Managing Account Details

Transcription

1 Managing Account Details Contents Updating Company Profile... 2 Making an Attachment in the Portal... 3 Additional User Accounts... 4 Why Use Additional User Accounts?... 4 Creating a Contact... 5 Creating an Address... 7 Adding a Contact to an Account... 8 Changing Security Question, Registered Categories and Registered Lists... 9 Updating Personal Details Managing Account Passwords/Username Username Reminder Reset Password Managing Account Details If at any point you need to alter/update your company profile details, or your own personal details then you can do this from the Opportunities Portal section of the system. This area is accessed by logging into the portal from the supplier home page and then clicking on My Opportunities on the right hand side of the screen. The suppliers opportunities portal page, will appear as shown in the screen shot, and it s from here that the account detail can be managed. Managing Account Details v1.8.doc 1

2 Updating Company Profile To view the information then click on the Update icon in the top right hand corner of the Company Profile section... This will open the Company Profile Screen where the details of your company registration can be viewed and also changed as shown below. If there are any additional details you wish to be visible when a member of the contracting organisation views your information then these items can be attached using the Current attachments section. To add attachments then click the pencil and paper icon. Managing Account Details v1.8.doc 2

3 Note: This area is NOT for attaching any tender responses or any confidential information, this should only be done at specified times in specified areas of the system. Making an Attachment in the Portal As in other areas of the system where you may place an attachment the process is the same. Click on the Browse button to the right of the attachment field to browse your computer for the correct attachment. This will take you to a screen/panel where you choose the file you wish to attach. Then when you find the correct document select it Then when the details of the attachment are in the Attachment field then click on Save to save this attachment onto the system. If this has happened correctly then it will be visible in current attachments as shown below, to view the attachments click the name of the attachment, to get delete it click the cross icon. Managing Account Details v1.8.doc 3

4 When all necessary attachments have been saved, click Finish from the options section. To edit any other details in this section click on the edit icon to open and edit any of the sections on the page. When all changes are completed, click on the Finish button at the bottom of the page to return to the Opportunities Portal screen. Additional User Accounts The User Accounts area is located within the company profile area. This is where additional User Accounts can be created by the primary account holder (denoted by the yellow icon) who first created the company account on the supplier portal. Why Use Additional User Accounts? Each user account within a company account gives each account holder their own area within the system, with no cross visibility of what is going on within other user accounts. Each account has its own user name and password, and own list of exercises that they are involved with, however when viewed by the procuring organisation all of the accounts will be listed together under the company name. This is to ensure that one company only has one registration in the system, although this is decided by of the users from the procuring organisation. To add a new account, click the edit icon to go to the Company Accounts screen. Here more user accounts can be created within the same supplier company, so each supplier only needs to be created once in the system, and up to 5 user accounts can be associated with it. To add an account in the options section click on the Add button, to return click Finish Managing Account Details v1.8.doc 4

5 Note: It may be necessary to first add a contact and/or address before creating the user account as detailed in the following sections. This will open the confirmation screen, and if sure then click the Add button once again Now on the account screen the new account that has been created is visible and has been assigned a new user name as well. The primary account can be identified by the icon Then when the account has been added then it needs a contact to be assigned to it, which may first need to be created. Creating a Contact To add a new contact to the list, click the pencil and paper icon to open this section. Managing Account Details v1.8.doc 5

6 From here the existing contact(s) can be edited by clicking on their name to open up the details to view/edit. To add a totally new contact then from the options section at the bottom of the page click on the Add button. This opens the company contact screen as shown below, where you need to change the required fields; this is covered in more detail in the registration section of the user guide. The second section that you will need to complete is the contact Address Section as shown below, where you can select from the addresses that have been added to the system. To select the correct address select the box to the right of the address. Note: It may be necessary to first add a new address to assign to the contact as detailed below. When the details are correct and complete then click on Save at the bottom of the page to save the new contact details onto the system. Managing Account Details v1.8.doc 6

7 This will add the contact to the contacts list as shown below, along with their details. Then when the changes have all been made click on finish to exit this screen. Creating an Address The address section is where the relevant addresses are kept and maintained, to open this section then click the edit edit icon in the top right hand corner of the section To edit an existing address click its name to take you to the view/edit screen. To create a new address for use with a contact on the system, click on the Add button from the options section. This opens the Address Information screen, as shown. Here the address details need to be entered by completing the necessary fields, and in the case of County/State and Country please select the correct option using the dropdown menu. Managing Account Details v1.8.doc 7

8 Then once the details are complete and correct click on Save to save this new address to be used with a contact and this new address will now show in the address list. This address can now be selected when adding a contact to the company. The company account screen where the assigned contact can be chosen from all contacts on the system, and this is selected in the Contact Address section when adding/editing a contact. The contact address screen where the required contact address can be chosen Adding a Contact to an Account Once the address and the contact have been created in the system, then they must be linked to an account, for the account to be active. To add an account click on the username of the supplier to follow the link to the account information page, as below. Managing Account Details v1.8.doc 8

