Overview & Training Materials

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1 Overview & Training Materials

2 Introduction SimplifyIT s Intranet Portal and Enterprise Management Solutions including a help desk, knowledge base, training management, vendor management and more is designed to streamline communications, keeping everyone up-to-date regarding the organization. Featured Components Intranet Portal The Intranet Portal includes all the familiar features of an intranet a calendar, corkboard, employee directory, indirect dealer list, job listings and links. Some elements can be managed by anyone, such as updating your own phone number or posting something for sale on the corkboard. The other areas are managed by employees with access to areas in Content Management. Help Desk The Help Desk is for delivering requests to specific departments or people. Whether the request is a computer issue, a benefits question, or even a request for a card replacement, the Help Desk is designed to manage and route those requests. eforms If specific information is needed for completing a task, eforms is what s used to collect that information, routing the delivery through the help desk. Knowledge Base SimplifyIT s knowledge base delivers relevant information, based on an employee s job responsibilities. It can answer not only simple questions, but deliver an entire process, including documents, links, screenshots, video, sound (anything deliverable via the web), all in one easy-to-use document. Reservations This component is used for reserving any type of resource (laptops, vehicles, meeting rooms, etc). Training Management Track courses taken, schedule/sign up for sessions, and manage outside education. Vendor Management Manage contacts, contracts, due diligence dates and more.

3 Intranet Portal Homepage From top to bottom, the elements of the homepage including a -quick links- dropdown, a search box, a link to your personal settings (your name is the link), a helpguide link ( ), a main graphic, news, some links (and a link to add personal links), and an RSS feed if enabled. Calendar To view the calendar, select Calendar from the -quick links- dropdown. Current View You can change what time of items are displayed on the calendar by clicking the "current view:" link. Once clicked, event types can be checked or unchecked, and keyword filters can be used to show/hide events containing particular keywords. Viewing a Calendar Day To see details of a particular day, just click on the header that contains the number of that day. Adding an Event To add an event to a day, click on the corresponding day. icon beside the number of that Editing an Event To edit an event, click the icon, then follow the onscreen prompts. Removing an Event To remove an event, click the icon, then follow the onscreen prompts. Displaying a Calendar Box on the Homepage If the Standard layout is selected as the Homepage Layout (see Homepage in the Content Management section), then a box containing events relevant to each employee will automatically appear on the homepage; otherwise, the Calendar Box must be turned on (see Homepage in the Content Management section). Corkboard The corkboard is intended to be used just like a corkboard in a break room employees can post for-sale-items, wanted-to-buy-items, announcements, etc. To view the corkboard, select Corkboard from the -quick links- dropdown.

4 Category To select a specific corkboard category, choose a category beside 'select a corkboard:'. Posting to the Corkboard To add an item to the corkboard, click the icon or the category title. Editing an Item on the Corkboard To edit something you've posted on the corkboard, click the onscreen prompts. Removing an Item from the Corkboard To remove something you've posted on the corkboard, click the onscreen prompts. icon, then follow the icon, then follow the Attaching a Photo (optional) If this option is enabled, use the corkboard. icon to attach a photo to a posting on the Employee Directory To view the directory, select Employee Directory from the -quick links- dropdown. Search Directory To search the directory, use either the intranet search box under your logo box (if enabled), or use the search on the directory page itself. Updating Information To update a phone number, fax number, location or job description, click on the beside the name you'd like to edit. Then follow the onscreen instructions. icon Indirect Dealers The 'Indirect Dealer' listing is just that: if your organization participates in indirect lending, then this is a listing of participating dealers, locations and websites. To view (if enabled), select Indirect Dealers' from the -quick links- dropdown. Job Listings The 'Job Listings' page is for listing available internal positions. To view (if enabled), choose 'Job Listings' from the -quick links- dropdown. To express interest in a position, click the apply now link below the listing.

