Laepple Lieferantenportal - 2.0.6.1 - Login - Manual for the …X(1)S(hso2wg4voydshsd1... · 2014. 3. 3. · 9 Q uick G de Manual for the LÄPPLE supplier portal 3 Quick Guide Here

Manual for the LÄPPLE supplierportal

Version: 1.11© 2014 LISY: LÄPPLE Management Systems

Manual for the LÄPPLE supplier portal

2 Inhaltsverzeichnis © 2014 LISY: LÄPPLE Management Systems

Kapitel I Introduction 5

................................................................................................................................... 51 Motivation and Purpose

................................................................................................................................... 52 Target Group

................................................................................................................................... 53 Usage

Kapitel II Frequently Asked Questions 7

................................................................................................................................... 71 What are the system requirements?

................................................................................................................................... 72 How do I login?

................................................................................................................................... 73 What, if I forgot my password?

................................................................................................................................... 74 Is there a timeout?

................................................................................................................................... 75 Which languages are offered?

................................................................................................................................... 76 What is the general email address of the portal accounts?

Kapitel III Quick Guide 9

................................................................................................................................... 91 Quick Reference "Company"

................................................................................................................................... 102 Quick Reference "My Portal"

Kapitel IV Guidelines and Applications 12

................................................................................................................................... 121 Log In

......................................................................................................................................................... 12Log in w ith a user account

......................................................................................................................................................... 13Log in w ith token

......................................................................................................................................................... 15Resetting the password

................................................................................................................................... 162 Filtering

................................................................................................................................... 173 User Menu

......................................................................................................................................................... 18Changing the password

......................................................................................................................................................... 19Logging off

................................................................................................................................... 194 Language Settings

................................................................................................................................... 205 Manual

................................................................................................................................... 206 Dashboard

................................................................................................................................... 217 Company

......................................................................................................................................................... 21Company Data

......................................................................................................................................................... 22Contacts | Employees

......................................................................................................................................................... 24Assigned Product Groups

......................................................................................................................................................... 26Available Product Groups

......................................................................................................................................................... 27Bank Accounts

......................................................................................................................................................... 29Certificates

......................................................................................................................................................... 32Requests | Complaints

......................................................................................................................................................... 35Survey | Questionnaire

................................................................................................................................... 398 My Portal

......................................................................................................................................................... 39My Data

......................................................................................................................................................... 42My Requests

Kapitel V Glossary 44


3 Inhaltsverzeichnis

................................................................................................................................... 441 Detailed View

................................................................................................................................... 442 Drop Down Menu

................................................................................................................................... 443 Context Menu

................................................................................................................................... 444 List View

................................................................................................................................... 445 Dynamics CRM

................................................................................................................................... 446 Token

................................................................................................................................... 447 Access Code

................................................................................................................................... 458 Additional registers/sheets

Kapitel VI Acronyms 47

Kapitel VII Change History 49

Index 0

Kapitel

I

Introduction4

© 2014 LISY: LÄPPLE Management Systems



5 Introduction


1 Introduction

1.1 Motivation and Purpose

This user manual documents the supplier portal. It serves as compendium for the structure and the functions of the portal as well as a guideline for itsindividual processes.

1.2 Target Group

This manual is targeted at internal staff as well as at suppliers and project representatives.

1.3 Usage

The manual is available via the portal itself and as PDF file.The chapter "FAQ" summarizes typical questions raised in trainings and support cases.The chapter "Quick Guide" contains multiple views of parts of the portal. The central functions arepresented in a shortened manner to provide a quick insight for the users.The chapter "Application" describes the views of the individual application objects. It also containsguidelines for the individual workflows.The glossary lists all used acronyms and technical terms of used elements and functions of thesupplier portal.

Kapitel

II

Frequently Asked Questions6




7 Frequently Asked Questions


2 Frequently Asked Questions

This chapter contains frequently asked questions from trainings and support cases.Quick guides for frequently used workflows are descriped in the chapter FAQ.Acronyms can be found here: Acronyms

2.1 What are the system requirements?

Only the following web browsers are released for use. They provide the full functionality of theapplication.

