The vendor record - Coverbase Docs

This guide is part of the User Guides collection. It covers the vendor record itself. For getting a vendor in through intake, see Requesting a new vendor; for what to do once the record exists, see Running an assessment.

A vendor record is the home for everything Coverbase knows about one supplier: who owns the relationship, what you buy from them, the assessments and documents, the contracts, the open findings, and the companies they in turn depend on. Every other module links back to it, so a duplicate or mislinked vendor spreads into assessments, reports and dashboards. The mistake people make most often is creating a vendor from scratch when the company already exists, either in your own workspace or in the Coverbase directory. The picker shows both before it lets you add something new. Take the match when there is one.

Where vendors live

Click Vendors in the left navigation. The page opens on the vendor list, with a view switcher at the top:

View	What it lists
Vendors	One row per vendor. This is the default.
Services	Every service across every vendor, with its own risk and assessment columns. Shown when your role can read services.
Engagements	Every engagement, with start and end dates, status, and the services and contracts it links. Shown when your role can read services.
Nth Parties	The companies your vendors depend on, with a relationship graph beside the table.
Discovered	Records found by a connected integration, waiting to be approved or dismissed. Only appears when an integration has reported something.

The rest of this guide is about the Vendors view and a single vendor’s page. Services, engagements and nth parties get their own sections below.

Reading the vendor list

Columns

Column	What it shows
Vendor Name	The record name. Click it to open the vendor.
Tags	The tags on the record.
Date Added	When the record was created.
Inherent Risk	The inherent risk level, from the IRQ or set by hand.
Residual Risk	The residual risk level, when your organization tracks it.
Risk Domains	Per-domain inherent risk, when risk domains are configured.
Status	The lifecycle status. See Statuses and lifecycle.
Last Assessed, Assessment Outcome, Assessment Score, Next Assessment	Read from the vendor’s assessments.
Services	The vendor’s active services.
Risk Analysts, Relationship Owners, Watchers	The people on the record.
# Docs, # Assessments, # Issues, # Open Issues	Counts across the record.

Custom fields that apply to vendors appear as extra columns. Use Display options to choose which columns are visible and in what order. The search box matches on vendor name. The filter button opens the unified filter builder, where the fields are grouped: Dates (Created Date, Next Assessment Date, Last Assessed), Documents (Document Types, Document Count, Uploaded Date), Assessments (Assessment Count, Status, Outcome, Assignee, Zero Touch, Has Open Issue, and more), Contracts (Auto Renewal, Expiration Date, Renewal Date, Notice Due Date, the other contract dates, and Contract Count), plus Tags, Status, Tier, the three people fields, Website, the inherent and residual risk levels and scores, Risk Domains, and Archived. Filters, sort, search and column layout can be saved as a view. All vendors is the built-in view. Use New view to save the current state, choose Personal, Shared or Organization under View access, and switch between views with Change view. Views are also where you get a stable link: /vendors/view/<id> opens the list with that view applied.

Archived vendors are hidden from the list. To find one, add the Archived filter. The vendor’s page still opens and shows an Archived badge.

Row and bulk actions

Each row has a menu with New Assessment and Archive. Select several rows and a floating bar appears with Vendor actions: Tags, Assign relationship owner, Assign risk analyst, Update status, Add to case, Create assessments, Schedule next assessment, and Archive. Organizations with Zero Touch Assessments also get a bulk launch here. The Actions menu in the toolbar holds the portfolio-level tools:

Item	What it does
Export as Excel	Builds a consolidated vendor workbook. You can apply the current filters and column visibility, and include a services tab and a locations tab. The first column is always the Vendor ID, so the workbook imports back to update the same vendors.
Build portfolio report	Builds a PDF summary of the vendors matching the current filters.
Import or update vendors	Creates or updates vendors (and optionally services and locations) from a spreadsheet. Walkthrough: Admin setup, Step 2.
Bulk upload vendor documents	Uploads a ZIP with one folder per vendor. Folder names must match vendor names exactly. You get a notification when processing finishes.
Merge vendors	Scans for duplicates and merges them. See Merging and archiving.
Export services	The same workbook export for the services list.

