Custom HubSpot Portal Experience and Supplier Directory Streamlines and Automates Core Business Processes

CLIENT

Savannah River Nuclear Solutions

OUR EXPERTISE

Website Design & Development

Custom Portal Development

Automation Mapping and Execution

GOAL/OBJECTIVES

Create an integrated experience of a front-end website and a custom portal development for supplier profile management.

130+

Users trained in a new portal

KEY TOOLS

A Robust Supplier Website and Portal Leverages Key and Custom Features in HubSpot

Savannah River Nuclear Site (SRNS) needed a custom solution that was going to transform their process of buyer and supplier data and communication management. Needing to serve for processes across three different audiences, they knew they needed a solution that met their legal requirements and process requirements. SRNS needed a portal experience leveraging Content Hub for suppliers, buyers, and administrative members, all while leveraging HubSpot’s CRM to store key supplier data.

With enhanced requirements associated with government-approved data and secure data management, their portal was created through an array of tools. This portal solution leveraged over a dozen tools within HubSpot and other third-party systems to make their needs come to life.

API Connection with SAM.gov

We used SAM.gov API to ensure that only existing entities with valid non-expired SAM.gov registrations can create a profile on the SRNS Supplier portal.

Additionally, we used it to retrieve certain information from SAM.gov database that would be stored in a HubSpot record.

Custom Objects

Sometimes the standard objects aren’t the best fit for your data and custom objects provided the flexibility to tailor the data to our own use cases

Since points of contact at the supplier’s entity can change, HubSpot’s custom objects allow for flexibility in keeping the supplier records separate from the contact record and managing them through custom associations.

HubSpot Memberships and Gated Content

By leveraging HubSpot’s native feature to lock website pages behind user passwords driven by a membership list, we were able to create a gated portal experience.

HubSpot API’s and Serverless Functions

As certain functions of the portal rely on HubSpot’s (and some external) APIs, it was crucial to not expose sensitive information.

HubSpot’s serverless functions allowed us to build the entire portal without needing external back-end servers.

HubSpot UI Extensions

We utilized HubSpot UI Extensions to create a more convenient admin experience when looking at a supplier record inside of HubSpot. The custom UI extension displays certain key information at-a-glance, including the progress of a supplier to becoming fully vetted.

Additionally, the UI extension allows the admins to perform custom actions that eliminate the need for painstaking property edits and reduces the chances of a mistake happening.

Workflows and Automated Notifications

Native workflow functionalities paired with custom actions built into the portal process allowed us to automate a significant amount of notifications and communications to streamline the process we built.

THE CHALLENGE

A Robust Supplier Website and Portal to Automate Key Processes

The Savannah River Nuclear Site (SRNS) Team had a robust process when it came to buyers working with diverse suppliers that included multiple steps, both on the supplier and internal buyer end. A lot of these steps included form submissions, file management, data review and confirmation of accuracy. Before working with Stratagon, a lot of these processes were managed via email and through PDF forms that suppliers were required to submit. Overall, their process management was not succinct and did not allow for a clean, central place to store supplier data with an accurate data point of where they were at within the process of working with suppliers.

The SRNS team knew that they wanted to automate and re-create this process through a digital platform to enhance the look and user-experience for both suppliers and buyers. After heavy discovery and technical requirements gathering, the Stratagon team realized that the solution that would best fit their use case would require a lot of custom development, including integrations with external systems

STRATEGIC ACTIONS

Custom Portal Development Streamlines and Automates Robust Process

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Requirements and Discovery

With a series of deep, technical and process discovery calls, we crafted an extensive list of requirements.

Process Mapping and Documentation

Process mapping and documentation was constructured to ensure our portal build aligned with an approved client process.

Development and Testing

Compiling our requirements and process mappings, the development of the website and portal took place in parallel.

Training and Onboarding

Extensive documentation and how-to guides and videos were created to ensure training and onboarding of buyers would be seamless.