Vendor Portal in Notion

In this series, we’ll look at how a Notion consultant would plan out the work with a client based on their Notion freelancer requirements.

Job Requirements

Job Description

I would like to implement a vendor portal with following features:
Front End:

1. Vendor should be able to access the portal using their credentials
2. Ability to view purchase orders
3. Ability to update unit price on purchase order line items
4. Ability to enter shipped quantity against each order line item
5. Ability to enter shipment cost
6. Ability to upload documents

Back End:

1. Ability to receive order
2. Ability to enter received quantity
3. Ability to create vendor invoices

Notion Consulting Action Plan

To implement a vendor portal with the specified features using Notion, a consultant would need to undertake a series of tasks to ensure the platform meets the required functionality. This would involve leveraging Notion’s capabilities for database management, access control, and integration of file uploads, among other features. Here is a detailed outline of tasks that the consultant would complete:

Phase 1: Requirements Gathering and Planning

1. Understand Business Requirements:
   • Conduct meetings with stakeholders to understand the detailed requirements and expectations for the vendor portal.
   • Identify the types of vendors, purchase orders, and specific line item details that need to be managed.
2. Assess Notion’s Capabilities:
   • Evaluate Notion’s features to ensure it can meet the project requirements, focusing on database capabilities, user access controls, and document management.
3. Design Portal Structure:
   • Outline the structure of the vendor portal, including databases for vendors, purchase orders, line items, shipments, and invoices.
   • Define the relationships between these databases, such as linking line items to specific purchase orders.
4. Plan for User Access and Permissions:
   • Determine how vendors will be invited to the portal and manage their credentials.
   • Plan the permission levels to ensure vendors can only access and modify their relevant data.

Phase 2: Notion Setup and Configuration

1. Create Databases:
   • Set up a database for vendors, including fields for vendor information and credentials.
   • Create a purchase orders database with fields for order details, linked to the vendors database.
   • Set up databases for order line items, shipments, and invoices, ensuring proper linking and relational fields.
2. Implement Access Control:
   • Configure user permissions to ensure vendors can only access their specific orders and related data.
   • Set up guest access for vendors with restricted permissions to prevent unauthorized access to sensitive information.
3. Customize Interfaces:
   • Design user-friendly interfaces for vendors to view purchase orders, update line items, enter shipment details, and upload documents.
   • Create back-end views for internal users to manage received orders, entered quantities, and vendor invoices.

Phase 3: Feature Development and Integration

1. Develop Front-End Features:
   • Implement functionality for vendors to view their purchase orders and related line items.
   • Enable vendors to update unit prices for line items and enter shipped quantities and shipment costs.
   • Set up a system for vendors to upload documents related to orders and shipments.
2. Develop Back-End Features:
   • Create workflows for receiving orders and updating their status.
   • Enable the entry of received quantities against purchase orders and line items.
   • Implement a system for creating and managing vendor invoices based on shipment and order information.

Phase 4: Testing and Iteration

1. Conduct User Testing:
   • Invite a select group of vendors to test the portal’s functionality and gather feedback.
   • Perform internal testing to ensure all backend processes work as intended.
2. Iterate Based on Feedback:
   • Make necessary adjustments to the portal’s design, features, and workflows based on user feedback.
   • Test the updated system to ensure all changes have been successfully implemented.

Phase 5: Deployment and Training

1. Finalize and Launch:
   • Ensure the portal is fully functional and meets all project requirements.
   • Officially launch the portal to all vendors.
2. Provide Training and Support:
   • Create guides and tutorials for vendors on how to use the portal effectively.
   • Offer support for any issues or questions that arise during initial use.

Phase 6: Ongoing Maintenance and Updates

1. Monitor Portal Usage:
   • Keep an eye on how the portal is being used and gather continuous feedback from users.
2. Implement Updates as Needed:
   • Make updates to the portal to add new features or improve existing functionalities based on user feedback and evolving business needs.

This outline ensures a comprehensive approach to developing a vendor portal in Notion, from initial planning through to deployment and ongoing maintenance, ensuring the platform meets both front-end and back-end requirements effectively.