/
Supplier Portal - Configuration

Supplier Portal - Configuration

Owned by Morten Lindequist Køhler
Last updated: Jun 27, 2025 by Jeppe Hatting

This document describes how to configure the supplier portal.

Prerequisites

Web Client and Supplier Portal installation

Before you start configuring the supplier portal, you must make sure that the Perfion Supplier Portal and the Perfion Web Client are installed:

Supplier Portal - Installation

Web Client - Installation Guide

Supplier Portal license

Your Perfion license file must include access to the supplier portal. The license consists of two elements:

  • Suppliers: Maximum number of supplier (organizations) you can grant access to the portal

  • Items: Maximum number of supplier items (across all suppliers) that can be created in the portal

Refer to this page for details about loading a license file: Windows Administration Guide | License Management

Configuration Preparations

Before you start configuring the supplier portal, you should consider the following questions.

Base feature(s) to expose

Since 2025-R1, you can expose more than one base feature to suppliers. The feature the supplier will see in main grid is the one that belongs to the exposed configuration selected in the Items drop-down.

An obvious base feature to expose is the Product feature. It could be renamed in your Perfion but will most likely have feature ID 100. This is typically the feature where you want suppliers to provide data. It is however possible to expose other base features as well if this makes sense in your processes.

Categorizer feature to expose

You can expose one categorizer feature per exposed configuration to suppliers. This is the feature suppliers will see in the left panel and use to browse products by category.

In many Perfion implementations, the obvious categorizer feature to expose is the one used to manage item dependencies in the Product configuration. If you expose this categorizer feature, item dependency will work out-of-the-box in the supplier portal. It is however possible to expose another categorizer feature if this make more sense in your setup.

Search filter to expose

Supplier users are able to search for items in the portal via a normal search filter. You create this in Administration → Filters where you normally create search filters.

Make sure to only include features exposed to suppliers (see Feature Configuration below)

Supplier Identifier feature

The supplier portal needs a selectable feature with “supplier identifier values”. Most likely you will have such a feature in advance and use it to select a supplier on a product. If you don’t have such a feature, you should create it and create a value in Feature Data for each supplier you grant access to the supplier portal. Example:

Supplier Key feature

The supplier portal needs an explicit feature to be used as key on each supplier item. This would typically be a Supplier Item Number. The portal combines the value in the Supplier Key feature with the value in the Supplier Identifier feature and use the combination as a globally unique key across all supplier items.

If you don’t have a feature suitable as a Supplier Key feature, you should create it. Example of a Supplier Key feature:

Views feature and Filter feature

The supplier portal needs two selectable search features to handle views (in grid) and filters (in dashboard widgets). Make sure you create these before you start the configuration below. Name the two features SupplierViews and SupplierFilters (or whatever you please):

image-20240410-121443.png

SMTP server

The supplier portal needs an SMTP server to send welcome and reset password emails to supplier users. You must set up a connection string to your SMTP server as a Remote Connection in Administration → Remote Connections:

Configuration

When you have completed the configuration preparations, you can get started with the actual configuration of the supplier portal.

Supplier Portal

The first part of the configuration is done in the Supplier Portal section (Administration → Supplier Portal).

image-20250520-123518.png

Before 2025-R1 this section was named “Company” and was found at the same location.

In this section you will find three configuration tabs:

  • General Settings

  • Mail Settings

  • Exposed Base Features (before 2025-R1: Supplier Portal Settings)

General Settings

On this tab you define the general settings of your Supplier Portal page.

image-20250520-130907.png

Name

Here you specify the name of your own company. This will be displayed in the supplier portal and used in e-mails when new supplier users are created.

Logo

You can also upload your company logo. This will also be displayed in the supplier portal. To do so, right-click in the placeholder for the logo and choose “Load”. This will open a file explorer where you can choose the logo you want to use.

image-20250520-131007.png

Service Url

The value in this field must be the base URL to your Supplier Portal.

This is not meant for customizing the URL, it is a one-time only configuration.

Primary/Secondary Color

Set the color scheme for the Supplier Portal website. The Primary Color is used in the Header of the website, the Secondary Color is used in the sub headers.

Supplier Identifier Feature

Select the feature with supplier identifier values, that you want to use to link supplier items to suppliers.

Mail Settings

On this tab you configure how the supplier portal sends e-mails to supplier users.

image-20250520-135038.png

Authentication Service URL

The value in this field must be the base URL to your Perfion Web Client.

Smtp Server

This dropdown shows a list of available Smtp Server connections.