Creating a vendor

Click + New Vendor at the top right of the list. The first step is a picker that searches as you type.

New Vendor picker showing an existing vendor match and the create from scratch option — The New Vendor picker. A vendor already in your workspace is offered first. Below it is the option to create the name from scratch, or, in workspaces with the directory picker, the matching directory entry.

Type a company name or paste its website. Results fall into three groups:

Group	What it means	What happens when you pick it
Already in your workspace	A vendor your organization already has.	Open takes you to that record. No new vendor is created.
Directory	A company in the Coverbase directory. Rows can carry a Verified tag and a count of how many organizations track it.	The record is created against that directory entry and its fields are prefilled.
Add “name” manually	Nothing matched.	A blank record with only the name.

Some directory rows have product lines. Press the right arrow key on the row to see them, grouped as Products from name and Companies owned by name. Picking a product creates a vendor for that product, not for its parent. Slack and Salesforce, or AWS and Amazon, are separate companies with separate trust centers and documents, so pick the one you buy from.

Pick the directory entry when there is one. A vendor created against a directory entry is backed by shared company data. That is what feeds Coverbase library documents on the Documents tab, the prefilled company fields with a Refreshed date, and the subprocessor suggestions described in Nth parties and subprocessors. A vendor added manually gets none of that until Coverbase staff link it to an entity later.

After the picker, the wizard continues with Modify Vendor Details and, when your organization has vendor custom fields, Fill in additional fields. Fields the directory prefilled are collapsed under Prefilled from the directory; the ones you still have to fill sit under Needs your input, with required ones marked Required by your organization. The field-by-field walkthrough is in Running an assessment, Path 2.

Organizations that have not been switched to the directory picker see the older search field, Select from existing vendors or create new…, with a Create vendor from scratch option at the bottom. The steps after that are the same.

The vendor page

Open a vendor and you land on Overview. The header carries the name (editable inline), an Archived badge if the vendor is archived, a Coverbase AI button, a Vendor changes button when something is waiting for review, and an Actions menu with Build report, Export as Excel, Merge vendor and Archive.

Vendor overview page with sidebar cards and main cards — A vendor's Overview tab. The sidebar holds Team, About, Properties, Services and Tags; the main column holds the rearrangeable cards.

Some workspaces have the newer vendor page, where the same content is arranged as sections listed down the left (Overview, About, Documents, Assessments and so on) instead of tabs across the top. The cards, fields and actions are the same; only where you click to reach them differs.

Card	What it holds
Team	Vendor Contacts (people at the vendor: name, title, email, phone, LinkedIn), Relationship Owners, Risk Analysts and watchers. See Team and owners.
About	Website, Trust Center, Location, Description, Use Cases and Security Contact. AI Autofill fills the empty fields from public sources; it never overwrites a value you typed.
Properties	Inherent Risk and Residual Risk, plus every custom field configured for vendors. The + menu offers Set Inherent Risk Score, Set Residual Risk Score and Add custom field.
Services	The vendor’s active services. Add Service asks for a Service Name and Service Description.
Tags	The tags on the record, editable inline.
Locations	The vendor’s sites, when the Risk module is on. See Risk geography map.

Main cards

The main column is a card grid you can rearrange; what appears depends on your modules and your role. Lifecycle shows the status and moves it. Quick actions holds Launch assessment, Launch zero-touch assessment (with Zero Touch Assessments), Send IRQ and Send vendor questionnaire (with Know Your Vendor); its menu holds Create new engagement and Upload contract. Below them, a Needs Attention list shows IRQs still waiting on someone, open assessments, Radar alerts and recent emails. An IRQ the vendor has not submitted offers Close request to anyone who can edit portals; it closes the portal and drops the IRQ from the list. Risk Profile shows overall risk and a row per risk domain; Inherent risk shows the current level and the IRQs sent, with Send IRQ to send another. Recommendation, Assessments, Documents, Engagements, Contracts, Tasks (open findings: yours first, then those in progress, then soonest due), Radar and Notes each summarize their tab.