Mozilla FirefoxMicrosoft Internet Explorer (starting with version 9)

2.2 How do I login?

A user can log in via his user name as well as with a token generated by Dynamics CRM.Please use the following URL for the log in: https://portal.laepple-fibro.de

More on "Log in" can be found here: Log In

2.3 What, if I forgot my password?

In case you have forgotten the password for the supplier portal, you can easily reset it. Please usethe available option below the log in mask or use the following URL: https://portal.laepple-fibro.de/Views/ResetPassword.aspx

More on resetting the password can be found here:Resetting the PasswordYou can reset you password as often as needed.

2.4 Is there a timeout?

After 10 minutes of inactivity you will be logged out automatically.

2.5 Which languages are offered?

Currently the supplier portal is available in English and German.

2.6 What is the general email address of the portal accounts?

The general email address is: [email protected]

https://portal.laepple-fibro.de

https://portal.laepple-fibro.de/Views/ResetPassword.aspx

https://portal.laepple-fibro.de/Views/ResetPassword.aspx

mailto:[email protected]

Kapitel

III

Quick Guide8




9 Quick Guide


3 Quick Guide

Here you will find a collection of convenient quick references for views and functions in the supplierportal.

3.1 Quick Reference "Company"

Below you find a quick reference for a list view of assigned product groups as shown in the section ofcompany data.

Caption:1. Main Navigation2. Section Navigation3. List View / Detailed View

10 Quick Guide



3.2 Quick Reference "My Portal"

Below you find a quick reference of the section "My Portal":

Caption:1. Main Navigation2. Section Navigation3. Detailed View

Kapitel

IV

Guidelines and Applications11


12 Guidelines and Applications




This chapter contains information on the functions and structure of the supplier portal. It alsodescribes guidelines for the individual workflows.

4.1 Log In

4.1.1 Log in with a user account

Please open the following web site to log in:https://portal.laepple-fibro.de

Please use your existing account data (user name and password) for logging in. The following pictures shows the log in mask.




4.1.2 Log in with token

Please open the following web site to log in:https://portal.laepple-fibro.de

Then please enter your token code in the upper text field to log in.

Alternatively you can use a separate log in site. Please click on the respective button or call up thefollowing URL:https://portal.laepple-fibro.de/Views/LoginWithToken.aspx

The log in screen is shown below. Please click on "Login with Token"

Now you will be connected to a further log in site. Please enter your existing token code here and loginto the systemThen you can choose either an existing contact or register a new one. Afterward you should receivean email with the relevant data.


https://portal.laepple-fibro.de/Views/LoginWithToken.aspx






4.1.3 Resetting the password

Please call up the log in screen to reset your password.

Enter your email address in the following screen and click on "Reset password". You will receive anew password via email. Using that you can log in anew and change your password manually via theuser menu.




Then just follow the instructions.

4.2 Filtering

In each list view you will find a line for filtering. Just choose/enter a value and the list will be filteredbased on the selected criteria. This helps you to access the relevant data.

In the following picture you can see an example for filtering the list of assigned product groups:



4.3 User Menu

The user menu is accessible from every site within the portal. Just click on the arrow next to youuser name (upper right in the window). Options for changing password and logging off should dropdown..

Here a picture of the drop down view:




4.3.1 Changing the password

Just open the respective drop down option in the user menu to change your password:

Then enter your current password and your new password in the following screen:

You will receive an email with further instructions



4.3.2 Logging off

Please use the drop down option in the user menu to log off.

4.4 Language Settings

The preset language for the first letter to the supplier is taken from the company setting of thecontact in Dynamics CRM.From then on the language of the related contact is used. The language of a newly entered companyis automatically set to its primary contact language.

The following picture shows the selection menu to choose the display language in the supplier portal:




4.5 Manual

This manual is also accessible via the portal:

4.6 Dashboard

After log in the dashboard is automatically loaded. The following picture shows an exampledashboard. However, the full functionality of dashboards is not yet released in this project phase.



4.7 Company

4.7.1 Company Data

In the following picture you can see the company details. Remember to click "Save" after eachchange:




4.7.2 Contacts | Employees

The following picture shows a sample overview of contacts and employees.