5 Links The 'Links' page displays links available to you, including personal links. To view, choose 'Links' from the quick links dropdown. Adding a Personal Link To add a personal link, click the onscreen instructions. icon beside 'Links' in the title bar, and then follow the Removing a personal Link To remove a personal link, click the then follow the onscreen instructions. icon beside the link you'd like to remove, and Intranet Search To search the intranet if displayed use the box to the right of the -quick links- dropdown. The possible areas to search include knowledge base documents, the employee directory, corkboard, calendar, new stories and web pages (although each area is optional for your organization). Personal Settings To changes some of your personal settings and contact information, click on your name beside Hi,. On this page, the password (if you re not automatically logged in), theme (if enabled), system look/feel (if enabled), phone, fax, location, other contact (cell phone, personal , etc.) and job description can all be changed.

6 Help Desk Introduction The help desk is for tracking, routing and resolving support requests. A support request can be any request made by an employee to resolve an issue. Whether it be IT, Facilities, Card Services, or HR, the help desk can help ensure everyone involved is well-informed, and that the resolution comes quickly more efficiently. Adding a Request To add a request, click the add new request (+) link in the navigation box. When they appear, select the appropriate categories from the dropdown menus. Input a short reference in the RE: (Short Title) field, and enter a Description to describe the request. Once you re finished, click the submit information button to add the new request. If a suggestion is displayed onscreen to help resolve your issue (a quickfix), please follow the instructions. Optional Fields: Employees designated in the Interested Parties field will have access to the request, and will be notified of any updates or changes to it. If Recurring Options are used to designate that a request be opened automatically on a certain day of the week, month or year. If Close Immediately is checked, then the request is opened and immediately closed. This option is intended to be used for documentation purposes (documenting a quick request received in a manner other than through the software). * Admins/Solutions Providers: If permission is granted, the Assign To field is used to override the automatic routing (assignment) of a request. The On Behalf Of field is used to open a request for someone else. Once the request is opened, the person selected will be listed as the opener (and it will be documented that the request was opened on behalf of someone). List Your Open Requests For a list of requests you ve opened that haven t been resolved, click on view open requests in the navigation box. Search Requests To search requests you ve opened, enter a term in the search terms field in the navigation box, select any desired options below, and then click the search requests button. View Recurring Requests (optional)

7 To view a list of requests that you ve setup to automatically open at certain times, click recurring requests in the navigation box. Manager Options (receiving notifications regarding employees) To receive notifications regarding employees that report to you, click manager options to display the manager options box. Select the notify option required (applies to all selected employees), select the employees include, the click the update options button. Viewing a Request To view a specific request, locate it in a generated list of requests (whether by link or by searching), then click on the request s short title (or anywhere in the description). All details are displayed, including employees assigned to the request (beside assigned: ). Scrolling through Requests You may scroll through a generated list of requests by clicking the or icons when viewing a request. The icon will navigate back to the list view. Updating a Request To add more information to a request, or to respond to an update entered by someone else, click the update title bar: Updates/Additions. Enter the information you d like to add, and then click the add to request button. If you are a solutions provider or admin and the option is enabled an update can be made for only the eyes of solutions providers; just choose the appropriate viewable by option before submitting. Attaching a File to a Request To attach a file to a request, click the attachments title bar: Attachments. Click the browse button to locate the file to be attached, then click the attach file button. Adding Interested Parties (optional) If you opened the request (or are assigned to it), then you may have the option of adding interested parties. These are people who have an interest in the request, and will be notified of changes to it. Adding a Recurring Request (optional) If access is granted, a recurring requests link will be displayed in the Navigation box. To add a Recurring Request: click the recurring requests link, click the Recurring Requests link at the top of the generated list of Recurring Requests, and then follow the onscreen instructions (as normally opening a request). Printing a Request If you d like to print a request, it s best to use the printer-friendly icon ( ) to make the entire request visible, as well as for saving ink. A new window will open with the contents of the request displayed, and it can be printed from there.

