Extranet User Manual January 2009

Transcription

1 Extranet User Manual January 2009

2 Contents Contents Introduction General overview (applicable to all users) Login The main screen - tab News Grindex links User settings The Sales Documentation tab Brochures Data sheets Other downloads The Technical Support tab Technical Newsletters Spare parts lists Data sheets Technical information Manuals Other Downloads The Marketing tab The Field Sales tab (not available to all users) Adding Field Sales Reports Editing Field Sales reports Exporting Field Sales reports to Excel Support

3 1. Introduction Grindex Extranet is an online resource reference aimed at our distributors where you can find general pump information, documents, technical data and tools, 24 hours a day, 7 days a week. January 2009 saw an update of the tool, including two major new features; notifications of changes on the Extranet and online field sales reporting (does not apply to all distributors). It would be very uninformative and even boring to show every single feature of the Extranet in this manual with screen shots and explanations. We encourage you to play around and discover the information available so that you can locate it rapidly when you need it. Of course if you run into problems or feel something is missing, please send an with your questions, corrections, suggestions and observations to extranet@grindex.com. 3

4 2. General overview (applicable to all users) Regular users of Extranet will find that the main structure is unchanged from the previous version of the Extranet. 2.1 Login In order to log into the Extranet, point your web browser to you will be greeted by the login screen: Figure 1: The login screen Fill in your and password. The address is your company address that was used to create the account (if you do not have an Extranet account, your company can request one for you by sending an with your name, company, position and address (no hotmail, yahoo, gmail etc. allowed) to The password you will have received in a separate . If you forgot your password, at the bottom of the screen you can request the password to be sent by by filling in your address and pressing submit. Figure 2: Forgotten password box 4

5 2.2 The main screen - tab Once successfully logged in the main screen will be displayed. Figure 3: The main screen On the top several different areas can be distinguished: Main (this screen), Sales Documentation, Technical Support, Marketing and, if your company has authorized your account to submit field sales reports you will see a Field Sales tab (authorizing an account to submit Field Sales reports, can be requested by your company s management by sending an to extranet@grindex.com, for more details see section 3). The left hand menu shows the general options for the main tab, in this case News, Grindex Links and User Settings News The most recent news flashes are show on the right hand side of the main screen. These will usually contain small snippets informing you of relevant news or updates on the Extranet. All news items can be browsed by clicking on News in the left hand menu Grindex links Grindex uses different web based tools and an overview can be found by clicking on Grindex links in the left hand menu on the main page. 5

6 Figure 4: The different online tools are listed on the Grindex links page User settings This is your personal setting area where you can subscribe/unsubscribe to notifications and change your password. Figure 5: Changing your personal settings As said in the introduction, one of the new features is to receive notifications when documents are updated or when new files are uploaded to the Extranet. If you subscribe to these notifications you will receive an informing you of the changes on the Extranet in the last 24 hours, if there were any. If no updates or uploads were made, you will 6

7 not receive an . (Un)Subscribing to this service is done by (de)selecting the box notifications and clicking on Subscribe. The you will receive when subscribed will look something like this (with the typing errors in the first lines corrected of course ;-). Figure 6: An example notification of changes on the extranet in the last 24 hours 7

8 2.3 The Sales Documentation tab Clicking on Sales Documentation at the top of the page will take you to the page with various sales tools, such as brochures, data sheets etc. Figure 7: The Sales Documentation tab Different sales material can be accessed through the menu on the left Brochures Sales brochures and literature in all available languages can be downloaded in pdf format from here. Beware, the pdf s are low resolution, suitable for attaching to an for example, and hence not fit for high quality printing! If you need print shop quality material to print brochures please contact Mr. Kent Boström (kent.bostrom@grindex.com or marketing@grindex.com). 8

9 Figure 8: Brochures available for download Clicking the Quick Download icon for the brochure will download the pdf file of the brochure to your computer. Usually the standard language for all material for Quick Download is English. If you need the document in a different language, please click on Read More and other versions of the document will be shown Data sheets The data sheets for the different pump models can be downloaded from the Data sheets menu. Figure 9: Example of a list of pump data sheets available for download 9

10 Clicking on the Quick Download icon will download the data sheet in the English language version to your computer, clicking on Read More will show additional details and languages available. Figure 10: Pump data sheet details and available languages (DE stands for German, ES stands for Spanish, SE stands for Swedish, EN stands for English etc.) For most documents a Quick icon (the little orange envelope) is available. This feature allows you to send a file directly from the Extranet to one or more recipients, without the hassle of downloading the file to your computer and then attaching it to an in your program. Clicking on the orange envelope will open a dialog asking for the address(es) and allow you to add a personalized message to the recipient(s). Figure 11: Example of the Quick dialog for sending documents directly without downloading to your own computer You can specify more than one recipient by separating the addresses with a comma (which you can use to send a copy of the to yourself for example). Please beware that for this feature to work, pop-ups have to be enabled for the extranet site. For information on how to do this on your particular browser, please refer to your browser s help function or manual Other downloads As the name implies, Other Downloads is the place to look for less frequently requested documents that can t be found anywhere else. 10

