The Vendor Portal is a dedicated interface within the Infraon platform that enables external vendors to securely access and manage information related to their association with an organization.

This portal is designed to provide vendors with controlled visibility into relevant records such as contracts, purchase orders, and assets, while ensuring that internal IT operations and sensitive data remain restricted.

The Vendor Portal supports collaboration between organizations and their vendors by offering a centralized location to view assigned information, track updates, and maintain transparency across vendor-related activities.

Purpose of the Vendor Portal

The Vendor Portal is intended to:

• Enable vendors to view and manage information assigned to their organization

• Provide role-based access to vendor-specific data

• Reduce dependency on internal teams for routine information sharing

• Maintain auditability through activity tracking

All access and visibility within the portal are governed by roles and permissions configured by the Infraon administrator.

Depending on the roles assigned, vendor users may be able to access the following information:

• Vendor profile and organizational details

• Associated contracts and contract status

• Purchase orders linked to the vendor

• Assets mapped to the vendor

Vendors can only view records explicitly linked to their vendor account and permitted by their role.

The Related Contracts section displays all contracts associated with the selected vendor. This page helps vendor users view contract details, understand the current contract status, and track contractual engagements linked to their organization.

Only contracts mapped to the vendor and permitted by the assigned role are visible on this page.

Overview

From the Related Contracts page, vendor users can:

• View contracts linked to the vendor

• Check the count of associated contracts

• Search for specific contracts

• Review contract availability and status

If no contracts are associated with the vendor, the page displays a No Data message.

• Contract visibility is controlled by role-based privileges.

• Vendors can only view contracts explicitly linked to their vendor account.

• Editing or managing contracts is restricted unless explicitly permitted.

The Knowledge Base module in the Vendor Portal provides vendors with self-service access to information related to contracts, purchase orders, and asset tracking. It helps vendors understand processes, review guidelines, and resolve common queries without contacting support or internal administrators.

For vendor users, the Knowledge Base acts as a centralized reference for operational clarity, enabling faster understanding of contractual workflows, procurement steps, and asset-related activities within the Infraon platform.

What You See on the Screen

The Knowledge Base displays a list of published articles relevant to vendor operations. Each article includes a title and summary, allowing vendors to quickly identify content related to contracts, purchase orders, or assets.

Vendors can:

• Search for articles using keywords

• Browse articles by category or tags

• Open articles to view detailed explanations and step-by-step guidance.

Vendor users can access the Vendor Portal only after their account is created and activated by an Infraon administrator. Login credentials are shared through an email invitation sent to the registered email address.

This section explains how vendors can log in to the portal for the first time and access their assigned data.

Prerequisites

Before logging in, ensure that:

• The vendor has been added to the Infraon platform

• A vendor user account is created with an assigned role

• The user has received the login or invitation email

• The login URL for the Infraon portal is available

1. Open a supported web browser.

2. Navigate to the Infraon login page.

3. Enter your Email / Username.

4. Enter your Password.

On successful authentication, you are redirected to the Vendor Portal dashboard, where you can view information based on your role permissions.

If enabled by the administrator, vendor users may also log in using:

• Sign in with Microsoft

• Sign in with Google

These options allow authentication using existing corporate or personal accounts, without creating a separate Infraon password.

If you forget your password:

1. Click Forgot Password? on the login page.

2. Enter your registered email address.

3. Follow the instructions in the email to reset your password.

Password reset links are time-bound and must be used before they expire.

The Contract Management module enables vendor users to access and view contracts associated with their vendor profile. It provides a consolidated view of all contractual agreements stored in the Infraon system, allowing vendors to monitor contract details, status, renewal information, and key dates.

This module supports predefined contract types, including software, hardware, lease, and service contracts. Vendors can filter, search, and switch between different views to quickly locate and review contract information relevant to their engagements.

The Purchase Order module provides vendor users with access to purchase orders associated with their vendor profile. This module allows vendors to view, search, filter, and track purchase orders issued to their organization. Purchase orders help vendors understand order details, procurement status, and associated workflow stages.

This page displays a list of all purchase orders that are mapped to the vendor, along with essential details such as status, vendor association, and approval configuration. Users can switch between Grid and Card views based on preference and role-based privileges.

The Vendor Profile section provides a centralized view of all vendor information in the Infraon platform. It allows vendor users to view and manage vendor-specific details, track associated records, and review activities linked to the vendor.

This module is divided into the following sub-modules to organize vendor information and related data:

• Summary – Provides an overview of the vendor’s key details, status, and high-level metrics, including contracts, assets, and total spend.

• Related Contracts – Displays all contracts associated with the vendor and their current status.

• Purchase Order – Lists purchase orders issued to the vendor along with related details and status.

• Assets – Shows assets mapped to the vendor for tracking and reference.

• Representatives – Manages vendor contact persons and representative details.

• Vendor Address – Stores and manages the vendor's registered addresses.

• Attachment – Allows uploading and viewing vendor-related documents.

• Activity Log – Tracks and displays actions performed on the vendor record for audit and reference.

Access to each sub-module and the ability to view or modify information is controlled by role-based privileges configured by the Infraon administrator.

The Representatives section allows vendor administrators to manage users associated with the vendor. This module is used to add, view, and manage vendor users who can access vendor-related information such as contracts, purchase orders, assets, and other permitted modules.

Access to actions and fields in this section is governed by role-based privileges.

Overview

From the Representatives page, vendor users can:

• View all vendor representatives

• Search for existing representatives

• Add new vendor users

• Assign user roles and site access

If no representatives are added, the page displays a No representative added message.

The Add User panel is used to create a new vendor representative.

• Vendor Admin – Has administrative access to manage vendor users and view vendor-related data based on assigned privileges.