Tabs

Tab	What you find there
Overview	The cards above.
Documents	Every document on the vendor, grouped by assessment or service, plus a Coverbase library documents card. Library documents were collected by Coverbase from the vendor directly or from its trust center, reviewed by Coverbase staff, and can be pulled onto your record with Import.
Assessments	Split into Full Assessments and Zero Touch Assessments, groupable by year, control set or risk domain.
Questionnaires	Every questionnaire ever sent to this vendor, with Sent, Submitted, Due Date, Respondent and Reviewer columns. Archived templates still appear here; the submissions happened.
Contracts, Obligations	The vendor’s contracts, with Committed Value and a Needs Attention list of deadlines, and the obligations extracted from them. See Contracts workspace.
Engagements	The vendor’s engagements. See Services and engagements.
Vendor Intelligence	Outside-in intelligence. See Vendor Intelligence.
Know-Your-Vendor	Supplier onboarding and verified records, when that module is on. See Supplier information.
Activity	The audit trail: every field change, status move and action, with who did it and when.
Properties	Risk Profile, Risks, Business unit dependencies and Subprocessors / fourth parties.
Bill of Materials, Performance, Portals, Emails, Radar, Notes	Uploaded SBOM files (see Bills of materials); scorecards and SLAs; the portals created for this vendor; email exchanged with the vendor; Radar alerts and detectors; the notes feed.

Tabs that belong to another module (Contracts, Obligations, Radar, Assessments, Questionnaires) only appear when your role can read that resource. Engagements appears when your role can read services.

Team and owners

The Team card names four kinds of people:

Field	Who goes there	What it drives
Vendor Contacts	People at the vendor.	Prefills document requests and follow-ups you send.
Relationship Owners	The person or group on your side accountable for the supplier.	Notifications about the vendor, and the Relationship Owners filter and column.
Risk Analysts	The person or group doing the assessment work.	Assignment and the Risk Analysts filter.
Watchers	Anyone else who should hear about the vendor.	Notifications only.

Owners and analysts can be a user group as well as a person. How groups route work is covered in Assignment and delegation.

People who do not have an account

A relationship owner is often a business owner who will never log in. When you open the Relationship Owners or Add watchers picker and the person is not there, choose Add directory contact. This creates a person who can be named on records and receives email about them, but cannot sign in. The email address must belong to your organization: on one of your declared email domains, or matching a person your identity provider syncs to Coverbase. Directory contacts always receive email for the notifications addressed to them, because they have no settings page to opt in from. Risk Analysts is different: an analyst does the work and needs to sign in, so that picker creates a real user and needs the user create permission.

The notification this sends

Assigning someone as a relationship owner sends Relationship owner assigned: an in-app notification by default, and an email if the person has turned that on in their settings. It reads “name assigned you as relationship owner for vendor” with a link to the page. The full catalog is in Email and notifications.

Statuses and lifecycle

A vendor has one lifecycle status. The Lifecycle card on Overview shows the current stage; Set status in its menu moves it, and Configure lifecycle takes an admin to the status configuration. On the list, Update status in the bulk bar moves several vendors at once. Every organization starts with these six:

Status	Meaning	Group
Created	The record exists. This is the default for a new vendor.	Unstarted
Onboarding	Onboarding is in progress.	Started
Active	The vendor is approved and in use.	Completed
Inactive	Not in use, but the record stays.	Canceled
Discontinued	The relationship has ended.	Canceled
Denied	The vendor was turned down.	Canceled

An admin can rename, recolor, reorder and add statuses under Configuration. Onboarding and Active are system-managed: you can restyle them, but the onboarding panel and the default portfolio chart rely on them, so they cannot be renamed or removed. See Configuring your data model.

Status is not the same as archiving. Inactive or Discontinued keeps the vendor in every list and report. Archiving removes it. See Merging and archiving.

Services and engagements

A vendor sells you things; a service is one of those things. An engagement is a piece of work with that vendor that has a start, an end and a status.

