PRODUCT CONTENT C LOUD SUPPLIER PORTAL USER GUIDE

Transcription

1 PRODUCT CONTENT C LOUD 2016

2 Table of Contents Adding Product Data...2 New Item Setup... 2 New Product Request... 2 Pending Subscriptions... 3 Single Item Edit... 4 Bulk Item Edit... 5 Export Smart Spreadsheet... 6 Download Smart Spreadsheet... 7 Upload Smart Spreadsheet... 8 Digital Assets... 9 Claim Code Global Data Entry Possible Sources Attribute Sections Finalizing Product Data Manage Product Life Cycle Navigation Assistance...14 Home Page Overview Navigation Bar User Settings and Account Information Account Quick View (Commerce Only) News Next Steps Add Product Data Menu Feed Grid Products Page Overview Filter Bar... 18

3 Adding Product Data New Item Setup New Product Request If a retailer or distributor wishes to gain access to data for a product not listed in the supplier s Edgenet catalog, they may request new items 1. On the Supplier Portal Homepage, use the Next Steps menu to access New Product Requests 2. Use the Quick Filter function to narrow results by Recipient 3. Approve new item requests only if you intend to enter the product into the system. Any data previously provided by the requesting recipient will be automatically added 4. If you choose to reject the New Item Request, please provide your decision to reject, which we will convey to the prospective recipient 5. Once approved, change individual item attributes with the Edit button, then click Save 6. Approved New Product Requests automatically become Pending Subscriptions, which you can now find in the Pending Subscriptions link under the Next Steps menu on the Home Page

4 Pending Subscriptions In the Pending Subscriptions Page (accessible from the Homepage via the Next Steps menu), review recipient requests for access to product data that already exists in the integrated system 1. If the product or recipient you seek is not visible, use the Search function to narrow results 2. Select the items you wish to change, then click the desired function from the Action Bar on the left side of the Product Grid: Approve has a check mark icon, Reject has a crossed-out circle icon 3. Approve Pending Subscriptions only if you want to activate the Recipient s subscription and provide visibility of that product data 4. Click on each data tab at the top of the Product Grid and fulfill any required attributes, marked with red signs or asterisks 5. To edit large product sets, we suggest exporting to a Smart Spreadsheet through the Action Bar a. In subsequent categories, we will explain Smart Spreadsheets in more depth 6. Once the product reaches a data score of 75 or greater, click Save, then click Certify & Send to complete the data submission

5 Single Item Edit On the Supplier Portal Homepage, use the Add Product Data menu to locate Add Single Product 1. The pop-up menu will prompt you to enter essential Product Details, including Name, GTIN, and Authorized Recipients for the product data. 2. If you cannot locate the product s GTIN, use the Help Me Create button 3. Using the center arrows, add or remove Retailers and Distributors from the list of recipients on the right side of the panel. Double arrows add or remove all available Recipients. 4. If you wish to view both Commerce and GDSN data, select Include GDSN. For Commerce only, leave the fields unmarked. For GDSN information only, choose GDSN Only 5. Once these fields have been fulfilled, click Continue to proceed 6. With the help of Edgenet s established taxonomy you can search, browse, or independently enter the product s category for specific classification 7. The Single Item Edit page features red warning signs and asterisks that identify Required Attributes, while hovering over yellow Help Text boxes can clarify the desired content and format for each data field 8. Browse through the data tabs and progress bars to find vacant or incorrect fields 9. Once the product reaches a data quality score of 75 or greater, click Save 10. Click Certify & Send if you are satisfied with your product data

6 Bulk Item Edit In the Supplier Portal, locate the Add Product Data menu, then select Bulk Item Edit. This method enhances efficiency and improves clarity when working with larger product sets 1. Within the Bulk Edit Product Grid, you can view multiple items to enter or correct product data 2. Like the Single Item Edit page, fulfill all required attributes for each product data tab at the top 3. To expedite the process, use the Copy Down function, located on the Action Bar, to copy a response throughout multiple product data fields under the same column heading 4. Check for critical errors, labeled in red, or minor mistakes, labeled in yellow 5. The EzeeFix Wizard tool in the top-left also provides suggested changes. Click Suggested Fixes to apply recommended changes. 6. When the product data is complete and reaches a data quality score of 75 or above, click Save to properly secure your progress a. Some major errors, called Showstoppers, may prevent the user from saving. Follow the prompts to resolve these issues, particularly when an item is missing a unique product ID 7. Click Certify & Send to share data from the highlighted products with your Authorized Recipients

