How to Connect an External Company
How to Connect an External Company
Introduction
In the fast-paced world of business-to-business (B2B) service provision, establishing efficient workflows and communication channels with other companies is crucial. Base Connect, a robust component of the Base SaaS platform, is designed to facilitate seamless interactions between your organization and external companies. This guide will walk you through the process of connecting with an external company within Base Connect, ensuring that you can manage jobs, costs, and transactions effectively.
Understanding the Need to Connect
Connecting with external companies in Base Connect is essential for various operational efficiencies, such as streamlining accounts receivable (AR) and payable (AP), and enhancing service delivery from initial client requests to final invoicing and payment receipt. This capability ensures that you maintain an organized and transparent relationship with your partners and vendors, crucial for long-term business success.
Step-by-Step Guide to Connecting an External Company
Step 1: Navigate to the Companies Tab
First, log into your Base account. On the main dashboard, locate and click on the 'Companies' tab. This section is typically found in the top navigation bar, but it may vary depending on your customized setup.
Step 2: Access the Connection Dropdown
Within the 'Companies' section, you will see a list of companies that are already part of your network or are potential connections. Find the company you wish to connect with from the list. Next to the company's name, click on the dropdown menu.
Step 3: Initiate the Connection
From the dropdown menu, select the 'Connect' option. This action initiates the process to link your company with the selected external company.
Step 4: Verify the Invitation Details
After selecting 'Connect,' you will be prompted to verify or enter the necessary details for the connection invitation. The most crucial detail here is the email address of the company owner or the primary contact of the external company. Ensure that the email address is correct to avoid any miscommunication.
Step 5: Send the Invitation
After you have entered the email address you would like to receive the invitation, click the "Next" button.
Once all details are verified, click the 'Send Invitation' button to send the invitation. An email will be dispatched to the company owner or primary contact, inviting them to connect their organization with yours.
What Happens Next?
After sending the invitation, the external company will need to accept it to complete the connection process. Once the connection is accepted, the Connection column will display the company's name with a green color and you will be ready to request and approve users.
Tips for a Smooth Connection Process
Double-check email addresses before sending out invitations to avoid delays.
Communicate beforehand with the company you are connecting with to ensure they are expecting the invitation and understand its importance.
Follow up if you do not receive a response to your invitation after a reasonable time, to ensure it has not been overlooked or lost in spam filters.
Understanding Base Connect
What is Base Connect?
Base Connect is Base's cross-organization sharing system that enables secure collaboration between your organization and external partners. When you connect with an external company:
Shared Records: You can share jobs, projects, invoices, and other records with the connected organization
Guest Access: Users from the connected organization can be granted guest access to your Base instance
Bidirectional: Both organizations can share records and grant guest access
Secure: All access is controlled through permissions and explicit approval
Connection Benefits:
Streamlined Collaboration: Work seamlessly with external partners on shared projects
Transparent Communication: Enable direct communication through Base's messaging system
Shared Visibility: Both organizations can view and track shared records
Permission Control: Maintain full control over what guests can access
After Connection is Accepted
Connection Status:
Once the external company accepts your connection invitation:
Connection Indicator: The company's connection status shows as "Connected" (typically in green)
Ready for Collaboration: You can now request guest users and share records
Bidirectional Access: Both organizations can request and approve guest users
Next Steps:
After connection is established:
1. Request Guest Users: Request that users from the connected organization be granted guest access
2. Configure Permissions: Set up permissions for approved guest users
3. Share Records: Add collaborators or watchers to specific jobs, projects, or contracts
4. Start Collaborating: Begin working together on shared records
See Request Internal Users or Approve External Users as Guests for details on managing guest access.
Best Practices
Before Connecting:
Verify Company Information: Ensure you're connecting with the correct company
Communicate First: Reach out to the company before sending the connection invitation
Confirm Email: Verify the email address of the company owner or primary contact
Explain Purpose: Let them know why you're requesting the connection
Connection Management:
Monitor Connections: Keep track of your active Base Connect connections
Review Regularly: Periodically review connections to ensure they're still needed
Remove When Done: Disconnect companies when collaborations end
Document Purpose: Keep notes on why each connection was established
Security Considerations:
Verify Identity: Ensure you're connecting with legitimate business partners
Limit Access: Only connect with companies you trust and need to collaborate with
Review Permissions: Regularly review guest permissions to ensure they're appropriate
Monitor Activity: Keep an eye on activity from connected organizations
Troubleshooting
Invitation Not Received:
If the external company says they didn't receive the invitation:
Check Email Address: Verify the email address is correct
Check Spam Folder: Ask them to check their spam/junk folder
Resend Invitation: Try sending the invitation again
Verify Company: Ensure you're connecting with the correct company
Connection Not Completing:
If the connection isn't completing:
Check Acceptance: Verify the external company has accepted the invitation
Connection Status: Check the connection status in the Companies table
Refresh Page: Try refreshing the page to see updated status
Contact Support: If issues persist, contact Base Support
Can't Find Connect Option:
If you don't see the "Connect" option:
Check Permissions: Only Owners and Admins can initiate Base Connect connections
Verify Company: Ensure the company exists in your Companies list
Check Existing Connection: The company may already be connected
Company Type: Verify the company is set up correctly
Connection Appears Stuck:
If a connection appears to be in progress indefinitely:
Check Email: Verify the invitation email was sent successfully
Follow Up: Contact the external company to confirm they received the invitation
Resend: Try canceling and resending the connection invitation
Support: Contact Base Support if the issue persists
Related Features
Connecting external companies works with several other Base Connect features:
Request Internal Users or Approve External Users as Guests: Learn how to manage guest user access after connecting
Configure permissions for Base Connect guests: Understand how to set up guest permissions
What are User Access Permission Templates?: Learn how to use templates for guest permissions
User Access Control: Understand the broader permission system
Summary
Connecting with external companies through Base Connect is a straightforward process designed to enhance your operational efficiency and inter-company collaborations. By following the steps outlined in this guide, communicating with partners beforehand, and following best practices, you can ensure successful connections that enable productive partnerships. Once connected, you can seamlessly collaborate on shared records while maintaining full control over access and permissions.
If you have questions about connecting external companies or encounter any issues, our support team is ready to help.