SUPPLY PORTAL MANUAL FOR USERS This document is for the users having the below role in supply portal:

Transcription

1 SUPPLY PORTAL MANUAL FOR USERS This document is for the users having the below role in supply portal: 1. Regular Guest users (111) 2. Regular Host users (222) 3. Company Guest Coordinator (444) Contents 1 My Portal : My Function USER Section NEW USER APP ENROLLMENT: VALIDATIONS MODIFY APP ACCESS: VALIDATIONS REQUEST APP ACCESS: VALIDATIONS REMOVE APP ACCESS: VALIDATIONS REMOVE USER FROM PORTAL: VALIDATIONS UPDATE PROFILE:

2 1 My Portal : My Function Supply Portal Application can be accessed from W3 (blue) URL or WWW URL (green). 1. On invoking the SP URL, the login page is displayed. 2. After successful login, the Supply Portal Home page is displayed as shown in the screen below Screen: Redirecting to Supply Portal Home page Screen: Supply Portal Home Page 3. To access My Portal :Myfunction, click on the My Portal :Myfunction link from the left navigation bar as shown below 2

3 Screen: Supply Portal Left Navigation Bar 4. The My Portal: My Function screen contains the links of all the functions/modules accessible to the user. Depending upon the role of the user, the links will be displayed on the screen. Following screens display the links visible to new users, regular user and co-ordinator 3

4 Screen: My Portal: My Function links for New User (Role=105,106) Screen: My Portal: My Function links for Regular User (Role=111,222) and Co-ordinator (444) 4

5 2 USER Section Once you hit the supply portal application you will get the login page for W3 or WWW depending on the url you have hit. Once you login the below page will be visible. The customised page according to your role will be visible to you once you click on the highlighted link of the left nav. For example the below page is visible for supply portal New User that s the user who is not having any access in supply portal. Please note: 1. The links visible to you on this page depends on the highest role you have in Supply portal for all the applications. 2. Please don t use the browser s back button to navigate through the site. 3. The site will show the error or a message after the inactivity time of time mins. In this document we are covering the user section. 5

6 2.1 NEW USER APP ENROLLMENT: If you want to enrol to some application (application should already be configured in SP) in SP and you do not have any application access in SP till now then you should use New user app enrolment. Follow the below steps to create the request in SP. 1. Click on the New User App Enrolment link 2. Once you click the New user app enrolment then you will get the below terms and conditions page (it is only one time activity, once you have accepted it then this page will not appear to you). 3. Click on the I Accept button to accept the SP terms and condition. 4. Once you click the I accept button then you will be directed to the new user app enrolment page. 6

7 5. Here you need to fill the company number or name. 6. Then Press GO button. 7

8 7. Once you press the GO button the application drop down will load on the page as shown below containing all the applications which are associated with the company. 8. Once you select the application from the drop down then all the other fields will be loading on the page. 9. Select the value from the Desired portal role drop down, the role which the user wants in the application. For example here I am selecting the 111 role for the user. 8

9 10. Fill all the desired fields and mandatory fields. 11. Click on Review and Submit to move on to the next page. Please note that the validations are put at this step. We have explained all the validations and error messages lower in this section. Also Approval cycle must be defined for the request else the error message will be displayed. Here we are assuming that the approval cycle is already defined for this application for New user app enrolment else the error message will be displayed as described in validations below. 12. Once we click on the review and submit button the next page will appear as shown below. 9

10 13. Review all the details if you need to do any changes then click back and make the desired changes else click on submit button. 14. Once you click on the submit button the success message will be displayed along with the request number. 10

11 2.1.1 VALIDATIONS 1. If the approval cycle is not defined in the for the selected application then you will get the error message as shown below. 2. If you have not filled any mandatory field then you will be getting the below error message once you click review and submit button. 3. If you have submitted the request and it is pending for any action to be taken and you are trying to raise the similar request then you will get the below error message. 2.2 MODIFY APP ACCESS: If you want to modify the application access you already have, then go to the Modify App Access link in user section highlighted below. 1. Once you click the modify app access the below screen will appear. Here the mandatory fields are already filled with the logged in id. Please note that the company number is not editable here, as the user can raise the request for the same company with which they are associated with, if they are raising it on behalf. Also one 11

12 user can be associated with only one company so if they need to raise the request for themselves then also the company number field is not required to be editable. 2. ID to register comes prefilled according to the id which is logged in. If you want to raise the request for someone else then change the id. Also please note that ibm unique id needs to be filled in this filed and not the id. If you donot know the id you can check that by following below steps: a. Please click on the search icon highlighted below. b. You will get a pop up with pre populated ID written in the ID field. Please verify and correct the id in case required and click on fetch guest user if its internal user id or fetch guest user if its external user id as shown below. c. You will then be populated with all the details in the pop up. Please click on Return selection. 12

13 The page will be reflected with the IUI after clicking on return selection. 3. Once you have verified the information click GO button. 4. Once you click go button the application drop down will appear. The application drop down will only be having the applications that you have access to. 5. Please select the application from the drop down that you want to modify the access for. Once you select the application the page will refresh itself and display all the other fields. 13

14 6. Please fill all the mandatory fields and press review and submit to move to the next page. Here Desired portal role is the role you want for the selected application. 7. Once you click on the review and submit button, the review page will appear as shown below. 14

15 8. Check all the information on the page and if you want to change the information click on back button else click on submit button. 9. Once you click on submit the success message will be displayed along with the request number. 15

