Supplier Portal

[JohnGrey]

How does your organization handle primary contact emails for vendor records in ServiceNow?

In our setup, we’ve noticed that the primary contact should ideally be unique for each vendor number, not shared across multiple vendor numbers. Using the same email address for several vendor numbers has caused duplicate account conflicts, so our goal is for every vendor number to have its own distinct primary contact email.

How is the broader SNOW community managing this?
Are there any best practices, configuration approaches, or solutions you’ve implemented to prevent duplicate account issues and ensure clean vendor/contact data?

Thanks in advance for any insights!

[Dr Atul G- LNG]

@Shamma Negi  help here

[Tanushree Maiti]

Hi @JohnGrey 

Primary contact email addresses for vendor records can be effectively managed within Vendor Risk Management (VRM) by following a structured approach.

Organizations rely on the Vendor Contact [vm_vdr_contact] table—>an extension of the sys_user table—>to store and manage vendor contacts.

As a result, whenever a vendor contact record is created, it is automatically added to the sys_user table. Similarly, any new contact added by a vendor through the vendor portal is also recorded in the Vendor Contact table.

All vendor contacts are granted access to the vendor portal, enabling them to participate in and respond to assessments. This design reflects a strategic decision by the product team to align closely with core platform capabilities and leverage the existing sys_user table for consistency and efficiency.

reference: https://www.servicenow.com/community/grc-forum/vendor-contacts-not-visible-within-vendor-risk-manage...