Services

Add one from the Services card in the sidebar (Add Service, then a Service Name and Service Description), from the Sheet 2: Service intake tab of the bulk template, or by promoting a vendor into a service during a merge. Click a service to open its own page at /vendors/<vendor>/service/<service>. It has the same shape as the vendor page: an About Service card, a team card, properties, tags and locations in the sidebar; Lifecycle, Risk Profile, Inherent risk, Risks, Assessments, Documents and Notes in the main column; and Overview, Activity, Notes, Properties, Performance and Bill of Materials tabs.

Service details page with its own risk and assessment cards — A service page. The service carries its own inherent risk, assessments and documents, separate from the vendor's.

Use a service when you need risk at a finer grain than the vendor. You can send an IRQ to a service and assess a service on its own, which keeps the scope tight and gives each product its own score. Whether those service scores roll up into the vendor’s score is an organization setting; see Decide whether service scores set the vendor’s score. The Actions menu on a service page offers:

Action	What it does
Build report, Export as Excel	The same PDF report and workbook as on the vendor page, for this service.
Merge service	Merges another service of the same vendor into this one. Shown when the vendor has another active service.
Relink Vendor	Moves the service under a different vendor, keeping its id and history. If records are attached, Confirm move first lists them: records linked only to this service move with it, and records shared with other services stay with the original vendor.
Promote to Vendor	Creates a standalone vendor from the service and archives the service. Risk scores, SLAs, performance scores and comments come across. Assessments, documents and contracts belong to the current vendor and stay with it, reachable from the archived service.
Archive	Archives the service.

Engagements

Create one from Create new engagement in the Quick actions card’s menu on the Overview tab, from New Engagement on the Engagements tab, or from the Engagements view of the list. The form asks for a name (the placeholder suggests 2026 Annual Review), a status, a description, a Start Date and an End Date, and lets you link Services and Contracts and name Relationship Owners and Third-Party Contacts up front. An engagement’s page lives at /vendors/<vendor>/engagement/<engagement>. The About Engagement card is where you link the vendor’s Services and Contracts to it, so a renewal or a project points at the exact products and agreements it covers. Engagement Term holds the dates. The main column has its own Lifecycle, Risk Profile and Inherent risk cards, so an engagement can carry an IRQ of its own. Tabs are Overview, Activity and Notes. Engagements have their own statuses under Configuration, separate from vendor statuses, and are archived from their page or from the row menu on the Engagements view.

Nth parties and subprocessors

An nth party is a company your vendor depends on: its cloud host, its payment processor, its support tooling. Coverbase keeps shared research on these dependencies, assembled from published subprocessor lists, SOC reports and the directory. Your organization keeps its own record of them on each vendor, and the shared research feeds that record as suggestions.

On the vendor

Open the Properties tab and find Subprocessors / fourth parties.

Subprocessors card with suggestions panel and linked subprocessors — The Subprocessors / fourth parties card on the Properties tab, below Business unit dependencies. Suggestions appear at the top when Coverbase has any; the accepted list sits under Add a subprocessor.

To add one by hand, use the Search or type a company name box. Matching to a directory company gives the row a website and lets the graph and the risk chain treat it as the same company across vendors; a row with no match is only a name. Each row can carry a Category, an HQ location, an Inherent Risk Level and Tags. Edit on a row opens Edit Dependency, your organization’s own description of what the vendor relies on this company for: Still a dependency, Dependency Type (cloud infrastructure, payment processing, and so on), Mode (processor, reseller or OEM, integration), Data in Scope and Notes. Saving these details marks the link as yours, and Coverbase stops suggesting changes to it. Two badges matter:

Badge	Meaning
Inherited	Coverbase’s shared research suggested this subprocessor and it was accepted. Editing it stops later updates from overwriting your changes.
Dependency ended	Your record says the vendor no longer depends on this company.

Remove archives the link. Removal is permanent: a removed subprocessor is never suggested again for that vendor, even if the shared research still lists it. You can add it back by hand.

