Creating, Monitoring, and Fulfilling Vendor Fulfilled Orders as a Buyer

Overview

This guide provides a complete walkthrough for Buyers managing Vendor Fulfilled orders in the CLA+ platform. In Vendor Fulfilled orders, Buyers request services from Vendors, who then complete fulfillment requirements, such as uploading reports or completing Order Forms, directly through the platform.

The guide covers the full Buyer workflow, including:

Creating and submitting a Vendor Fulfilled order
Monitoring vendor progress throughout the order lifecycle
Reviewing and finalizing submissions
Performing key additional actions like editing orders, switching fulfillment methods, uploading files, adding comments, assigning Order Watchers, attaching reference files, and requesting cancellations

By following this guide, Buyers can maintain real-time visibility, ensure accurate fulfillment, and streamline collaboration with Vendors to close diligence workflows more efficiently.

Prerequisites for Creating a New Order

A Deal
A Property on a Deal
A Vendor Stakeholder

Creating, Monitoring, and Fulfilling a Vendor Fulfilled Order

Description

This guide outlines the process for Buyers to create a Vendor Fulfilled order in the CLA+ platform and manage the full lifecycle of collaboration with the Vendor. In this fulfillment type, the Vendor completes the order by submitting required materials directly through the platform. Buyers maintain visibility throughout the process and can review and finalize orders once submitted by the Vendor.

Creating a Vendor Fulfilled Order

Navigate to the Orders Page
- Log in to CLA+ and open the relevant deal.
- Click on Orders in the left-side rail.
- Click +New Order to launch the New Order Flow.
Enter Order Details
- Select the Order Type (e.g., Inspection).
  Update the Order Number, if needed.
- Set a Requested Due Date, if applicable.
- If multiple properties exist on the deal, select one or more. An individual order will be created for each property.
Navigate to the Fulfillment Requirements
- Click Next to proceed to the Fulfillment Requirements.
- Click Cancel to return to the Order page. No draft order will be saved.
Choose Fulfillment Requirements
- In the Fulfillment Options step, select what is required to complete the order:
  1. Report File
  2. Order Form
    1. Users can select from existing Order Forms tied to the selected Order Type.
    2. If an Order Form does not exist, users will be prompted to create one.
  3. Both Report File and Order Form
Select Fulfillment Method
- Choose Vendor Fulfilled.
- Assign the Vendor from the list of existing stakeholders.
- Optional: Add an Order Watcher (to receive email updates on status changes).
- Optional: Upload any Reference Files the Vendor might need to complete the order.
Navigate to the Review & Create
- Click Next to proceed to the Review & Create.
- Click Cancel to return to the Order page. No Draft Order is created.
Review & Create Order
- Confirm that all details and fulfillment settings are accurate.
- If edits are needed, select the Edit button or click Previous to return to the relevant step.
- Click Create Order to submit the request to the Vendor.
- A confirmation toast appears and the order moves to Requested status.

Monitoring a Vendor Fulfilled Order

Navigate to the Orders Page
- Log in to CLA+ and open the relevant deal.
- Click on Orders in the left-side rail.
Locate the Order
- Use the views, filters, or search bar to find the specific order.
- Orders display a status indicator (e.g., Requested, Accepted, In Progress) for quick reference.
View Order
- Click View on the order row to open the Order.
Monitor Order Progress
- Order Details Tab: View general order information such as vendor, due date, reference files, and order watchers.
- Report Details Tab: Track fulfillment progress through the various statuses.
  - Requested – Order sent to Vendor
  - Accepted – Vendor has accepted the order
  - In Progress – Vendor is actively working on the order

Note: Buyers and Order Watchers will receive email notifications whenever the order status changes.

Reviewing and Finalizing the Order

Navigate to the Orders Page
- Log in to CLA+ and open the relevant deal.
- Click on Orders in the left-side rail.
Locate the Order in Needs Review status
- Click Review on the order row to open the Order
Review Submitted Materials
- Buyer opens the order and views the Report File (if required and/or provided), Order Form (if required), and any additional files and photos.
Take Action on the Order
- If all requirements are met, click Mark as Fulfilled
- If issues are found, click Request Revisions to return the order to the Vendor.
  1. Once a Vendor resubmits, the Buyer can Review again.
Order is Completed
- Once marked as fulfilled, the order status is updated to Fulfilled.
- A complete record of all submissions, comments, and attachments is saved.