E-mail Templates

The remaining part of the Mail Settings tab is dedicated to creating the e-mail templates used to send welcome- and reset password e-mails to supplier users.

The system is preconfigured with English standard templates, so you can get started without changing anything related to e-mail templates. Note that English templates will be used for all languages unless you specifically set up a template for other languages.

Follow these steps to set up an e-mail template:

  • Choose the template you want to edit in Mail Template

  • Choose the language version of the template you want to edit In Languages

  • Click Insert default template to use the English default template as a staring point for your customized template

    • You can also click Insert blank template to get a blank start for creating your own template

image-20250520-135256.png

  • Change Subject and Body according to your preferences

  • Note that you can use Tags in both Subject and Body. Tags are replaced with actual values when e-mails are sent to supplier users.

image-20250520-135357.png

  • Click Clear template if you want to remove the customized template and go back to using the standard template

  • Click Send Test Email when you are ready to test your template:

image-20250520-135441.png

The Activation link in the e-mail is inactive when sending test e-mails.

We recommend you test your templates in various e-mail clients to make sure they look nice across the board.

Expose Base Features

On the Expose Base Features tab (since Perfion 2025-R1), you can choose the base features that you want to expose to the Supplier Portal. You can then set up the structure of these base features.

Make sure you have completed the Configuration Preparations before you begin

image-20250520-140140.png

By clicking on “Add new Exposed Base Feature”, you can select a base feature you want to expose in the supplier portal. The following overlay will open:

image-20250521-070015.png

In the “Exposed base features” tab, you set the structure of the exposed configuration.

Product Feature

Select the Base Feature you want to expose the configuration of.

Category Feature

Select the categorizer feature you want to expose for this exposed configuration.

Key Feature

Select the feature suppliers will use to identify their items in this configuration.

The Key Feature cannot be changed once the portal has been set up. Make sure you select this features carefully.

Search

Select the search filter you have created specifically for this exposed configuration for suppliers to search their items in the portal.

Views Feature

Select the search feature you have created specifically for supplier views.

Filter Feature

Select the search features you have created specifically for supplier filters.

Display Names (tab)

In the Display Names tab you can give a name for this exposed configuration in all configured languages. This name will be shown under the Items drop-down in the top menu of the Supplier Portal.

When done with all the settings, click on OK to save the exposed configuration. It will be available under the Items drop-down in the top menu of the Supplier Portal.

Feature Configuration

In Feature Configuration you select the features you want suppliers to see/manage in the supplier portal.

Start by selecting the configuration for the Base feature you exposed in the Supplier Portal setup. Then click the Suppliers button in the toolbar. This will give you access to four different views specifically built for the supplier portal:

image-20250521-080622.png

Expose

In this view you select the features suppliers should enrich with data. Exposure can be based on item dependency so that supplier will see different features in different categories. This only works if you selected the item dependency “master feature” as categorizer feature in the Company setup.

Many different feature types can be exposed, but there are some exceptions. These feature types can NOT be exposed:

  • Base feature (the base feature of the configuration is reserved for internal use)

  • Remote features

  • Related values

  • SWAP features

  • Selectable image/file features (explicit image/file features are supported in the portal)

  • Table features

Expose Read Only

In this view you select the features where suppliers should see your internal values. This is particularly valuable if you do not allow suppliers to create items themselves, but you control item creation in Perfion and expose selected items for suppliers to enrich. In these cases, suppliers need to see some internal values to clearly identify the right items to enrich.

Almost all feature types can be exposed as read only. These are the only exceptions:

  • Base feature (the base feature of the configuration is reserved for internal use)

  • SWAP features

  • Table features

Mandatory

In this view you select which of the exposed features are mandatory for the supplier to enrich. If a mandatory value is not enriched, the supplier cannot submit the item.

Auto Approve

In this view you select the features where you do not want to approve supplier values. When a feature is checked, supplier values/updates automatically overwrite your internal values.

Organizations

With Supplier Portal settings and feature configuration done, you can now start creating organizations (suppliers) and users. These are created separately from Perfion users and can only log in to the supplier portal.

Organizations and users are created and maintained in Administration → Users and Groups → Organizations and users:

Select Organizations in the left panel to see a list of current active organizations. You can change filtering to see Inactive or All if preferred.

Right-click an organization to create a new or edit an existing:

General

On this tab you define the supplier’s name, logo, abbreviation, supplier identifier and languages. You can also set the supplier as active or inactive.

image-20250521-083413.png

The Abbreviation is a unique supplier identification. This code (no spaces or special characters) uniquely identifies the supplier. The Abbreviation can’t be changed once it has been saved.