If you want to change the data of existing contacts, just click on the show/edit symbol next to therespective data set.Use the button "new" to create a new contact.

The following picture shows a sample detailed view of a contact and how you can maintain or createit:



The following picture shows the sheet for portal rights of the contact:

The following picture shows the sheet of the roles of the contact (if available).




The following picture shows shows the sheet with available languages (if available):

4.7.3 Assigned Product Groups

The following picture shows a sample list view of assigned product groups. These product groups areassigned to the company. Via the filtering line you can filter the list view. To change a product group,please click on the edit symbol next to the data set:



The following picture shows a detailed view of assigned product groups:




4.7.4 Available Product Groups

The following picture shows a list view of available product groups for which you can apply:

Using the search and filter criteria in the respective filter fields you can narrow down the shown data



Using the edit symbol next to the respective entry you can open a detailed view of the data set:

4.7.5 Bank Accounts

You can maintain and add bank accounts via this option within the section for company.Please double check the entered data, as there is currently no automated validation of the accountdata, only a manual validation later on.

The following picture shows a sample overview of bank accounts:




You can change existing bank accounts via the edit button next to the data. A new bank account can be entered via the button "New".

The following picture shows sample detailed view of a bank account. Changes can also be made inthis detailed view:



4.7.6 Certificates

You can upload certificates in this section and change additional information. Please note that a twophased process is used to save data.The option "Save" will save the certificate with all additional information. You can still edit the data. The option "Save & Release" will save the current data and change its status to "released". Then thecertificate cannot be edited anymore!Just adding remarks/note and uploading files will still be available.

The following picture shows a sample overview of certificates:

The following status model is currently available for filtering:Certification planned Certification ongoing Certified (not verified) ValidInvalid Expired Rejected

The following picture shows a sample of certificate types. You can filter this view:




To create a new certificate, you have to open the overview over the certificates via the companymenu. Click the button "New" below the list:

Then enter the respective data for the new certificate in the detailed view. Use the button "Save" toavoid loss of data and to continue editing. Using the button "Save & Release" you will save andrelease the respective data. LÄPPLE will verify the certificate after your release. Note that thecertificate itself cannot be edited anymore! Just adding remarks/notes and uploading files will still beavailable.

Filling in the fields "Certification planned until" and "valid up to" is not feasible. You will be notified incase of inconsistent entries in the following window:



You can add a note in the next sheet to the respective data set. This is always possible. Just addyour text and click "add".




Below the right sheet you can upload files. Just click the button "upload" and choose the file via thedialog. Click "add". Adding files is always possible.

You can close this process via pressing "Save & Release":

4.7.7 Requests | Complaints

Open requests and complaints are shown in this section. It is just a view on existing data.Functionality for adding requests via the portal is not yet released.

The following picture shows a list view of requests and complaints:



The following picture shows a detailed view of a requests:




The following picture shows the sheet containing uploaded files in the detailed view of requests:

The following picture shows the sheet shows the sheet of the history in the detailed view:

The following types are available:QuestionProblemRequest

The following priorities can be used:HighNormalLow

The following status reasons can be set:In ProgressResearchingWaiting for Details



On HoldProblem SolvedInformation ProvidedCanceled

4.7.8 Survey | Questionnaire

The option "Surveys | Questionnaires" opens a list view of available surveys. The list of surveys canbe filter via the following status options:

Assigned ZugewiesenIn Work In BearbeitungClosed AbgeschlossenCanceled Abgebrochen

You can also see the progress, i.e., that status of the survey entries. To continue answering thesurvey click the edit symbol next to the respective survey.

The respective survey will open. Please wait until the data has been uploaded. This can take up to 2minutes.




You will then see the view for editing surveys. On the left hand side you will find a navigation toaccess the separate sections of the survey. Each sections has a flag. This flag changes based onthe current editing progress:

Flag Meaning

A white flag indicates that this section has no content yet.

A yellow flag indicates that all required fields have been filled in.

A green flag indicates the release of a section.

A red flag indicates that the section has not yet been released.