7 Export Smart Spreadsheet For existing product data sets, use the Plus icon in the Product Grid Action Bar to export the product data into a Smart Spreadsheet 1. For very large product sets (over 200), we recommend utilizing the Offline Smart Spreadsheet function. A follow-up will contain a link to the completed file 2. In the next menu, select Customize to ensure that the file contains only relevant data 3. Choose all necessary Classification Sheets to include in the Smart Spreadsheet a. For projects utilizing only Commerce data, de-select all fields EXCEPT Core Marketing Attributes, Additional Marketing Attributes, and Digital Assets 4. To navigate the ensuing Classification menu, please continue reading under Step 1 of the following Download Smart Spreadsheet heading 5. For Editing tools, Digital Asset assistance, Upload procedures, and additional guidelines for using Smart Spreadsheets, please redirect to the Download Smart Spreadsheet, Upload Smart Spreadsheet, and Digital Assets headings

8 Download Smart Spreadsheet Download: From the Supplier Portal Homepage, click on the Add Product Data menu to Download a Smart Spreadsheet XML Template, the fastest and most efficient way to edit large product sets 1. Use Edgenet s Master Taxonomy catalog or independent searches to locate product categories. 2. Although each Smart Spreadsheet can accommodate up to 1000 different categories, each category will appear as a separate Excel-style tab. Be mindful that too many categories will create unnecessary and unwieldly clutter 3. Add or remove Selected Data Recipients and choose GDSN preference on the pop-up panel 4. Whether ed separately to the user or opened directly from the Supplier Portal, save the Smart Spreadsheet.ZIP file onto your computer 5. Open, unzip, and extract the compressed.zip file (contains an XML format) 6. After opening the blank template, review Core Product Information for essential data specific to the designated category. To add more products within the same category, first enter the GTIN code manually, then fill remaining attributes 7. A Required or Optional column heading delineates vital and non-vital (but encouraged!) fields; please fulfill data attributes accordingly 8. Instead of Help Text icons, the last tab of the Smart Spreadsheet contains a valuable Reference Guide, indexing contents and explaining all column headings with supportive descriptions 9. In the Authorized Recipients tab, a drop-down menu will display all available Recipients. Options must be pre-selected in the pop-up panel from Step 3 a. Adding data recipients from outside that pre-assigned list may cause critical errors or active formatting problems within the Smart Spreadsheet 10. Hard-key the file name for Digital Assets entry to link images, videos, etc (more on that later) 11. Save the XML Smart Spreadsheet file with a name and location that can be easily recovered later

9 Upload Smart Spreadsheet Through the Add Product Data Menu, select Upload Smart Spreadsheet With My Data 1. Press Select Sheet to upload the document back into the Edgenet Supplier Portal 2. Browse and select the appropriate Smart Spreadsheet XML file to upload from your computer 3. Returning to the Supplier Portal, the user can review their updated product data in Bulk Edit mode 4. Please update and validate remaining data attribute fields, checking for requirements and errors a. Showstoppers occur when products lack fundamental information, such as unique IDs. The user cannot Save or Certify & Send until these Showstopper errors are properly resolved b. Critical Errors refer to missing required attributes or incorrect formatting. Users can Save their progress, but the product will not reach a Data Quality score of 75 and thus will not Certify & Send to recipients c. Warnings broadly consist of improper data entry, including spelling, punctuation, dimension, or abbreviation mistakes. While Warnings do not prevent user actions, correcting these minor errors will raise the overall product Data Quality score 5. Once you have reached a data quality score of 75 or greater and removed all Showstopper errors, then Save to secure these products within your existing catalog 6. When finished and ready to proceed, please click Certify & Send to share product data with authorized recipients

10 Digital Assets In addition to standard product images, Digital Assets incorporate any external digital documentation, including the following examples o Videos o PDF specification pages o Material Safety Data sheets o Product brochures o Lifestyle pictures Click Delete, View, Export, or Upload Assets in order to navigate through the Assets page o Browse to upload directly from the computer, then connect to a specific product When working in an XML Smart Spreadsheet, manually enter the Digital Asset file name or select from the Asset Gallery in a drop-down menu (must be pre-loaded into the system) All Digital Assets are displayed in the Asset Gallery Grid, shown above Browsing through Edgenet s integrated network, users can explore Basic Search and Advanced Search functions to narrow their Digital Asset results. It also shows the number of assets within the system s gallery and the accompanying Asset Grid.