9 On this page a contact needs to be associated with the account, to do this then select the correct contact using the selection button and then click Save This will return to the Company Profile with the additional account created along with the contact details. At this point the s will also be sent to the designated contact s e mail address. Changing Security Question, Registered Categories and Registered Lists From the My Opportunities screen you can update the security question assigned to the account and also modify the categories that you are registered against in order to receive e mail updates To do this click on Update from the My Opportunities screen in the Company Profile section as shown below Managing Account Details v1.8.doc 9

10 This will open the Company Profile screen as shown below From here in the User Accounts section click on the Username of the primary account holder. The primary account is denoted by the yellow icon to the left of the username. In this case the primary account is shown below, the user Supplier2 Click on the user name and this will open up the Company Account, Account Information screen. Account Information In the Account information section the security question and security answer can be changed by changing what is seen in the relevant fields. Assigned Contact Managing Account Details v1.8.doc 10

11 Also the assigned contact for this account can be changed here; this process is covered in more detail in the Creating User Accounts section. This would be done if someone was leaving the company and needed to update the contact with their replacement. Opportunity Categories of Interest The third section of this screen will show the categories that you have registered against (this will change depending on the coding that the organisation has chosen to use). To select/deselect a category click edit icon in top right hand corner of the section. Then select the categories you want to receive updates against, or deselect those that you no longer wish to receive by marking/unmarking the relevant box. You may also use the search facility at the top of the page to refine your selections. In addition to the search facility you can also click on the blue coding to drill down to the next level of categories which is more refined and specific. Additional Categories Then the lists that have been set up by the organisation will appear under Additional Categories if they are being used. As they are set up by the organisation(s) using the portal there could be several lists shown here. Here you can select any categories that are appropriate for your company, to allow the procurer to find you more easily. Select the categories that you would like to register under by ticking the box to the right. You can register your company against any number of classifications as required and at any level. The number of levels will depend on the classification structure that has been set up. Managing Account Details v1.8.doc 11

12 Note: The plus and minus icons will expand and collapse the classification structure when clicked. When all the changes have been made click on Save from the options at the bottom of the page. It will then show all of the categories you are registered to receive updates from and also list any additional classifications that you have put yourself under. Opportunity Area The final section will show the organisations that you have currently selected to receive updates from. To change this click on the edit icon. You will then be presented with the same options that you are presented with upon initial registration. The All option will select all current organisations, Sub Region will allow you to select all the organisation(s) within a geographical sub region, Organisation will allow you to select by individual organisation(s). Managing Account Details v1.8.doc 12

13 To exit the screen while saving the changes click Save to exit without saving changes click on Cancel When all the accounts details have been changed as required, click on Save from the options at the bottom of the page Updating Personal Details From the My Opportunities screen you can also update your own personal details in the My Details section, by clicking the Update icon This will open the Company Contact screen as shown below, and from here you can change and update your contact information as necessary. Also you can select a new contact address from the selection shown if required. To add a new address to this selection you need to do this in the Company Profile section, which is detailed in the Company Profile section of the guide. Highlight the correct address in the box to the right. When the details are successfully updated then select Save from the options at the bottom of the page, or Finish to return without making any changes. Managing Account Details v1.8.doc 13

14 This will return you to the Opportunities Portal screen Managing Account Passwords/Username Username Reminder If you forget your user name for the portal then you can get a reminder using the Username Reminder functionality, again on the right hand side of the homepage. You will be asked to enter your e mail address, this must be the address used when you registered onto the portal, and the reminder will be sent here. Click Next to confirm and send the reminder or Cancel to abort. Then click OK from the confirmation screen to return. Upon clicking the icon you also have the opportunity to request a username reminder or password reset by select the appropriate request on the right hand side as in the example shown below. The process is then exactly the same as above. Managing Account Details v1.8.doc 14

15 Reset Password If you have forgotten your password and require the password to be reset in order to access your account then there is a Reset Password functionality that is available from the supplier portal homepage, as it will appear shown. Click on Reset Password from the Register section on the right hand. This icon will open Step 1 of the password reset process. Enter your portal username and the corresponding e mail address that is used for this account and click Next to move submit this request. This will bring up the confirmation page that tells you that the request has been successful, but to complete the reset process you must confirm the request by clicking a link in an that will have been sent to the account e mail address. The willl look as below, click the link to confirm the request is valid. Managing Account Details v1.8.doc 15

16 This will display the below message to confirm the reset, and you will now have been sent a new password in an to the same address as before. This process is in place for security reasons. The next time you login and click on My Opportunities you will be prompted to change your password to something more memorable, in order to proceed, in the screen shown below. Managing Account Details v1.8.doc 16