Choose or change a vendor information request recipient

Overview

Alpha. This feature is in early development and may change based on feedback.

These steps apply to individual requests with a To field. Some requests still show a Vendor Portal delivery notice instead of recipient selection. For other request workflows, see Request payment, tax, and other details from vendors.

Choosing a recipient in these screens doesn't change the vendor's default contact. New addresses are added as secondary contacts, subject to any required vendor edit approval. Pending approval to add that secondary contact doesn't itself block the request. Vendor Portal access has separate requirements, described below.

Choose the recipient for a new request

1. Open an active vendor from Vendors, then select New > Information request. You need permission to send information requests and pay third parties.

2. In New information request, select at least one detail to request.

3. In To, select a saved contact or enter a valid email. Entering a new email requires permission to edit the vendor and an existing default contact email.

4. Select Send request.

   If Send request to a different Vendor Portal? appears, review the warning and select Send request to confirm, or Cancel to go back.

Change the recipient of a pending request

1. Open Vendors > Requests and select View request when offered. You can also open the vendor's profile and select Manage on the request notice.

2. In the editable To field, choose a different saved contact or enter a valid email, subject to the new-email requirements.

3. Select Send request or Request portal access, whichever appears.

   If Send to a Vendor Portal you’re not connected to? appears, review the warning and select Send anyway to confirm, or Cancel to leave the request unchanged.

Changing a recipient requires permission to send information requests and view the vendor. Only pending requests can be changed. For other statuses, see Manage requests.

If To isn't editable: If you lack either permission, ask a teammate with both to check the pending request. If you see “Couldn’t load recipient options,” select Try again. If a teammate with both permissions still can't edit To on a pending request, contact Ramp Support.

If Ramp couldn't check the recipient's portal account, select Try again before continuing.

Understand recipient routing

For accepted recipient selections, the result depends on the recipient's Vendor Portal access:

• Vendor isn't connected to Vendor Network: Redirecting sends a replacement request. The previous request and its link become inactive.

• Recipient is already on the connected portal: If the request is already on that portal and Ramp accepts the recipient change, it keeps the existing request. Other portal users with the required permissions can still view the open request. Moving a request back from a different portal replaces it instead; the previous request and its link become inactive.

  If you see “Redirecting this request within the connected Vendor Portal is not supported yet,” the recipient has not changed. Leave the existing request intact. If it is open and available in the vendor's portal, ask a user who already has access to respond to the existing request, completing only the requested sections they can access. If no authorized user can open or respond to it, contact Ramp Support.

• Recipient needs access to the connected portal: Ramp requests portal-admin approval to invite the contact. For a new request, the request goes to the existing portal while access is pending. A redirect can wait for access only if the request is already on that portal; the existing request stays open.

• Recipient is on a different portal: Ramp requires the confirmation described above. The existing Vendor Network connection doesn't change. When a redirect replaces the request, the previous request and its link become inactive.

Check portal invitation requirements

For vendors that have completed Vendor Portal sign-up, invitations require a work email that matches the portal's domain. If Ramp rejects the address, ask the vendor for a matching-domain work email or choose an existing portal user with access to the request. A matching domain alone doesn't guarantee that the address can be invited.

Track portal-access requests

For portal-access requests, read the caption under the recipient. It explains whether a vendor admin still needs to invite the contact, the contact has been invited but hasn't joined, or the contact has joined. While an invitation or joining is pending, the request hasn't been sent to that contact yet. If access is declined or canceled while the request is pending, the caption says the request remains with the vendor's existing contact, awaiting their response.

Request email recipients

Choosing an email does not restrict a request email to that person. A new request normally uses the selected address; if portal routing applies, Ramp may email active portal users with the required permissions instead, not just admins.

If the selected person needs access to the connected portal, the new request initially uses the existing default contact rather than that person's address. The separate portal-access notification can also go to active portal users with the required permissions.