11 Claim Code Claim Codes are bulk item requests from a Data Recipient. Upload your Claim Code to generate New Product Requests from your Distributor or Retailer 1. In Add Product Data menu, select the Claim Code option a. Users who receive s with claim codes can launch the window 2. Enter the claim code (we suggest Copy & Paste, for ease and accuracy) to display the details within the Claim Code, including Data Recipient, # of Requests, # of Existing Products, and # of New Items 3. Click Redeem Claim Code to advance 4. These items from the redeemed Claim Code are now present within the New Product Requests page 5. For convenience and efficiency, you can download this product set into an XML Smart Spreadsheet to review the New Product Requests 6. Proceed according to rules previously outlined in the New Item Requests section above

12 Global Data Entry Possible Sources If global data appears unavailable, consider checking these sources for valuable product information o PIM (Product Information Management) System o NIS (Network Information Service) Sheet o Spec-Sheet o Pricing Sheet o Marketing Department o Supply Chain o Product Management Team o Company Website Attribute Sections Product Data is comprised of many different facets, conveniently divided into sections o Core Marketing Data o Category-Specific Data o Additional Data o Digital Assets o Recipient Data Clicking on a section will open details within the Data Entry Panel Each section features a progress bar to direct workflow and monitor completeness o Required Recipient Data fields refer to supplement Recipient data attribute thresholds o Accurately editing and fulfilling these tasks will enhance the overall Data Quality score

13 Recipient and Category Data Carefully classify your items, preferably in Bulk Edit mode Other tips o Sort by description or product name to classify in groups o Search on singular terms (Trimmer vs Trimmers) o Try alternative industry terms (Trimmer, Lopper, Pruner, Clipper, Cutter) o Consider broader categories and narrow search from there (i.e. adapters, connectors) o Copy down category for products Finalizing Product Data 1. Ensure that the data score is 75 or above a. Review Data Quality graph and progress bars, checking for correctness and completeness 2. Fulfill all required attributes (global, category, and recipient data), then press Save 3. Certify & Send a. Highlight multiple products on bulk edit mode to Certify in batches Product Data Maintenance Low score? o Check category-specific attributes for vacant or inaccurate fields Score over 75, but the product data has not reached Retailers and Distributors? o Click Certify & Send, check supplemental recipient data requirements, and verify that the subscription is indeed active Unsure how to fix error notifications? o Check recipient notes for identifiable mistakes o Recertify & Send o Publish GDSN data if necessary Tips for product management o Regularly Edit, Save, and Re-Certify items to keep data fresh and up-to-date o Routinely check recipient requirements tab for new, supplemental attribute thresholds Manage Product Life Cycle Discontinue Product Data for products that are no longer manufactured are unlikely to change 1. Make sure the recipients have the latest batch, then click Discontinue from the Action Bar 2. Set the Discontinue dates for all selected products, provided none are currently discontinued 3. The selected products will automatically Discontinue on the given date

14 Delete Product To conclude the product life-cycle and terminate data transmission, select Delete 1. Set delete dates for selected products 2. Delete dates must be set for at least 7 days after discontinue a. This minimum 7-day cushion helps users avoid clerical mistakes regarding permanent product data removal b. The gap between Discontinue and Delete also provides ample time to notify any Retailers or Distributors connected to your product catalog system that this product data will no longer be available Cancel Subscription Active Subscriptions can be canceled to avoid sending new updates to the recipient. Discontinue and Delete will do this automatically The prompt will require a reason for rejecting the request, which we will convey to the recipient.

15 Navigation Assistance Home Page Overview Log into the Edgenet Supplier Portal to access the Home Page Navigation Bar Home- Return to the Account Home page Products- Access the integrated system to input, edit, and manage all products Requests- View, organize, and manage incoming product data requests Digital Assets- Open Digital Gallery to view and upload images, documents, and videos Feeds History- View imports and exports GDSN- Drop down menu provides instant access to the GDSN page, without navigating through the Classic Supplier Portal* Help- Provides tips and information for users handling the Edgenet Supplier Portal * The Classic Supplier Portal is where all GDSN data is entered and edited. For Suppliers with multiple GDSN parties, the menu will prompt to select a specific GDSN Party.