11 Figure 12: The Other Downloads section contains all other relevant documents that could not be classified somewhere else Since the Other Downloads section is growing considerably it might be difficult to find the exact document you re after. We recommend that you also try the search function available in the upper right hand corner on every page. Figure 13: Example of a search and the displayed results 11

12 2.4 The Technical Support tab On the Technical Support tab you will find lots of technical information, such as spare parts lists, related to our pumps. Figure 14: The Technical Support tab Technical Newsletters Every time a change is made in a pump or parts, a Technical Newsletter is prepared explaining all the details. You can download these newsletters from here Spare parts lists The information is organized in the same way as the rest of the Extranet and the same Quick Download and Quick features are available. 12

13 Figure 15: Spare part lists available on the Extranet Clicking on Read More will in this case show previous versions of the parts list so you can go back in time comparing spare parts lists to track any product changes on a spare part level. Figure 16: Read More information on a Major spare parts list For some Oldline pumps, spare part lists as far back as from 1971 can be downloaded! Data sheets This is exactly the same as the Data Sheets available from under Sales Documentation and described in section Technical information Under Technical Information we try to maintain a list of our answers to frequently asked questions on pumps, pumping and pump applications. Always wanted to know why snoring is bad for your pump? You will find the answer here Manuals This is were the Installation and Operation Manuals and Workshop Manuals for all our pumps are available. Other languages can be accessed through the Read More link for each manual Other Downloads This is exactly the same as the Other Downloads described in section

14 2.5 The Marketing tab Figure 17: The Marketing tab General information on Grindex and some of the marketing materials available, can be found here. This part of the Extranet will be updated with more tools and up-to-date information in the course of

15 3. The Field Sales tab (not available to all users) You will only see the Field Sales tab if your account has been authorized to submit and view Field Sales reports for your company. Authorization requests can be sent by the management or the Grindex product manager of your company to The information submitted here, can only be read by authorized users of your own company and Grindex staff. Other distributors will not be able to view or access any of the information you submit here. Although the inflow of orders gives us an idea of the market and a notion of future requirements helping us forecast and plan our production, the real barometer for the market are your field sales and your stock levels. This is why Grindex requires key distributors to submit monthly field sales reports, summarizing sales for the previous month and stock levels per pump model. Traditionally this reporting was done by filling in a standard excel sheet and faxing it to Grindex. This new Extranet feature will save you time by allowing you to fill in and submit the reports online and at the same time have any previously reported sales at your fingertips to perform your own statistics. Figure 18: The Field Sales tab for an imiginary distributor In the example screen shot above, only one period has been reported December 2008 Q4 (you can tell this is a fictitious example as the December sales were already reported on December the 16 th, usually the sales report for a certain month will not be submitted until the month after). This list will grow as you go reporting more and more periods. 15

16 Every month you will receive an -reminder to submit last month s field sales, if you haven t done so already. 3.1 Adding Field Sales Reports Adding a Sales Report is easy by clicking on Add Sales Reports in the left hand menu. Figure 19: Example of adding a new field sales report In the drop box at the top you can select the period for which to submit field sales. This will usually only show last month, unless you are behind on your reporting. Just as in the old Excel file you fill in the monthly sales and the stock levels. 16

17 Pressing the Add Report button will save your report and it will show up in the list of reports. Figure 20: The added field sales report now shows up in the list (again with the very improbable reporting date of January 10th, for the month of January) You can view any Sales Report by clicking on Read More. Figure 21: Show the December 2008 field sales report 17

18 3.2 Editing Field Sales reports Submitted Field Sales reports can be edited until one month after the period s end. So, for example, the January 2009 Field Sales report is open for editing until February 28 th. After that date the Field Sales report will be locked and cannot be edited by the user. Editing a non-locked Field Sales report is done by double-clicking the figure you want to change. The figure will change to a text box where you can type the new value. This works only for values in the Sales and the Stock columns, since the Accumulated Sales during the Year are calculated automatically based on all periods for that year. Figure 22: Editing a value for a non-locked period is done by double-clicking, upon which a text box is displayed which allows you to type in the correct value 3.3 Exporting Field Sales reports to Excel You might find it useful for your own records or for your own statistical exercises, to export a field sales report to an Excel file to create charts for example. This is easily done by clicking the export to Excel link under any Field Sales report. Figure 23: Export to Excel link that allows you to perform your own statistics on the data 18

19 4. Support If you have any problems, questions, suggestions, corrections regarding the content or the use of Extranet, please do not hesitate to send an to 19