The selected section of the survey is shown In the middle of the navigation. Here you can edit theindividual questions. Some questions are based on the existing data (e.g. of contact, certificates,bank accounts). Click "reload" to show recently updated data in the selected section. Note that some questions willtrigger follow up questions. Furthermore, there are questions related to specific product groups basedon the delivered product groups.

On the right hand side, the following functions are summarized:Save: saves the whole survey.Print: Prints the whole survey in its current status or as an empty sheet. On each empty sheet alladditionally possible selection values are shown. The print preview opens in a new window..Release section: Release of shown section. A released section cannot be changed after release..Release survey: lease of all survey sections..Help: Calls up this help text.



If you would like to use the function "Print", please select the one of the following printing options:

The following pictures shows a print preview. You can now choose different formats as export; e.g.,PDF, XLS, XLSX, RTF, HTML, TXT, CSV, picture.




The following pictures shows the offered help text:



4.8 My Portal

The section "My Portal" contains user related data like contact data or related requests.

4.8.1 My Data

Using the option "My Portal" you will gain access to the section "My Data" in the navigation on theright hand side.You can change all access data and contact data here.

The following picture shows a detailed view of the section "My Data" using the sheet "Details". Please ensure that changes are saved using the button "Save" at the lower part of the sheet.




The following picture shows the sheet for portal rights. These rights can only be changed by theadministrator.

The following pictures shows the role connections. To assign a role, you have to mark up the desiredentry on the left hand side and move it via the respective arrow to the right to the list of assignedroles. To remove a role from the list of assigned roles, click to role and the arrow to the left.



The following picture shows more languages (if available):




4.8.2 My Requests

The following pictures shows an overview of the section "My Requests". Furthe information on requests can be found in the chapter: Requests | Complaints

Kapitel

V

Glossary43


44 Glossary



5 Glossary

5.1 Detailed View

A detailed view is a mask of the data set. It show individual fields or further connected data sets inadditional registers/sheets.

5.2 Drop Down Menu

A drop down menu contains a selection list with menu options.

5.3 Context Menu

This kind of menu opens either via right mouse click or via click on the tray. It contains contextsensitive function relative to the selected object.

5.4 List View

A list views consists of a list of data sets related to the selected entity in the navigation.

5.5 Dynamics CRM

Microsoft Dynamics CRM is a xRM Framework to map business processes of any kind of relations(e.g., to customers, suppliers, partners, contacts). Supplier relations is a specific extension of thexRM framework including a portal and survey module. The data within the portal and surveys isstored in Dynamics CRM.

5.6 Token

A token (alternatively: "Access Code") is a specific chain of characters. The token allows a user tologin without using his user name and password. The token is initially set by the portal.

The following criteria are valid for a token:It consists out of 8 characters.The following characters are valid:numbers, letters, capital/small letters, symbols (!@&%)It is valid for 45 days starting from its day of creation and then expires automatically.

5.7 Access Code

See token: Token

45 Glossary


5.8 Additional registers/sheets

You can find further information within the detailed views in additional registers/sheets related to therespective objects like address etc..

Kapitel

VI

Acronyms46




47 Acronyms


6 Acronyms

The following table contains a list of used acronyms in this manual.

Acronym Meaning

AP Contact

FAQ Frequently Asked Questions (dt. "Häufig gestellte Fragen")

GF Managing Director (dt. "Geschäftsführer(in)")

How To Quick Guide for certain workflows (dt."Kurzanleitungen für bestimmteArbeitsabläufe")

Kapitel

VII

Change History48




49 Change History


7 Change History

Change history:

# Date Version Changed Chapters Description of Change

1 25.11.2013 1.00 Global Initiale Erstellung

2 21.02.2014 1.10 Global Anpassung Benutzeroberfläche

3 28.022014 1.11 Global English Version

Confidentiality Status:Information in this document is intended for internal use only and to be treated confidention. This document or any excerpts are not to be published, copied, nor provided to third parties withoutexplicit written approval of the managing directors of the LÄPPLE AG.

Documents

Laepple Lieferantenportal - 2.0.6.1 - Login - Manual for the …X(1)S(hso2wg4voydshsd1... · 2014. 3. 3. · 9 Q uick G de Manual for the LÄPPLE supplier portal 3 Quick Guide Here