8 Things for solutions providers/admins to know: Closing a Request A request can be closed by clicking the CLOSE REQUEST link in red. If an addition is required, enter a resolution or notes, and then click the close request button. All parties will be notified by . Re-Opening a Request (optional) If access is granted, a request may be reopened after closing by clicking the Closed: link. Once prompted, click Yes to reopen the request. Changing a Target Date (optional) A target date may be modified by clicking on Target:. Once the date has been updated in the edit box, click submit change to save. Changing a Request Opener If a request needs to belong to someone other than its opener, just click the Opener: link to update. Select the new opener and click the submit change button. Cost Tracking (optional) If cost tracking is enabled and the request is CLOSED, then cost tracking information may be entered. Click the Cost Tracking: link to display the box, enter appropriate information, and click submit changes. Changing Priority of a Request (optional) If the priority option is enabled, the priority may be changed by clicking the Priority: link, making the change, and clicking the submit change button. Editing a Request (optional) To edit the short title or description of a request if access is granted click the edit icon ( ). After making changes, click the submit changes button to save. Help Desk Notes Notes may be available for the specific type of request you re trying to resolve. If no note is available, this icon will be displayed:. Otherwise if notes are available, click the icon to display them. Sending a to Anybody To send an regarding a request to someone not associated, click the icon. Select the employees you d like to , choose any other desired options, enter something into the body field, and click the send button. Re-Categorizing a Request If an incorrect category was chosen when opening a request if access is granted click the icon to recategorize. To reassign the request automatically (according to the newly-selected request category), check the box beside reassign automatically.

9 Re-Assigning a Request If access is granted, a request may be reassigned by clicking the make the desired changes, then click the submit change button. icon. Once clicked, Saving a Request to the Knowledge Base If a request is closed, then its description and updates can be automatically exported to a knowledge base article. Just click the icon, and follow then onscreen instructions. To change Help Desk options, see the System Admin section.

10 eforms Introduction An eform gathers specific information needed to complete a specific request. An eform can be found anywhere a link has been posted; but a full list can be found by choosing eforms from the -quick links- dropdown box. Browse or use the search in the Navigation box to find a specific eform. Submitting an eform Enter all information as completely as possible, noting that fields marked with an asterisk (*) are required. Once the eform has been completed, click the submit eform button. Tracking an eform When an eform is submitted, an is generated to the employee(s) to whom the eform has been assigned, as well as to the employee that submitted the eform. An eform submission creates a help desk request, and included in the request is a direct link to the newly-created request. The eform submission can also be located by navigating the Help Desk (see Help Desk section for more information). Adding a New eform (Admins) - Step 1 To begin creating a new eform, click the add eform (+) link in the Navigation box. The eform Name is the name given to the eform so that an employee can easily understand to what it pertains. Number of Fields indicates the number of fields (or questions) to be included in the eform. There is no limit to how many fields can be included; but at this beginning stage, up to twenty-five can be selected. Once the eform has been named and the number of fields chosen, click the next step >> button. - Step 2 In the second step of eform creation, each field (the number entered in the previous step) will need to be names, and the type will be selected. Prompt describes the name of the field, or what an employee will be prompted to enter. For example, if the eform is to include an employee s favorite color, then Favorite Color may be entered as a prompt. Field Type describes the way the information is to be collected. Field types include: Text:

11 Paragraph: List (select only one): Choice One List (select multiple): Choice One Choice Tw o Choice Three Choice Four Choice Five Radio Buttons: Choice One Choice Two Choice Three Checkboxes: Choice One Choice Two Choice Three Header: -Text Header (Informational Purposes Only) - The eform Description is to fully explain the intention of the eform to an employee. Optional On-Screen Instructions can contain specific instructions regarding the completion of the eform, and are HTML-enabled (click the switch to HTML editor link for easy HTML). eform Keywords are useful for searching. For example, if the eform is regarding auto loans, but the word 'auto' doesn't appear it the eform Name or eform Description, then this would be the appropriate field to enter auto. eform Assignment tells the system how to route the eform (through the help desk). If the appropriate topic category hasn't been established yet, it must be set up in the System Admin area. Dept/Group(s) is an optional field, and is used to categorize eforms when using the 'Browse' feature. Once all fields have been named and required-fields completed, click the next step >> button. - Step 3 The third step is for two processes: 1) entering choices for field types of List (select

