Customize your Supplier Access

Summary

In Supplier Data Manager (SDM), you can customize what suppliers see when they open their portal: add written instructions, upload reference documents, and configure an instructional video. These settings can be applied globally across all Supplier Access portals for a project, or tailored individually for each supplier.

Configure all your Supplier Access settings from the Instructions page in your Supplier Data Manager (SDM) interface.

Global configuration

The global configuration lets you set instructions, documents, and a video that are shared across all Supplier Access portals in a project.

  1. In SDM, open your project and go to the Instructions page.
  2. In the Edit instructions for dropdown, select All supplier accesses.
  3. In the Instructions field, enter a welcome message or completion guidance for your suppliers. Instructions must be 500 characters or fewer.
  4. In the Video URL field, enter an embeddable video URL to display on all portals. See Video URL requirements for supported formats.
  5. Upload any documents you want to share with all suppliers. Supported formats: PDF, DOC, DOCX, XLS, XLSX, PPT, PPTX, TXT, CSV, and RTF.
  6. Click Update.

The instructions and documents configured here are shared across all supplier accesses, both existing and new.

The Instructions page in Supplier Data Manager showing the global configuration with the "Edit instructions for" dropdown set to "All supplier accesses", the Instructions text area, Video URL field, and document upload area.

Per-supplier configuration

To add specific instructions, a specific video, or dedicated documents for one supplier, use the per-supplier configuration. These settings are added alongside the global configuration, unless you choose to hide the global instructions for that supplier.

  1. In SDM, open your project and go to the Instructions page.
  2. In the Edit instructions for dropdown, select the Supplier Access you want to customize.
  3. In the Instructions field, enter tailored instructions for this supplier.
  4. In the Video URL field, enter an embeddable video URL for this portal. This overrides the project-level video for this supplier only.
  5. Upload any documents for this supplier. These are shown alongside documents from the global configuration.
  6. Use the Display common instructions toggle to control whether global instructions appear on this supplier's portal:
  7. Yes -- Global instructions are displayed alongside the specific ones above.
  8. No -- Global instructions are hidden. Only the specific instructions above are displayed.
  9. Click Update.

The per-supplier Instructions configuration form in Supplier Data Manager, showing the Instructions text area, Video URL field, document upload area, and the Display common instructions toggle set to Yes/No.

Video URL requirements

When configuring a video URL in Supplier Data Manager, you must use an embeddable URL that works in iframes.

You must use an embeddable video URL that works in iframes.

Supported video platforms

YouTube

  • Use: https://www.youtube.com/embed/VIDEO_ID
  • Do not use: https://www.youtube.com/watch?v=VIDEO_ID

Vimeo

  • Use: https://player.vimeo.com/video/VIDEO_ID
  • Do not use: https://vimeo.com/VIDEO_ID

Custom hosting

Direct MP4 links work: https://your-cdn.com/videos/tutorial.mp4

Finding your YouTube embed URL

  1. Go to your video on YouTube.
  2. Click Share below the video.
  3. Click Embed.
  4. Copy the URL from the iframe source attribute: <iframe src="https://www.youtube.com/embed/rDp3R7n3S2Y" ...>.
  5. Enter https://www.youtube.com/embed/rDp3R7n3S2Y in the Video URL field.

Video priority order

When a supplier opens their portal in Supplier Data Manager, the system selects which video to display in this order:

  1. Portal-level video -- if a Video URL is configured for the specific Supplier Access, this is shown.
  2. Project-level video -- if no portal-level video is set, the project-level video is used.
  3. Default system video -- final fallback if no video is configured at either level.

Troubleshooting

Video doesn't appear

  • Verify you are using an /embed/ URL for YouTube.
  • Confirm the video is publicly accessible and not set to private.

Video appears on some portals but not others

  • Portal-level video configuration overrides the project-level video.
  • Check whether the specific Supplier Access has its own Video URL configured.

To remove a custom video

  • Delete the value from the Video URL field and click Update.
  • The system falls back to the next level (project default or system default).

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