Additional Actions

Description

In addition to creating and fulfilling Vendor Fulfilled orders, Buyers have access to several key actions to manage their orders throughout the lifecycle. Buyers can edit Requested orders, switch fulfillment methods when necessary, upload report files to take over fulfillment, add comments, add order watchers for notifications, attach reference files, and request cancellations. These actions help maintain flexibility, control, and clear communication between Buyers and Vendors as orders progress.

Editing a Requested Vendor Fulfilled Order

Locate the Order
- Navigate to the Orders page within the relevant deal.
- Use the views, filters, or search bar to locate the Requested order you want to edit.
- Select View to open the order details.
Navigate to the Order Details Tab
- Select the Order Details tab.
Select Edit
- Click Edit within the Order Details section to launch the Edit Order drawer.
Modify Order Details and Fulfillment Options
- Update any required Order Details or Fulfillment Options.
- Click Cancel or the X icon to exit without saving.
Update and Save Changes
- Review changes on the Review & Create screen.
- Click Update Order to save changes.

Important Note:
Only Requested orders can be edited.
Once a Vendor has Accepted an order, Buyers can no longer edit it but may choose to Request a Cancellation if needed.

Switching Fulfillment Methods: Vender Submitted → Submit on Behalf of Vendor

Locate the Requested Order
- Navigate to the Orders page within the relevant deal.
- Use the views, filters, or search bar to find the Requested order you want to update.
- Click View to open the Order Details.
Navigate to the Order Details Tab
- Select the Order Details tab.
Select Edit
- Click Edit within the Order Details section to open the Edit Order drawer.
Modify Fulfillment Requirements (If Needed)
- Update the Fulfillment Requirements if necessary:
  - Report File
  - Order Form
  - Both Report File and Order Form
Switch Fulfillment Method
- Change the Fulfillment Method from Vendor Fulfilled to Submit on Behalf of Vendor.
  - This indicates the Buyer is responsible for uploading all fulfillment materials.
  - If the vendor has already sent the report file (e.g., via email), the Buyer can upload it now or wait to upload later.
Update and Save Changes
- Review your updates in the Review & Create section.
- Click Update Order to finalize the switch.
- A confirmation toast will appear, and the order will move to In Progress status.

Important Note:
Only orders in Requested status can have their Fulfillment Method via Edit.
Once a Vendor Accepts an order, Buyers must either proceed with Vendor Fulfillment or Request a Cancellation to make any significant changes.

Uploading a Report File on a Requested Vendor Fulfilled Order: Vender Submitted → Submit on Behalf of Vendor

Locate the Requested Order
- Navigate to the Orders page within the relevant deal.
- Use the views, filters, or search bar to find the Requested order you want to update.
- Click View to open the Order.
Navigate to the Order Report Tab
- Select the Order Report tab.
Upload the Report File
- Click Upload File in the Order Report tab.
- Select and upload the report file provided by the Vendor.
- Clicking Save will automatically switch the Fulfillment Method from Vendor Fulfilled to Submit on Behalf of Vendor.
- Clicking Cancel will return you to the Order Report tab without making changes.
Continue Fulfilling the Order
- A confirmation toast will appear, and the order will move to In Progress status.
- See: Creating and Fulfilling Submit on Behalf of Vendor Orders as a Buyer

Notes:
This action is only available while the order is in Requested status.
Uploading a report file at this stage indicates that the Buyer intends to fulfill the order instead of waiting for the Vendor to accept.
Once the fulfillment method switches, the Vendor will no longer be responsible for completing the order.
The order status will also update to In Progress under Buyer control.

Add a Comment

Locate the Order

Navigate to the Orders page within the relevant deal.
Find and select the Order you want to update.

Navigate to the Order Details tab
- Select the Order Details tab.
Add a comment
- Enter your comment in the provided field.

Add an Order Watcher

Locate the Order

Navigate to the Orders page within the relevant deal.
Find and select the Order you want to update.

Navigate to the Order Details tab
- Select the Order Details tab.
Add an Order Watcher
- Enter one or more email addresses in the Order Watcher field.
- (Optional) Add a note to provide context to the watcher.
Save
- Order Watchers will automatically start receiving email notifications at each key status change (e.g., Requested → Accepted → In Progress → Needs Review → Fulfilled).

Add Reference Files

Locate the Order

Navigate to the Orders page within the relevant deal.
Find and select the Order you want to update.