16 User Settings and Account Information User Admin- Manage the user profile and change password Preferences- Access Vendor and User Settings Account Admin- Dashboard manages services, billing, and users (administrators only) Navigate to Classic Version- Manage GDSN registration and publication in Classic Help- Online support documentation, tutorials, FAQ, and videos Sign Out- Log out from Supplier Portal Account Quick View (Commerce Only) Current Product Count- The number of products currently under the service (in the example 28). Directly under that is the number of products (136) the user can add without incurring additional cost Invoices to Date- The number of products at the specified date. Shown above, 164 products had been invoiced as of 10/26/2009 Plan Product Count- The total number of products for which this service is available. For the demo account above, the number is 0 On the right side, the graph details Active, Pending, and Cancelled Subscriptions

17 News This panel displays reminders and tips to help keep the user up to date Next Steps Product Content notifications require attention to edit, correct, or verify product information* *Alerts are not necessarily mutually exclusive. A product could have both Data Quality Issues AND a Pending Subscription that require attention. Add Product Data Menu To add products to the integrated network system or input additional product data to an existing file, click the Add Product Data button, opening a drop-down menu

18 Feed Grid Access through the Homepage Navigation Bar The Feeds History Page makes it easy to track information from file requests in the last 60 days for both imports (PIES & XML) and exports (Excel, XML, & PIES) o Type- Export or Import o Format- Excel, XML, or PIES o User- Individual who created the original feed o File Name- Identifiable document title o Submit Date- Date and time that the feed was submitted o Complete Date- Date and time that the feed became available o Status- Either Pending or Complete o # of Products- Quantity in feed, which are labeled Successful, Failed, or Pending o Download- Once a feed is completed, the user has access to download it Create Copy Clicking generates a copy of the user s current product(s) under active work The new item will have identical attribute values and digital assets To secure the copy, the user must save the copy under a new product identifier

19 Products Page Overview Filter Bar Easily search for Product Name, Identifier, and MFG Brand Name fields Additive filters are designed to generate a precise set of products 1. To apply a filter, click on the desired tab, check the appropriate box, and click the Apply button 2. To remove a filter, open the desired tab and click the Reset button 3. To help keep track of active filters, selections appear under the Filter heading. If no filters have been applied, (None) will appear directly below the heading 4. If no products satisfy the conditions of the set filter, the following message will appear in the Product Grid: No products were returned based on your current filter settings. Change or clear your filter settings to display products. Quick Filter Shows a drop down list of previously compiled and saved combinations of filters o These frequently used tasks are saved for later use 1. Click on the Quick Filter to load the Product Grid with previously saved settings 2. To clear a Quick Filter, click on another Quick Filter or selected Reset All Filters

20 Search Sort every column within the Product Grid Search with the following columns of attributes: o Product Name o MFG Brand Name o Identifier (Product ID) o Internal Supplier Part # o MFG Part # (OEM) o GTIN- Global Trade Item Number (14-digit code: 00-UPC) o UPC- Universal Product Code o MFG Model # (Series) Search for blank fields by selecting the box on the lower left, Check Selected Attributes for No Value Click Apply to launch filter with prescribed selections Reset clears only the immediate filter

21 Recipients Select Available Recipients (left), then use the directional arrows to transfer Recipients into and out of the Filter Results (right) The double arrows at the top and bottom move all entries for data recipients toward the selected direction (add all or remove all) Click Apply to launch the filter with the given selections Reset clears only this filter Some Recipients require supplemental product data content for product data for active subscriptions o This information is collected and disseminated at the behest of the Recipient o Narrow these results by selecting product types to apply in the filter Clicking on Recipients Requirements will add this column to the Products page view A Red icon in that field indicates incomplete recipient data requirements o Possible requirements may include: entering or correcting data, waiting for GDSN synchronization, or meeting supplemental recipient data thresholds o Also covers attribute requirements specific to a recipient (i.e. recipient SKU or Vendor ID #)

22 Data Quality The Data Quality filter allows the user to separate products based on data scores and relevant issues Click Apply to launch the filter with the given selections Reset clears only this filter Red- Poor Data Quality Score below certification level of 75 Silver- Good Data Quality Score Gold- Great Data Quality Score Completeness Issues- Required attributes left unfulfilled Correctness Issues- Improperly formatted attribute values, including spelling errors Certification Click Apply to launch the filter with the given selections Reset clears only this filter

23 Subscriptions Only Recipients can initiate and receive Subscriptions, but Suppliers ought to ensure that their data is fully prepared for incoming data subscriptions Filter by Subscription Status to determine which products require immediate attention Click Apply to launch the filter with the given selections Reset clears only this filter Classification The center arrows transfer classifications into and out of the filter for Search. Select any categories, then click the top arrow in the center panel to add items, while the left arrow removes highlighted categories from the filter and the double arrow clears all categories Browse through our robust taxonomy system or input separate categories Click Apply to launch the filter with the given selections Reset clears only this filter Reset All Filters While filters can be reset individually, (right side of the Toolbar) clears all current filters.