16 2.2.1 VALIDATIONS 1. If the user id is not a valid user id (Ibm unique id), then the below error message will be displayed. 2. If you have not filled any mandatory field and clicked the review and submit button then the error message will be displayed as shown below. 3. If you have submitted the request and it is pending for any action to be taken and you are trying to raise the similar request then you will get the below error message. 16

17 4. If the approval cycle is not defined for the modify app access then you will get the below error message. 1.3 REQUEST APP ACCESS: If you want the access to some application and you are already registered in supply portal (SP), having access to at least one application in SP then you can raise a request app access request in User section. You can raise the request for yourself or for some one else too for the same company. 1. Click on Request app access link highlighted below. 17

18 2. Once you click the request app access, the below page will be displayed. 3. Here the company number is not editable. Also the ID to register comes prefilled according to the id which is logged in. you can change the id if you are raising the request for someone else. Here the Id is the interanet id for internal users and ibm unique id for the external users. In case you are not aware of the IUI then please follow the below steps: a. Please click on the search icon highlighted below. b. You will get a pop up with pre populated ID written in the ID field. Please verify and correct the id in case required and click on fetch guest user if its internal user id or fetch guest user if its external user id as shown below. c. You will then be populated with all the details in the pop up. Please click on Return selection. 18

19 The page will be reflected with the IUI after clicking on return selection. 4. Once you click the GO button the drop down will appear as shown below. 5. Select the required application from drop down. Once you select the application the page will refresh and load the other fields. Please note that the application drop down will not be having the applications that you already have access to. 6. Fill the desired portal role drop down with the role you want for the selected application and click Review and Submit. 19

20 7. Once you click the button the review page will be displayed as shown below. 8. If you want to change the information then click on back button and change the required information. Else click on submit to submit the request. 9. Once you click on submit the success message will be displayed along with the request number. 20

21 2.2.2 VALIDATIONS 4. If you are entering the incorrect user id then the error message will be displayed. 2. If approval cycle is not defined for selected application for Request app access, then the error message will be displayed as shown below. 21

22 3. If you have not filled any mandatory field and click review and submit button then you will get the below message. 4. If you have submitted the request and it is pending for any action to be taken and you are trying to raise the similar request then you will get the below error message. 2.3 REMOVE APP ACCESS: If you want to remove the access for some application that you have, then go to the Remove app access link highlighted below in the user section. 22

23 1. Once you click on the Remove App access link the below page will be displayed. 2. Here the company number is not editable. Also the ID to register comes prefilled according to the id which is logged in. you can change the id if you are raising the request for someone else. Here the Id is the interanet id for internal users and ibm unique id for the external users. 3. Once you have verified the id press GO button. 4. Once you press the Go button the application drop down will be displayed on the page as shown below. Please note that the application id drop down will be having only those applications for which you have access to. 23

24 5. Select the application for which you want to remove the access. Once you select the application the page will refresh and the review and submit button will appear. 6. Click review and submit button. 7. Once you click the button the below review page will appear. 8. Please review all the information and click on back if you want to change some information else click on submit to submit the same information. 24

25 9. Once you click on the submit the success message along with request number will be displayed VALIDATIONS 1. If you are entering the incorrect user id then the error message will be displayed. 2. If the approval cycle is not defined for the selected application for Remove app access then you will get the below error message. 25

26 1.5 REMOVE USER FROM PORTAL: When you want to remove the user from supply portal application then you can use this link. Once the user is removed from supply portal he will become a new user to supply portal and all his access to all the applications will be removed. 1. Once you click on the highlighted link the below page will be visible with all the mandatory field prefilled as shown below but you can change the Id to be removed if you are doing it for someone else. But you cannot change the company number, as it is a non editable field. So you can only raise the request for this company only. Please note that the ID is the ibm unique id and not the id for external users. 26

27 2. Click on review and submit button once you validate the id. You will be redirected to review page as shown below. 3. Review the page and if you need to change any information on this page click back button which will take you to the previous page. If everything seems fine then click Submit button highlighted below. 4. Once submit button is clicked the message will appear along with the request number. 27

28 2.3.2 VALIDATIONS 1. You should put the valid ID in the ID to remove text box else you will get the below error message. 2. If you have submitted the request and it is pending for any action to be taken and you are trying to raise the similar request then you will get the below error message. 2.4 UPDATE PROFILE: If you want to update the profile for some user in Supply portal then please go to the Update Profile link present in User section highlighted below. 28

29 Please follow the below steps to update your profile. 1. Once you click on the above link you will be redirected to the below page. 2. Write the company number you are associated with on the Text box present at left and press continue. Else to search for the company number, enter the company name and click on search button highlighted below. 3. Once you click the search button the a drop down will appear where you can select the correct company as shown below. 29

30 4. Once you select the company, the page will refresh and the company number will be displayed in text form as shown below and user id field will appear. 5. If you want to change the company number you can click the back button. 6. Else Please fill the User Id for which you want to change the profile, that is the ibm unique id for external users and interanet id for internal users, and click the continue button. 7. If you do not know the user id then you can search the same by putting the user name in the right text box and clicking search. 30

31 8. Once you click search the drop down will appear and you can select the id from the drop down. 9. Once you select the id from the drop down the page will automatically refresh and the below page will be displayed. 10. Please update the information you want to update and click on submit button. 31

32 Once you click submit the success message will be displayed.