Adding a Third Party

In Third-Party Screening & Monitoring, you can add new third party persons or organizations by entering the required details to create a profile. Third parties can also be added in bulk using the Batch Upload process.

Add a Third Party

Important: If your access to third parties is restricted by attributes such as category, region, or internal department, the options available in those fields will be limited.

From the navigation menu, select Third Parties.
In the third party list header, click .
For Third Party Type, select Organization or Person, and then do one of the following:

If you select Organization, type the name of the company or organization in the Organization Name box.
If you select Person, type the person's first name, middle name (optional), last name, and the four-digit year of birth (may be required depending on your configuration). You can also include their affiliated company and title.

Tip: Third-Party Screening & Monitoring searches against existing third parties for possible duplicates. If any are found, they will appear in the search results panel. You can click on any of these potential duplicates to view that third party's details.

Select the third party's country. You can click in the Country box and start typing to see a list of matching countries.
(Optional) Fill in the address information.

Note: If you select the United States of America or Canada as the third party's country, you must also select a state or province.
For Owner, select the user who is primarily responsible for managing this third party.
(Optional unless Required) Assign a user as an approver for this third party.

Notes:

The Approver list consists only of those users for whom the May be assigned as Approver check box has been selected. The Owner list consists of all Level 1 users, and all Level 2 users who are not restricted from accessing this third party.
Your organization can be set up to have Approver Email as required. It is not required by default. Contact NAVEX Customer Support by submitting a request in the Community if you wish to have this be a required field.

(Optional but highly recommended) Type a third party ID, which must be unique among all third parties.

What you should know about third party IDs:

Your Third-Party Screening & Monitoring system may be configured to automatically generate IDs for all third parties as they are added. If this is the case (check with your organization's Third-Party Screening & Monitoring expert if you're not sure), you can leave the Third Party ID field blank to have the ID automatically generated when you save the new third party, or you can type an ID to override automatic generation.
If you use the Batch Upload feature to import information for multiple third parties and the application is not configured to automatically generate third party IDs, it is imperative that you include an ID both when creating a third party manually and when including third party information as part of a batch upload. When processing a batch upload, Third-Party Screening & Monitoring uses the third party ID to check for existing third parties to avoid creating duplicates and to enable the updating of existing third party information.

Under Additional Information, fill in all required fields.

Field Descriptions

Third-Party Screening & Monitoring can be configured to include any of the optional Additional Information fields in the table below. Each attribute field may or may not be set as required. In addition to these standard attribute fields, Enterprise customers can have additional custom attributes defined.

Field Name	Description
Approval Status	The status of your organization's approval process for this third party.
Billed To	Captures business unit(s) for billing purposes, so customers can designate which of their internal business units should be billed for activity. This field is not enabled by default.Contact NAVEX Customer Support by submitting a request in the Community if you wish to enable this field.
Branch/Division	Your organization's branch or division that manages this third party relationship.
Business Registration Number	Unique number assigned to this third party by a government authority for the purpose of identification.
Category	How you classify this third party, such as supplier, agent, or distributor.
Contract Amount	The value of the contract between your organization and this third party.
Contract Expiration Date	When the contract expires.
Financial Risk	Are there are known financial risks, such as a previous bankruptcy filing, associated with this third party?
ID Number	Unique number assigned to this third party by your organization or by a government authority for the purpose of identification.
Interacts with Government Entities	Does this third party interact with government entities?
Internal Department	The department in your organization that manages this third party relationship.
IT Security Risk	Does this third party represent an IT security risk?
Ownership by a Public Official	Is this third party entirely or partially owned by a public official?
Start Date of Relationship	Date when the contract with this third party started.
State Owned Entity	Is this third party entirely or partially state-owned?
Subsidiary/Parent	Your organization's subsidiary or parent that manages this third party relationship.
Tax ID	Unique number assigned to this third party by a government authority for the purpose of identification.
Third Party Payment Type	How payments are made between your organization and this third party.

(Optional) To add information about this third party's primary contact, select the Enter Contact Information check box, and then do one of the following:

If you're adding an organization, fill in the required Email Address, Confirm Email Address, First Name, and Last Name fields, and select the contact's preferred language. To use the same address information for this contact as you added for the third party above, select the Address Same as Third Party check box.

If you're adding a person, fill in the required Email Address and Confirm Email Address fields, and select the contact's preferred language.

Click Add Third Party to only add the third party, or click Add Third Party & Request Screening if you would also like to request a screening.
Note: If your organization has a business rule to automatically request a screening for all new third parties or when an initial profile risk is calculated, and Add Third Party & Request Screening is selected, a message will appear to avoid duplicate screenings. Click Cancel to add the third party without the screening or Continue to proceed with the screening.
Once the third party has been saved, you can do any of the following:

Click Clear Form to start adding another third party.
Click View Detail to display the third party's detail page, where you can view the status of requested reports, upload externally completed reports, add notes, and upload other related files.