Pick a value from the Supplier Identifier Feature you defined in Supplier Portal Settings. Make sure this value is identical to the Abbreviation.

It is highly recommended, to use the supplier’s value in the Supplier Identifier Feature as Abbreviation.

Languages

Click the Edit button to select the languages for which the supplier must supply data. Suppliers work with languages in grid the same way as yo do in Perfion.

image-20250521-100910.png

Exposed feature tabs

For each base feature that is exposed for the Supplier Portal, a tab is created here.

image-20250521-105811.png

 

Has access to {base feature}

This checkbox controls if the supplier has access to the exposed feature or not.

Roles

Three different roles can be set for a supplier on the exposed configuration. These roles are fundamental to the process you want to use use when working with suppliers.

  • Can create new products determines if the supplier can create new items in the portal. If unchecked, you must create new items in Perfion and expose these to suppliers. This is done with an action. Please refer to article Supplier Portal - Actions for further information.

  • When Auto accept submitted items is set, all items submitted by the supplier are automatically accepted an created in Perfion.

  • When Auto accept updated values is set, all updates done by the supplier (to accepted items) are automatically accepted and copied to the linked Perfion item.

Filter

Select the filter best suited for this supplier. The selected filter defines the search options available for the supplier in the portal. Filters for suppliers are created in Administration → Filters (Web client: Adminstration → Searches → Search Panes) just like all other search filters.

image-20250521-110710.png

The two search options at the top of the filter (Product status and Data status) are automatically added by the supplier panel. You do not need to define these in the Filter definition.

Categories

Click the Edit button to select the categories in which the supplier can create/enrich products for the exposed configuration.

image-20250521-140322.png

Virtual categories are not shown to suppliers. They only see lowest level categories (“normal” items)

Users

Select Users in the left panel to see a list of current active users. You can change filtering to see Inactive or All if preferred.

Right-click a user to create a new or edit an existing:

image-20250521-140453.png

General

The User dialogue only has one tab. This is where you define the key settings for the user.

image-20250521-140909.png

Organization

Choose the organization the user belongs to. This cannot be changed once it has been saved.

Org User ID

Assign a code to the user. It must be unique within the user’s organization, but it does not have to globally unique across all organizations.

Name

Type in the user’s name.

Email

Type in the user’s e-mail address. This is mandatory as it is used to log in to the supplier portal. The e-mail must be globally unique across all suppliers (same e-mail cannot be used in two different organizations).

Active

This checkbox defines if the user is active and as such has access to the supplier portal.

Organization Abbreviation

This field is read-only and automatically populated with the abbreviation of the selected organization.

Organization Name

This field is read-only and automatically populated with the name of the selected organization.

User ID

This field is read-only and automatically populated with the Organization Abbreviation followed by the Org User ID. The User ID is globally unique and used in the database to identify all changes done by the user.

Send user a “Welcome” email on close

If you are creating a new user, the dialogue also contains a checkbox to send user a welcome email when the dialogue is closed. If you keep this setting when you click OK, the new user will receive a welcome email based on the template you defined in Company settings.

image-20250521-140644.png

Send e-mail to users

If a user forgets a password or “looses” a welcome email, you can send these mails manually by right-clicking a user and selecting the e-mail you need from the Supplier Portal option:

Supplier Views (“Columns”)

By default, the Columns drop down in the main grid toolbar, only contains the option “All”. This enables the supplier to see all exposed features.

image-20240411-104026.png

Add views

You can add “views” to the drop down by creating Items for the Views feature you selected in Supplier Portal Settings. This is done in Feature Data. Each item must contain an API query with a Select-element:

image-20240411-104758.png

The Select-element can be written exactly like in all other API queries. You can select all active languages, all features in Perfion and make references to all views. You can even select features not exposed to suppliers; these will be filtered out of the result when the query is used in the supplier portal. As an example, this query will be viable as a supplier portal view. It will return all features exposed in the portal:

<Query> <Select languages='EN'> <Feature id='**' view='Config' /> </Select> </Query>

In addition to all the normal API elements, you can also use these four specific supplier portal “views”:

  • Expose returns all features exposed for suppliers to manage

  • ExposeReadOnly returns all features exposed as read only to suppliers

  • Mandatory returns all features marked as mandatory in the configuration

  • AutoAccept returns all features set to Auto Accept in the configuration

When you have created the items/views you need, they automatically become available in the Columns drop down allowing supplier to focus the grid to relevant columns:

image-20240411-110040.png