# Configuring Supplier Change Notification Email Processing (QMS)

QMS has built-in tools for <a href="/en/gr/54469202/">processing supplier change notification emails</a> making it easier to get supplier change notifications into the system, triage the record, and allow users to determine if a _Change Control_ or other _Quality Event_ is required.

## Configuration Overview

Complete these steps to set up automated _Supplier Change Notification_ intake:

  * Create _Person_ and _Organization_ <a href="/en/gr/18769/">object records</a> appropriate for potential _Supplier Contacts_.
  * Configure one or more [_Inbound Email Addresses_][2] for notification intake.
  * Configure a [user action][4] to extract and relate objects parsed from _Supplier Change Notification_ attachments.
  * Configure the _Supplier Change Notification_ [object page layout][3] to suit your processes.

## Configuring Inbound Email Addresses for Supplier Change Notification Intake {#inbound-email-addresses}

To configure an _Inbound Email Address_ for use with supplier change notifications:

  1. Navigate to **Admin > Configuration > Inbound Email Addresses**.
  2. Click **Create**.
  3. Enter a **Label**.
  4. Enter an **Email Address** that QMS will monitor for supplier change notifications. Your organization's email server should be configured to redirect or forward emails from specific supplier contacts to this address.
  5. In the **Email Processor** dropdown, select **Create Supplier Change Notification**.
  6. In the **Allowed Senders** dropdown, select **All Users & Persons in this Vault**.
  7. Select an **Email Processor User**. This _User_ should have the [proper permissions][1] to intake emails in this Vault.
  8. Click **Submit**.

## Configuring the Extract & Relate Entity from Attachment Action {#extract-and-relate}

To configure Vault to extract and relate objects from _Supplier Change Notification_ attachments, you must first create an Extract Entity Configuration:

1. Navigate to **Admin > Configuration > Extract Entity Configurations**.
2. Click **+Create**.
3. Populate the configuration's **Name** and the **Match Object**. This value indicates which object Vault should search for when parsing information from the attachment. For example, select _Qualification_ if you want Vault to look for information pertaining to qualifications.
4. Select a **Match Field**. This value indicates which field on the selected **Match Object** Vault should reference when matching parsed text, for example the *Material* field on the *Qualification* object.
5. Click **Save**.

Then, configure an action for users to execute on *Supplier Change Notification* records. To do this:

1. Navigate to **Admin > Configuration > Objects > Supplier Change Notification > Actions** and create a new object action using the "Extract Entities from Attachments" action.
2. Navigate to **Admin > Configuration > Object Lifecycles > Supplier Change Notification Lifecycle** and click on an applicable object lifecycle state, for example *Initial Impact Assessment*.
3. In the *User Actions* section, click **Edit**, then **+Create Rule**.
4. Select the **Extract Entities from Attachments** action from the drop-down.
5. Select the applicable **Extract Entity Configuration**.
6. Select a **Related Object to Populate**. This value indicates which object Vault should establish a relationship with the *Supplier Change Notification*. The selected object must have an outbound reference to both the *Match Object* and the *Supplier Change Notification* objects.
7. Provide an **Action Label**. For example, "Extract Materials from Attachment".
8.  Click **Save**.

Users who execute this user action must have _View_ permissions for _Supplier Change Notification_ attachments and the _Create_ permission for the object indicated as the _Related Object to Populate_. If a user does not have the appropriate permissions, the extraction job fails. When the user action executes, records are retrieved and matched based on which objects the user has _Read_ access to.

## Configuring the Supplier Change Notification Object Page Layout {#scn-page-layout}

We recommend the following adjustments to the _Supplier Change Notification_ object page layout to take advantage of automated intake features:

  * Add the _Email Body_ section or the _Email Body_ field to the page layout. In the _Email Body_ section or field, Vault renders the email for viewing in its original language. In some situations, special characters may not render as they might in an email viewer. If the email content exceeds 32,000 characters, the _Email Body_ section displays a warning message in Vault and on <a href="/en/gr/44069/#download-as-pdf">downloaded PDFs</a>, while the _Email Body_ field displays a truncated version of the email text in Vault. Users can view and download the full email in the record's _Attachments_ section.
  * Add a _Supplier Change Notification Emails_ related object section.
  * If appropriate for your processes, add _Impacted Sites_ or _Impact Assessments_ related object sections to the layout.

## Related Permissions {#permissions}

To view _Supplier Change Notifications_ and perform impact assessments on them, a user requires a security profile which grants them the following permissions:

  * _Read_, _Create_, and _Edit_ permissions on the _Supplier Change Notification_ object
  * _Read_, _Create_, and _Edit_ permissions on the _SCN - Impacted Site_ object
  * _Read_, _Create_, and _Edit_ permissions on the _SCN Impact Assessment_ object
  * _Read_ permission on the _Email_, _Person_, and _Organization_ objects

  [1]: #permissions
  [2]: #inbound-email-addresses
  [3]: #scn-page-layout
  [4]: #extract-and-relate