Learn about the subcontractor link functionality and how to configure it and use it
Sections in this article:
Overview
The subcontractor link functionality allows you to easily outsource tasks to vendors, who can assign their employees, who do not have access to OOONA Integrated, to the task you shared by generating a secure link.
The link will provide the vendor’s user access directly to the relevant Toolkit project and associated assets, without logging into the system.
The communications sent out from the system regarding subcontractors will not disclose the user's identity.
Please refer to this video for a general overview of the functionality:
Please note the following regarding billing:
• Subcontractor links are considered billable users and are counted based on unique email addresses.
• For example:
– Subcontractors sending links to 10 different users will count as 10 active users.
– Subcontractors sending multiple links to the same user (same email address) will count as one active user.
Setting up and using subcontractor links
The subcontractor link functionality is not available to resources by default. A role is required to be able to perform this action.
The following video will guide you on how to enable a resource to generate subcontractor links, as well as how to use them after being created.
Group subcontractor links overview
You can also create multiple sequential subcontractor links from one task, allowing you to create a mini-flow within the original task and assign each link to a different subcontractor. The links created will work similarly to tasks in the regular order flow: each can be sent to a different subcontractor, have its own due date, and its own toolkit tool. The project created by the first subcontractor will flow to the next one when the first clicks "Finish project", and so on until the last subcontractor in the list.
Please note the following regarding billing: each subcontractor in the group with a unique email is billable.
Setting up and using group subcontractor links
To create a group of links, start by creating a single link by clicking the "Email to subcontractor" icon in your My tasks page.
Enter the first subcontractor’s details (name and email), and then click the "Subcontractor Flow group" icon to open the Subcontractor group emails pop-up.
Click the Add button to add more links to the group (the first one you added is already there), and specify each one’s name and email. You can also set different settings for each link in the group:
1. Required date (note that this can't be later than the original task's supply date, the link expiration date, or earlier than any previous link’s required date).
2. Link expiration date
3. Complete task (will complete the original task; use this only on the last link in the flow to complete the original task).
4. Notify me (will send the creator of the links an email when the subcontractor clicks "Finish project").
5. Notify subcontractor (will notify the first subcontractor in the flow when their task is ready; relevant when you create the group before the original task is ready to be worked on).
6. Toolkit tool
7. Remarks
8. Subcontractor information (from here you can manage the frequently used subcontractors that the system remembers).
Once all are set, click the "Save and close" button to return to the previous screen.
Click the "Send and close" button to send the first subcontractor email and start the group flow.
Once sent, you will be redirected to a page where you can see the details of the flow group you created. As long as the first subcontractor isn’t done, you can still edit any of the info and settings of the next links in the flow by clicking the magnifying glass icon, add more links by clicking "Add new link" or delete links by flicking the Delete button. 