SmartMart Contracts users can communicate with Procurement Services directly within the system. Before a contract request reaches accepted status, the Discussion tool sends messages to the Contracts Team. After the request is accepted and a Contract Advisor is assigned, the Communication Center supports detailed messages, additional recipients, and file attachments.
Use these tools to ask questions, provide information, request changes, or add stakeholders. Messages and responses remain documented in SmartMart Contracts, and involved parties receive email copies.
Communicate within the SmartMart Contracts System
Before You Start
- Review the SmartMart Contracts System: Learning Supplements as needed.
- Confirm whether the contract request is in the request stage or has reached accepted status. The request status determines which messaging tool is available.
- As needed, set preferences for contract activity and message notifications
- Go to Oracle Financials
- Select Login
- Enter SUNet ID and password, if prompted
- Select SU Internet Procurement
- Select SmartMart Catalog Supplier & Contracts
- Hover over the Award Icon on the left menu panel
- Hover over Contracts, then select Search Contracts
- Search by Contract Name, Contract Number, or Second Party Name (supplier)
- Apply filters, such as PO Number, to narrow the results as needed
- Locate and open the applicable contract request or contract
- After the contract request reaches accepted status, select Open Summary on the right
- In the Summary of Contract window, locate the assigned Contract Advisor under Contract Managers. Add the Contract Advisor as a recipient when sending a message through the Communication Center
Messaging tool use is based on the contract request status:
- Before acceptance: Use the Discussion tool
- After acceptance: Use the Communication Center
Communicate Using Discussion tab (Request Stage)
Before the contract request reaches accepted status, use the Discussion tool to send messages to the contracts team. A contract advisor has not yet been assigned at this stage.
- Select the Discussion icon in the header bar
- Select Start Discussion
- Enter a message for the contracts team, then send the discussion. The message is available to the team reviewing the request
Communicate Using Communication Center (After Acceptance)
After a contract request reaches accepted status and a contract advisor is assigned, use the Communication Center to send detailed messages, add recipients, including those outside Stanford if needed, and attach documents.
- With the contract request open, select Communication Center from the left column
- Select the External tab
External is needed when emailing someone outside Stanford or a Stanford contact who has not yet accessed SmartMart. It allows recipients to be added by email address.
- Click Start External Communication
- In the message window, retain the prefilled contract information
- Enter a question or message for your contract advisor
- Under Recipients (Optional), add the assigned Contract Advisor and any other SmartMart stakeholders who should receive the message
- Under Other Recipients, enter the name and email address for any contact outside Stanford or any Stanford contact who does not appear in Recipients.
- Add attachments as needed
- Select Create to send the message
All messages and responses are documented in SmartMart Contracts, and email copies are sent to the involved parties. Although recipients may reply by email, return to the Communication Center to continue the conversation and preserve the complete message history and recipient list.