Suggestions, with or without review

The Suggested Subprocessors panel lists what the shared research knows that your record does not: a new dependency, a change to one you have (Updated), or one that has ended (Dependency ended). Check for new runs the comparison for this vendor on demand; it also runs when a vendor first gains its directory entry and nightly for every vendor. Accept or reject rows singly, or Accept all / Reject all. Rejecting is durable: the suggestion does not come back. Whether suggestions wait for you at all is an organization setting, When Coverbase Finds a New Subprocessor, on Configuration → Subprocessors. It is there for every organization, whether or not Know Your Vendor is turned on, and changing it needs permission to update organization settings.

Setting	Behavior
Add it automatically	New dependencies land on the vendor without review. This is the default.
Queue it for review under Vendor changes	Suggestions wait in the panel and in the Vendor changes queue until someone decides.
Do not add anything	The research is ignored.

When suggestions are queued, the vendor page header shows Vendor changes with a count. It opens the review queue for that vendor. The same rows are decided from the Properties tab. When nothing is waiting, for one vendor or for the whole organization, the page says Nothing Waiting for Review and names what would wait there.

Suggestions come only from companies Coverbase has researched. A dependency your vendor disclosed that is not in the shared graph has to be added by hand. A vendor that was added manually, with no directory entry behind it, gets no suggestions at all.

The Nth Parties view

Back on the list page, switch to Nth Parties. The table has Nth Party Name, Website, Inherent Risk Level, Description, Tags and Vendors columns; the row menu lists which of your vendors depend on it. The relationship graph sits beside the table. Clicking a row highlights it in the graph; clicking a vendor node filters the table to that vendor’s nth parties, and clicking an nth-party node filters it to that one. Reset view and filters clears it. The graph opens full screen at /vendors/nth-party-graph (search the command palette for Nth Party Graph), where Export as SVG saves it.

Nth parties table beside the relationship graph — The Nth Parties view: the table on the left, the relationship graph on the right.

Merging and archiving

There is no delete for a vendor. The two ways to make one go away are to merge it into another or to archive it.

Merging

From a vendor’s page, Actions → Merge vendor asks you to pick another vendor. Everything on the selected vendor moves into the one you are on, and the selected vendor is archived. Where both have a value for the same field, the vendor you are on wins; where only one does, that value is kept. From the list, Actions → Merge Vendors scans the whole portfolio for likely duplicates, grouped by Same domain, Same brand, different TLD, Same name and Similar name. Pick a primary in each group and a strategy:

Strategy	Result
Merge as equals	Combine all data into the primary and archive the duplicates.
Convert non-primary to service	The non-primary vendor becomes a service of the primary. Its services move across and its assessments are combined.
Archive duplicates	Keep the primary and archive the others without moving data.

Merge before you bulk-upload documents: the ZIP uploader rejects a folder whose name matches more than one vendor.

Archiving

Actions → Archive on the vendor page, Archive in the row menu, or Archive in the bulk bar. The confirmation says what goes with it: the vendor’s assessments, issues, tasks, documents and obligations are archived too. After archiving, the vendor disappears from the list and from pickers. Its page still opens with an Archived badge, and the Archived filter brings it back into the list. There is no unarchive button in the dashboard.

Who can do what

Action	Needs
See the list and a vendor’s page	Read access to vendors. Roles limited to assigned records see only those.
Edit fields, team, tags, services, status	Update access to vendors. Members and admins have it; a member limited to assigned vendors has it on vendors they are named on.
Create a vendor or bulk create	Vendor create access.
Archive	The vendor archive permission. The item is grayed out with a tooltip when you lack it.
Export as Excel, portfolio report	The vendor export permission (service export for the services workbook).
Add a directory contact	Update access to vendors. Adding a risk analyst who needs an account requires user create access.

Roles and how permissions are built: Permissions and roles.

