these roles in the Adding & Managing Users Article, under User Roles and Permissions.
Customer Manager: On Parts Portal, managers can:
Add, remove, and adjust role access.
View, edit, and manage company account profile information.
Request quotes from vendors.
Review user quote requests – send back for revision, approve and send to the vendor, or reject.
Place orders directly.
Track order status and view updates.
Customer User: On Parts Portal, users can:
Send quote requests to their manager for approval; note that quote requests will not be sent to the vendor for review until a manager has reviewed & approved it.
Place orders directly if they have a valid Purchase Order (PO) Number.
Track the status and history of their quotes and orders.
Required Actions:
Some notifications are informational, while others provide instructions for next steps.
Examples of required actions may include logging into Parts Portal to:
Approve a quote request to send it to your vendor.
Accept a quote to place an order.
Request revisions to a quote request or issued quote.
Reject a quote request or issued quote.
Breakdown of Notifications
Breakdown of Notifications
Below you’ll find a breakdown of the types of notifications you may receive, who receives them, and whether any action is required. To make sure you never miss an update, add [email protected] to your safe sender list.
Note: If you have multiple managers and users, the first manager onboarded and the user who created the quote request will receive notification emails.
Account Setup
Scenario | Email Recipient(s) | Action Required |
Vendor invited you to join Parts Portal | Customer administrator | Follow the link to set up password and complete profile |
Password reset requested | Requesting user | Follow the secure link to reset your password |
Request For Quote(RFQ)
Scenario | Email Recipient(s) | Action Required |
User completed a request for quote | Customer Manager | Login to review and approve, require revisions, or reject the request for quote |
Manager denies a request for quote | Customer User | None - informational to provide denial reason |
Manager requires revisions to a request for quote | Customer User | Login to make manager requested changes |
Manager approves a request for quote | Vendor | None - vendor will be notified so they can create the quote. |
Vendor declines to quote | Customer Manager & User | None - informational to provide denial reason |
Quotes
Scenario | Email Recipient(s) | Action Required |
Vendor issues a quote or an updated quote | Customer Manager & User | Login to review and order, edit, or reject |
Customer places an order | Customer Manager & User, Vendor | None - order confirmation for your records |
Customer rejects a quote | Customer Manager & User; Vendor | None - informational for your records |
Customer requests an edit to a quote | Customer Manager & User; Vendor | None - informational for your records |
Orders
Scenario | Email Recipient(s) | Action Required |
Vendor updates order status to “In Production” | Customer Manager & User | None - informational for your records |
Vendor updates order status to “Production Complete” | Customer Manager & User | None - informational for your records |
Promotions
Scenario | Email Recipient(s) | Action Required |
Vendors promotes discount on your parts | Customer Manager & User | Login to review and order if applicable |
Note: Promotions are also displayed in the app under the notification section (bell icon 
on top navigation bar).
Commenting on RFQs or Quotes
This section will show you how to add comments on RFQs and Quotes so that your teammates and vendors can see them.
Create a Request for a Part Reorder
Navigate to the Reorder Part Screen from the dashboard by clicking the Reorder Part shortcut button (has this symbol above it
) and select your vendor.
Select parts from the drop down to add into your quote.
Before submitting, fill in the “Additional Remarks” area with any comments you’d like to communicate to your vendor and teammates.
You will be able to reference these comments later in the Quote Details and Order Details screens.
Revising a Quote Received from a User
Navigate to the RFQ Page from the dashboard by clicking the Quote Orders menu button at the top of your screen.
Locate your Quote Request and click on the View button.
Click on the Needs Revision button.
A box will pop up prompting you to enter a detailed reason. This will be provided directly to the user who requested the quote initially. Enter the reason in the highlighted area and click Send for Revision.
5. To see the comment, reference the message on the top right of the Quote Request Details page.
Rejecting a Quote Received from a User
Navigate to the RFQ Page from the dashboard by clicking the Quote Orders menu button at the top of your screen.
Locate your Quote Request and click on the View button.
Click on the Reject button.
A box will pop up prompting you to enter a detailed reason. This will be provided directly to the user who requested the quote initially. Enter the reason in the highlighted area and click Confirm Reject.
5. To see the comment, reference the message on the top right of the Quote Request Details page.
Rejecting a Quote Received from a Vendor
Navigate to the Quotes Page from the dashboard by clicking the Quote Orders menu button at the top of your screen, then on the Quote Orders tab on the top right side of the table.
Locate your Issued Quote and click on the View button.
Click on the Reject button.
A box will pop up prompting you to enter a detailed reason. This will be provided directly to the Vendor. Enter the reason in the highlighted area and click Confirm Reject.
To see the comment, reference the message on the top right of the Quote Details page.