Navigate to the Order Details tab
- Select Order Details.
Add Reference Files
- Upload one or many desired Files.

Requesting a Cancellation

Locate the Order
- Navigate to the Orders page within the relevant deal.
- Find the Accepted or In Progress order you want to cancel.
Open the Overflow Menu
- Click the overflow menu (⋮) in the top right of the order.
Select Request Cancellation
- From the dropdown, click Request Cancellation.
Confirm the Cancellation Request
- A modal will appear prompting you to provide a Reason for Cancellation.
- Enter the reason, then click Request Cancellation to proceed.
- Click Cancel if you decide not to move forward.
Await Vendor Response
- The Vendor will receive a notification and must either Accept or Reject the cancellation request.
- The order status will update based on the Vendor's response.

Terms & Definitions for Collaborative Orderings

Term	Definition
Comments	A feature allowing Buyers and Vendors to communicate within an Order. Comments are visible to both parties and help clarify deliverables or status updates during the order process.
Declined	Status indicating the Vendor has declined a Requested order. The order is no longer active and will not proceed.
Fulfillment Options	A step in the New Order flow where Buyers define what is required to fulfill the order (e.g., Report File, Order Form, or both).
In Progress	Status indicating that fulfillment work has begun. The Vendor (or Buyer for Submit on Behalf orders) is actively working on the order deliverables.
Needs Review	Status indicating the Vendor has submitted the order, and the Buyer must now review and either Fulfill or Request Revisions.
New Order Flow	The process for creating a new order in CLA+, including selecting the deal, order type, fulfillment settings, and initial documentation.
Order Details Tab	A section within an order where users can view and edit general order information, such as Order Type, Vendor, Requested Due Date, and reference files.
Order Form	A configurable form used by Buyers to define the data Vendors must provide to fulfill a Diligence order. Order Forms are tied to the selected Order Type and ensure standardized data collection.
Order Report Tab	A section of an order where fulfillment progress, uploaded deliverables, and completed Order Form responses are tracked and reviewed.
Order Type	The category of diligence service being requested (e.g., Inspection, Title Endorsement, Title Search). Determines the default fields and logic associated with an order.
Overflow Menu (⋮)	A contextual menu located in the Action column or in Order views, providing actions like Cancel Order, Request Cancellation, and other management options.
Pending Review	Status indicating the Vendor has resubmitted an order after a revision request and it is awaiting Buyer review.
Requested	Status when a Buyer has submitted an order request to a Vendor but the Vendor has not yet accepted or declined the order.
Accepted	Status indicating the Vendor has accepted the order and is preparing to begin fulfillment.
Request Cancellation	An action where a Buyer initiates a request to cancel an Accepted or In Progress order. The Vendor must respond to confirm.
Cancellation Requested	Status indicating a cancellation request has been submitted and is awaiting acceptance or rejection by the Vendor.
Cancelled	Status indicating an order has been cancelled and is no longer active.
Revisions Requested	Status where the Buyer has requested changes to the order after an initial Vendor submission. The Vendor can address the requested revisions and resubmit.
Required Field	A form field that must be completed by the Vendor before the order can be submitted back to the Buyer.
Submit on Behalf of Vendor Order	A fulfillment method where the Buyer is responsible for uploading deliverables when Vendors provide materials outside the platform.
Vendor Fulfilled Order	A fulfillment method where the Vendor is responsible for uploading all required deliverables and completing order fulfillment through CLA+.

FAQ

What is a Vendor Fulfilled order in the CLA+ platform?

A Vendor Fulfilled order is a type of order where Buyers request services from Vendors, who then complete fulfillment requirements directly through the CLA+ platform.

What are the prerequisites for creating a new Vendor Fulfilled order?

The prerequisites include having a Deal, a Property on that Deal, and a Vendor Stakeholder.

Can Buyers monitor the progress of their Vendor Fulfilled orders?

Yes, Buyers can monitor vendor progress throughout the order lifecycle and receive email notifications for status changes.

What actions can Buyers perform on a Vendor Fulfilled order?

Buyers can edit orders, switch fulfillment methods, upload files, add comments, assign Order Watchers, attach reference files, and request cancellations.

Is it possible to cancel a Vendor Fulfilled order?

Yes, Buyers can request a cancellation for Accepted or In Progress orders, which the Vendor must then accept or reject.