Suppliers

Knowledge Base > Suppliers

Automatically Linking Users to Suppliers by Email Domain

To reduce manual admin work and ensure users are automatically connected to the correct supplier organisation, Mition supports automatic supplier linking based on email domain. This is the relationship with the user and the supplier.

This is the easiest and most reliable way to ensure that:

  • Supplier Admins can see their users immediately
  • Tasks can be assigned correctly
  • Corporate subscriptions can be applied automatically
  • Future organisation-level features (including 2026 Corporate Subscriptions) work smoothly
  • Reporting and filtering by supplier becomes far more powerful

Overview

The process works in three simple steps:

  1. Suppliers are configured with their email domain(s)
  2. Users validate their email address
  3. A workflow automatically links the user to the matching supplier

Step 1 — Set the Email Domain on Each Supplier

Each supplier record must have a domain saved so the system knows what organisation an email belongs to.

Example

For the supplier:

Mition Pty Ltd

Set the domain as:

mition.com

Multiple Domains Supported

Suppliers can have more than one valid domain.

Simply separate domains with commas.

Example

mition.com, mition.org, mition.co.nz

This is useful when organisations have:

  • Multiple brands
  • Regional domains
  • Legacy email systems

Important Notes

  • Do not include the @ symbol
  • Only enter the domain portion (everything after the @)

✅ Correct:

mition.com

❌ Incorrect:

@mition.com

Once supplier domains are set correctly, the platform can match users automatically.

Step 2 — Enable Email Validation Workflow

Before a user can be linked to a supplier, their email address must be confirmed as valid.

This is handled through an Email Validation Workflow.

How It Works

Users may validate their own email address to progress, or staff can confirm it manually.

The workflow checks whether the checkbox:

Email Confirmed

is ticked on the user profile.

Where to Find This

Go to:

  • User Profile
  • Email Address Field
  • Checkbox: Email Confirmed

Staff Guidance

If staff are unsure whether an email address is valid:

➡️ Leave Email Confirmed unchecked.

Only confirmed email addresses should progress to supplier linking.

Step 3 — Link Users to Suppliers Automatically by Domain

Once an email address is validated, a second workflow runs:

Link User to Supplier by Domain

When This Workflow Runs

  • Automatically whenever an email is confirmed
  • Triggered immediately after validation

What This Workflow Does

The system:

  1. Extracts the domain from the user’s email
  2. Matches it against supplier domain records
  3. Automatically creates the relationship between:

✅ User → Supplier Organisation

Why This Matters

Once linked:

  • Supplier Admins can see the user in their organisation list
  • Admins can assign tasks and manage users properly
  • Corporate subscriptions can be applied (new feature arriving in 2026)
  • Roles and subscription automation can also be added

Admin Tools — Fixing Missed Users Automatically

Sometimes suppliers may be missing domains, or users may already exist in the system before domains were configured.

To help admins clean this up quickly, Mition includes automated bulk matching tools.

Tool 1 — Auto-Populate Supplier Domains (Smart Matching)

These urls can be called by any of your Administrators to attempt to auto backfill supplier domains and link users. These tools are only really required if you turned on this feature late and have users already connected to organisations, this tool will look at the email addresses of users selected and if x number of members have the same email domain it will add that domain to the supplier retrospectively and try to link any other users with that domain to the organisation.

This tool:

  • Finds suppliers with no domain set
  • Looks for matching users based on email patterns
  • Supports multiple domain types
  • Excludes common public domains like:
gmail.com, outlook.com, yahoo.com

It will only suggest domains where at least X users match, ensuring accuracy.

API Endpoint

/api/supplier/AutoPopulateSupplierDomains?BulkMatchAssignUsers=true&MatchMinCount=5

Parameters

  • MatchMinCount=5
    → Only apply domains if at least 5 users match
  • BulkMatchAssignUsers=true
    → Also automatically assigns matched users immediately

Tool 2 — Bulk Match Users Using Existing Supplier Domains

This tool is used when:

  • Supplier domains are already configured
  • You want to scan the system for users who should be linked

It applies all existing supplier domains and connects any missed users.

API Endpoint

/api/supplier/BulkMatchAssignUsers

This is the quickest way to “catch up” after domain setup.

Additional Benefit — Reporting & User Search Filters

Once users are linked correctly to suppliers, reporting becomes much more powerful.

In the User Search screen, admins can filter users by supplier organisation.

This enables:

  • Supplier-level audits
  • Subscription reporting
  • Organisation-wide task assignment
  • Cleaner segmentation for future corporate features

Summary

To automatically link users to suppliers:

  1. Set supplier domains correctly (comma-separated if needed)
  2. Validate email addresses using the Email Confirmed checkbox
  3. Run the linking workflow whenever an email is confirmed
  4. Use bulk admin tools to catch any missed users

This ensures supplier organisations stay clean, structured, and ready for upcoming enterprise features.