Vendor Intelligence

The Vendor Intelligence tab is where Coverbase’s outside-in research on the company appears. Each section has its own guide, and this page does not repeat them: the two headline cards in Financial health and security intelligence, then Security intelligence, Financial health, Corporate registrations, People intelligence and Sanctions screening. The product overview is at Vendor Intelligence. The overview’s header holds Refresh all, which refreshes the vendor’s intelligence, then Export. With Zero Touch Assessments, the Latest Zero Touch Assessment card shows the vendor’s most recent run with its score. Click the run to open its result, or click the run count (for example, View all 3 runs) to open the Zero Touch Assessments list filtered to this vendor. Each detail page shares one header. Refresh comes first, then the page’s own buttons, then the actions menu (…). Hover over Refresh to see when the page was last refreshed and who or what started it. When the window is too narrow, the page’s own buttons move into the actions menu.

Exporting Vendor Intelligence

Export on the Vendor Intelligence overview opens a dialog that lists the overview and each detail page this vendor has: corporate registrations, people intelligence, security posture, financial health and, where your organization screens vendors, sanctions screening. Tick the pages you want and choose Export PDF or Export Excel.

The PDF starts with the overview: the company, an At a Glance row with each detail page’s headline score or result, key figures, the company profile, products, key people, reviews, news, competitors, compliance and legal actions, the security program and nth parties. Each ticked detail page follows on its own pages, set exactly as that page’s own Export PDF sets it, peer comparison included.
The Excel workbook takes the same selection, one sheet per page, so the two files always hold the same sections.
Names in non-Latin scripts, such as a Japanese or Korean legal name, print in a matching font.

Troubleshooting

What you see	What is happening
”The vendor I added has no library documents and no subprocessor suggestions.”	It was added manually, so no directory entry backs it. Search the picker again for the company; if it exists in the directory, ask your Coverbase contact to link the record to it.
”The picker keeps showing Open instead of creating.”	The company is already a vendor in your workspace. Open it rather than creating a duplicate.
”I cannot find a vendor that used to be here.”	It was archived, or merged into another vendor. Add the Archived filter on the list; a merged vendor’s activity names the record it was merged into.
”Archive is grayed out.”	Your role lacks the vendor archive permission. Hover the item for the tooltip.
”A subprocessor I removed is missing from the suggestions.”	Removal is permanent by design. Add it back by hand from the search box.
”Suggestions are being added without anyone approving them.”	The organization setting is Add it automatically. Change it to Queue it for review under Vendor changes on Configuration → Subprocessors.
”I set a vendor to Inactive but it still appears everywhere.”	Status does not hide a record. Archive it if you want it out of lists and pickers.
”I added a relationship owner but they never got an email.”	The in-app notification is on by default; the email is off until that person turns it on in their settings. Directory contacts are the exception and are always emailed.

Running an assessment

From a vendor record to a completed assessment, including the manual create walkthrough.

Requesting a new vendor

The intake path, which creates or links the vendor with due diligence attached.

Admin setup

Importing the portfolio and designing the tag structure.

​Where vendors live

​Reading the vendor list

​Columns

​Search, filters and saved views

​Row and bulk actions

​The Actions menu

​Creating a vendor

​The vendor page

​Sidebar cards

​Main cards

​Tabs

​Team and owners

​People who do not have an account

​The notification this sends

​Statuses and lifecycle

​Services and engagements

​Services

​Engagements

​Nth parties and subprocessors

​On the vendor

​Suggestions, with or without review

​The Nth Parties view

​Merging and archiving

​Merging

​Archiving

​Who can do what

​Vendor Intelligence

​Exporting Vendor Intelligence

​Troubleshooting

​Related

Running an assessment

Requesting a new vendor

Admin setup

Where vendors live

Reading the vendor list

Columns

Search, filters and saved views

Row and bulk actions

The Actions menu

Creating a vendor

The vendor page

Sidebar cards

Main cards

Tabs

Team and owners

People who do not have an account

The notification this sends

Statuses and lifecycle

Services and engagements

Services

Engagements

Nth parties and subprocessors

On the vendor

Suggestions, with or without review

The Nth Parties view

Merging and archiving

Merging

Archiving

Who can do what

Vendor Intelligence

Exporting Vendor Intelligence

Troubleshooting

Related