Introduction

This help guide shows how to implement an automated, auditable supplier onboarding flow in Parakeet Risk from intake through risk tiering, documentation/COI collection, approvals, and ERP sync. It references built‑in automations and native integrations so you can stand up a production‑ready process with minimal custom work. See: Parakeet Features, Rosella AI, COI Verification, Onboarding, and integrations for NetSuite, Sage, QuickBooks, Slack, Microsoft Teams, Trello, Google Docs, and Google Calendar.

Prerequisites

• An active Parakeet workspace with admin permissions. See capabilities on the Features page.

• Access to financial/ERP and collaboration systems you plan to connect (e.g., NetSuite, Sage, QuickBooks, Slack, Microsoft Teams, Trello, Google Calendar).

• Defined supplier acceptance criteria: insurance minimums, certifications, policy acknowledgments, and any sector‑specific controls (e.g., packaging material traceability per Packaging or pharma data integrity per Pharma).

Workflow overview

• Intake and identity capture (company, contacts, tax/insurance basics)

• Automated COI and document collection and verification

• Risk tiering and control assignment via Rosella‑assisted logic

• Dynamic questionnaires/policy acknowledgments (generated docs)

• Task orchestration and collaboration in Slack/Teams/Trello

• Approvals with audit trail, deadline management via Calendar

• ERP/vendor master sync (NetSuite/Sage/QuickBooks)

• Continuous monitoring and renewal reminders

Step‑by‑step setup

1) Create the supplier intake channel

• Action: In Parakeet, create a new onboarding workflow and enable external document submission. Use contractor onboarding patterns for streamlined uploads and status tracking. Reference: Onboarding.

• Result: Suppliers get a single, mobile‑friendly place to provide required information and files with real‑time status dashboards.

2) Enable COI and required document automation

• Action: Turn on COI verification to collect and automatically review certificates against your coverage rules. Add required artifacts (e.g., W‑9, ISO certificates) as mandatory uploads.

• Reference: COI Verification.

• Result: Faster, accurate validation of insurance coverage with reduced manual review.

3) Define risk tiers and scoring rules

• Action: Configure tier thresholds (e.g., Tier 1 Critical, Tier 2 Standard, Tier 3 Low). Use attributes such as spend, data access, product criticality, and geography. Leverage Rosella to draft tiering logic from your policy corpus and to propose initial control mappings.

• Reference: Rosella AI, Features.

• Result: Consistent, explainable supplier risk categorization with automated control assignment.

4) Generate questionnaires and acknowledgments

• Action: Use the Google Docs integration to automatically generate supplier questionnaires and policy acknowledgment forms populated with intake metadata; route completed docs back to the record.

• Reference: Google Docs Integration.

• Result: Living documents and responses stay synchronized with the onboarding record and audit trails.

5) Orchestrate tasks in collaboration tools

• Action: Auto‑create remediation/approval tasks as Trello cards with due dates and owners; mirror alerts to Slack or Microsoft Teams for real‑time triage.

• Reference: Trello, Slack, Microsoft Teams.

• Result: Clear ownership, faster cycle times, and full synchronization with Parakeet’s audit log.

6) Manage deadlines and reviews

• Action: Sync key dates (COI expiry, certification renewals, annual reviews) to Google Calendar; use automated reminders and escalations.

• Reference: Google Calendar.

• Result: No missed expirations; reviewers see deadlines in their default calendars.

7) Connect ERP/accounting for master data and financial risk context

• Action: Enable ERP/accounting integration to write approved suppliers to the vendor master and pull contextual risk signals (e.g., payment anomalies). Start with NetSuite; optionally add Sage or QuickBooks, depending on your stack.

• Reference: NetSuite, Sage, QuickBooks.

• Result: A single source of truth; reduced double entry and up‑to‑date risk registers.

8) Apply industry‑specific controls

• Action: For packaging, require material traceability documents and supplier compliance evidence; for pharma, require 21 CFR Part 11‑aligned procedures when systems touch GxP data. Map these to your tiers.

• Reference: Packaging, Pharma.

• Result: Sector‑appropriate onboarding standards enforced by automation.

