SignsearchPRO support services will attempt to make Network Connections within PRO for all of the sign vendors in your current database based on the following rules and guidelines.
Making Connections to your Current Vendor Network
As you can imagine, we fully expect that most of your current vendor network of sign vendors will already exist as vendors in our database, and so the first step in our process is for us to perform a thorough standardization / de-duping process on our end attempting to match your vendor records with sign companies in our database based on combinations of standard data including:
- Company name
- City, state, zip
- Phone numbers
- Email addresses
- Contact names
There are a number of possible outcomes per vendor record that you provide to us to connect with as part of your current vendor network.
1. We determine the vendor to be a match on an existing record in the system and the standard vendor data you provide matches what the vendor has previously provided to us.
> We’ll establish your Network Connection to this vendor in PRO and we’ll notify the vendor via email of the connection that has been made. Records are indicated as "Network Connections established" in your summary report.
2. We determine the vendor to be a match on an existing record in the system but at least some of the standard vendor data you provide does not match what the vendor has previously provided to us (i.e. there is a conflict in certain data elements).
> We’ll establish your Network Connection to this vendor in PRO and we’ll notify the vendor via email of the connection that has been made. No changes will be made to the vendor data in our master database, however, we will request that the vendor verify that their data in our master database is current and ask them to make any necessary updates. Records are indicated as "pending verification (review)" in your summary report.
3. We determine the vendor to be one that does not match an existing record in the system.
> We’ll attempt to contact the vendor to verify their data and to confirm that they wish to be added to the system as a member of your vendor network. The record will not be visible to your users until / unless the verification process has been completed. Records are indicated as "pending verification (no match)" in your summary report.
While we will establish Network Connections with your vendors wherever possible, a vendor may decide, for whatever reason, to decline your Network Connection. We do not require that the vendor do anything to accept the connection through our notification process, but they do have the option to decline it.
Rules for Importing, Overwriting or Populating Data Elements
We will not import, overwrite, or populate any data elements into fields that are to be managed by the sign vendor. PRO requires that the vendors manage their data to ensure accuracy (removing this burden from you), and we have systems in place to provide notifications and updates to the vendors in this regard.
Our goal is to ensure that, when completed, you're in a significantly better position with accessing detailed vendor data than you were before. If you're not, please let us know so that we can try and make it right!
Importing Custom Vendor Specific Data Elements
Our complete list of PRO vendor data can be found in the article "How to Prepare your Files for Making Connections to your Current Vendor Network and Importing Custom Vendor Specific Data Elements". If you have data fields that are not listed, and you'd like to import them (custom fields), or if you have any files (pdf’s, images, COI’s, etc.) that you'd like added to a vendor record, please let us know. All custom fields that you provide, as well as any documentation that is specific to your company (COI’s and the like), will be made private and available to your users only. No verification by the vendor is required to import your custom fields (as this is "your" custom data related to the vendor).
While an email address is required from the vendor to participate in PRO, you are not required to provide one. We do, however, highly recommend that you provide one where possible so that we can ensure the most accuracy in trying to locate and establish your connections with vendor records in our master database. Furthermore, we will use email notifications to attempt to contact vendors that we are not able to locate in our master database.
As stated above, an email address is required from the vendor to participate in PRO. In the event our master database does not have an email address associated with records for which you haven't provided an email address, we will, where possible, establish a Network Connection. However, the vendor record will not be accessible in PRO until such time as an email address is associated with the record.
Email addresses must be unique. That is, PRO cannot accept the same email address for duplicate records or contacts. For records that have duplicate email, we will analyze the associated records and attempt to make contact with the vendor to obtain an alternate email address for a particular record.
We will provide you with a summary report that outlines the results of the Network Connections, including:
- Network Connection established - PRO Network Connection has been made
- Pending verification (review) - PRO Network Connection has been made but data elements provided are pending verification by the vendor
- Pending verification (no match) - PRO Network Connection has not been made pending verification of data by vendor
- Rejected - PRO Network Connection has not been made as records were identified as not in the sign industry, are missing required data fields, etc. We will attempt, where possible, to comment on the issue(s).
Due to the complexity of the exercise we cannot provide you with a line by line detailed report of the results of the exercise.