• Vendor Site User – Has limited access, typically restricted to assigned sites and permitted modules.

• Only users with appropriate privileges can add or manage representatives.

• Vendor users can access only the modules permitted by their assigned role.

• Changes to user access take effect immediately.

This section explains what vendor users see after logging in for the first time and how to configure basic account settings required for continued access to the Vendor Portal.

Once logged in, users are advised to review and update their account information to ensure secure access and accurate communication.

The User Profile menu, accessible from the top-right corner of the portal, provides quick access to account-related actions. From this menu, users can view their account status, navigate to Account Settings, access available Keyboard Shortcuts, and securely log out of the Vendor Portal. The menu also includes links to the Privacy Policy and Terms of Service for reference.

User Profile | Basic Details

The Vendor Portal is a dedicated, role-based interface within the Infraon platform that enables external vendors to securely access and manage information relevant to their engagement with an organization. This portal provides vendors with visibility into records associated with their vendor account, including contracts, purchase orders, assets, and activity logs.

This documentation focuses exclusively on vendor-facing features of the portal. It explains how vendor users can log in to the system, navigate the portal, view and manage allowed information, and use key vendor-related functions. This content is distinct from the Infraon Admin Manual and the internal platform user guides for ITSM or ITAM.

This guide will help vendors:

• Understand how the Vendor Portal is structured

The Activity Log module provides a chronological record of all actions performed on the vendor profile. It helps administrators and authorized users track changes, monitor updates, and maintain an audit trail for vendor-related activities.

Each entry in the activity log captures the action performed, who performed it, and when it occurred, ensuring transparency and traceability throughout the vendor lifecycle.

In the Activity Log section, you can view:

• A timeline of activities related to the vendor profile

• The user who performed the action

The Assets module in the Vendor Portal provides vendors with visibility into assets associated with their organization across different asset categories. It enables vendors to view, search for, and manage asset-related information originating from procurement, contracts, and operational records within Infraon.

In the Vendor Portal, the Assets module is divided into the following asset types:

Asset Types

Each asset type is accessible from the left navigation under Assets, allowing vendors to switch contexts easily.

The IT Assets page displays all IT-related assets linked to the vendor. When no assets are available, the page shows a “No Asset(s) Added” state. Once assets are available, vendors can use the built-in controls to efficiently locate and manage asset information.

The page includes:

Actions Icons | Basic Details

The Purchase Order section displays all purchase orders associated with the selected vendor. This page enables vendor users to view purchase order details, track their status, and understand the financial transactions linked to their organization.

Only purchase orders mapped to the vendor and permitted by the assigned role are visible on this page.

Overview

From the Purchase Order page, vendor users can:

• View purchase orders issued to the vendor

• Track purchase order status and workflow stage

• Review expected delivery dates and order values

• Search for specific purchase orders

If no purchase orders are associated with the vendor, the page displays a No Data message.

Each purchase order card or entry displays key information related to the order.

• Vendor users can view only purchase orders linked to their vendor profile.

• Visibility and actions are governed by role-based privileges.

• Editing or managing purchase orders is restricted unless explicitly allowed.

The Summary section provides an overview of the selected vendor and displays key vendor information, status, and high-level metrics. This page serves as the primary reference point for understanding the vendor’s current engagement, financial impact, and associated records.

Access to fields and actions on this page depends on the privileges assigned to the logged-in vendor user.

Overview

The Summary page displays:

• Vendor identification and contact details

• Vendor status and publish state

• High-level metrics such as contracts, purchase orders, assets, and spend

• Basic organizational and compliance information

This information helps vendors quickly assess their current relationship and activity within the Infraon platform.

The top section displays core vendor information.

The Vendor Summary section provides high-level metrics related to vendor activity.

This section displays foundational vendor information.

This section captures compliance and identification details for the vendor.

The MSMED Details section captures vendor classification details for MSME compliance.

The Attachments module allows users to upload and manage vendor-related documents. This section helps maintain supporting records such as reference documents, screenshots, agreements, or any additional files required for vendor verification and audit purposes. Attachments added here are stored within the vendor profile and can be categorized for easy identification and retrieval.

Users can filter attachments by category using the dropdown and add new files using the Add option.

Use the Add Attachment option to upload files and associate them with the vendor profile. Files can be uploaded by dragging and dropping or by browsing from the local system.

Add Attachment | Field Details

The Vendor Address section is used to manage and maintain a vendor's address details. This module allows vendor users to add, view, edit, and delete vendor locations such as head offices, branch offices, or site-specific addresses.

Vendor addresses can also store compliance, contact, and banking details required for operational and financial processes.

Access to actions in this module is controlled by role-based privileges.

Overview

From the Vendor Address page, vendor users can:

• View all addresses associated with the vendor

• Identify primary locations such as the Head Office

• Add new vendor addresses

• Edit or remove existing addresses

• Search for addresses by location name

If no address is available, the page displays an empty state.

The Add Address panel is used to capture location, contact, compliance, and banking information.

Add Address | Basic Details

Contact Details | Add Address

GSTN Details | Add Address

Bank Details | Add Address

The Assets section displays all assets associated with the selected vendor. This page enables vendor users to view asset-related information, track asset status, and understand asset lifecycle stages linked to purchase orders and contracts.

Only assets mapped to the vendor and permitted by the assigned role are visible on this page.

Overview

From the Assets page, vendor users can:

• View assets linked to the vendor

• Filter assets by asset type

• Track asset status such as ordered, received, pending, and AMC

• Search for specific assets

If no assets are associated with the vendor, the page displays a No records yet message.

The top section provides a quick snapshot of asset status counts.

• Vendor users can view only assets linked to their vendor profile.

• Asset visibility and actions depend on role-based privileges.

• Editing or managing asset details is restricted unless explicitly permitted.