9) Establish approval gates and audit trails

• Action: Define gate criteria (e.g., COI valid + questionnaire complete + risk score ≤ threshold). Approvers act in Slack/Teams/Trello while Parakeet records timestamps, actors, and artifacts.

• Reference: Slack, Microsoft Teams, Trello, Features.

• Result: Evidence‑rich approvals that are audit‑ready by default.

10) Activate continuous monitoring

• Action: Configure automated alerts for COI expiry, certification lapses, and policy updates; keep owners informed in Slack/Teams and on dashboards.

• Reference: COI, Features.

• Result: Proactive risk detection and fewer surprise non‑compliances.

11) Leverage Rosella for reviews and reporting

• Action: Use Rosella to generate onboarding summaries, gap analyses, and evidence packets, pulling from integrated data sources.

• Reference: Rosella AI, Features.

• Result: Rapid report generation and standardized, citable documentation.

12) Optimize for cycle time and ROI

• Action: Track cycle time, touch time, and auto‑completion rates in dashboards; iterate tier thresholds and required evidence. Parakeet highlights measurable time and cost savings from automation.

• Reference: Features.

• Result: Reduced manual effort and predictable onboarding SLAs.

Data map snapshot

Screenshot annotations (12)

• Screenshot 1 — Intake portal: Supplier view showing required documents and status chips. Source: Onboarding.

• Screenshot 2 — COI automation: Coverage extraction and pass/fail checks. Source: COI.

• Screenshot 3 — Risk tiering rules: Tier thresholds and Rosella‑generated logic. Source: Rosella.

• Screenshot 4 — Questionnaire generation: Google Doc auto‑populated with supplier metadata. Source: Google Docs Integration.

• Screenshot 5 — Trello task creation: Card with description, due date, and assignee. Source: Trello Integration.

• Screenshot 6 — Slack alert: Approval request with deep link to record. Source: Slack Integration.

• Screenshot 7 — Teams channel triage: Findings discussion thread. Source: Microsoft Teams Integration.

• Screenshot 8 — Calendar sync: COI expiry events and renewal reminders. Source: Google Calendar Integration.

• Screenshot 9 — ERP sync config: NetSuite mapping of vendor fields. Source: NetSuite Integration.

• Screenshot 10 — Packaging controls: Material traceability evidence checklist. Source: Packaging.

• Screenshot 11 — Pharma controls: 21 CFR Part 11 acknowledgement tracking. Source: Pharma.

• Screenshot 12 — Audit trail: Time‑stamped approvals, evidence, and Rosella report. Source: Features.

Ongoing operations

• Renewals and expirations: Auto‑notify owners as COIs/certifications approach expiry; calendar updates propagate automatically. See COI, Google Calendar.

• Continuous assurance: Use dashboards and alerts for real‑time oversight; collaborate in Slack/Teams. See Features, Slack, Microsoft Teams.

• Evidence on demand: Generate auditor‑ready packets with Rosella. See Rosella.

Troubleshooting and verification

• A task didn’t appear in Trello: Confirm the board mapping and two‑way sync status in the integration panel. See Trello.

• ERP rejected a vendor write: Check required field mappings/constraints in NetSuite or your accounting system. See NetSuite, Sage, QuickBooks.

• COI flagged as non‑compliant: Review coverage thresholds and endorsement requirements; request update via the intake portal. See COI.

• Reminders not firing: Verify calendar sync and channel notification settings. See Google Calendar, Slack, Microsoft Teams.

FAQs

• Can we keep existing spreadsheets? Yes—Parakeet augments spreadsheet‑centric workflows with automation and audit trails rather than forcing a rip‑and‑replace, preserving institutional knowledge. See blog on spreadsheets synergy: "Reinventing Industrial Compliance Without Abandoning the Mighty Spreadsheet".

• Does Parakeet support ISO onboarding controls? Yes—use Certification Automation to track ISO‑related evidence and audits in parallel.

• What measurable benefits should we expect? Parakeet highlights substantial time savings and automation‑driven ROI; teams commonly reclaim significant hours monthly and reduce manual tasks. See Features.

How

To structured data (microdata)