12 only one) and List (select multiple), and, 2) reviewing the eform before publishing. Once field choices have been entered and the eform is satisfactory, click the next step >> publish button to display the eform. Linking to an eform (Admins) To capture an eform s URL (link), use the link located at the bottom of the eform. If prompted, allow clipboard access. The URL may be used to link to the eform from any HTML-enabled area in the system, or from the -quick links- dropdown list. Editing an eform (Admins) To edit an eform, either click the icon in the title bar of the eform, or navigate to the eform through the manage eforms link in the Navigation box. The details of the form itself may be updated by clicking the name of the eform under eform Details. The fields may be updated by clicking on the prompt for each field. The order of the fields can be changed by clicking the up or down arrow corresponding with each field. A field can be deleted by clicking its corresponding icon. Removing an eform (Admins) To prevent an eform from being displayed in an eform browse or search, start by navigating to that eform s edit page: either click the icon in the title bar of the eform, or navigate to the eform through the manage eforms link in the Navigation box. Click the Un-Publish eform to render the eform un-submittable. Restoring an eform (Admins) To restore a previously-removed (un-published) eform, start by navigating to that eform s edit page: either click the icon in the title bar of the eform, or navigate to the eform through the manage eforms link in the Navigation box. Click the next step >> publish button to display the eform, and allow eform submission.

13 Knowledge Base Introduction The Knowledge Base (or KBase) is how important information, processes and procedures are delivered. An KBase Document can be found anywhere a link has been posted; but a full list can be found by choosing Knowledge Base from the -quick links- dropdown box (if enabled, performing an Intranet search may also located pertinent KBase Documents). Once the KBase page has been displayed, browse or use the search in the Navigation box to find a specific KBase Document. Definition of a KBase Document A KBase (Knowledge Base) Document is an educational or instructional tool that can provide the full spectrum of a process or procedure. It can consist of the document itself (which can be HTML, textual, or just a reminder to examine attached documents), attachments, links, previous versions and a change history (with access granted). Finding a KBase Document There are several possible ways of locating a KBase Document: 1) performing an Intranet search (if enabled); 2) navigating to the KBase area (choosing Knowledge Base from the -quick links- dropdown list), and then using the browse or search in the Navigation box; or, 3) by navigating to a link posted on a WebPage, other KBase Document, etc. Using a KBase Document First, the document itself should be examined. If attached files or links are referenced in the document, those will be found below under their respective headers. Adding a KBase Document (Admins) To begin a KBase Document, click the add document (+) link in the Navigation box. Title is a short summary for reference. Document is the document itself (its sole purpose can be referring employees to attachments or links). Short Description is an optional field; it s used as a longer summary in a search listing. Extra Keywords help employees find the document if it relates to a particular process (ex: used auto loans). Viewable By controls which employees are allowed to see the document. When the form has been appropriately filled out, click the submit information button. Editing a KBase Documents (Admins) Locate and navigate to the KBase Document to be edited, and then click icon to display the edit box. Make any necessary changes, and then click the submit changes button. The previous version will automatically be saved (and can be viewed by using the Previous Versions box. Attaching a File (Admins) Locate and navigate to the KBase Document for which an Attachment is to be made, and then click icon to display the edit box. Find the Attachments box below the Edit

14 Document box, and click the Attachments link in its header to display the upload box. Click the Browse button to locate the file to be attached, noting the file-size limit. Once the file has been located, click the attach file button. The order of the files can be changed by clicking the up or down arrow corresponding with each Attachment. Removing an Attachment (Admins) Locate and navigate to the KBase Document for which an Attachment is to be removed, and then click icon to display the edit box. Find the Attachments box below the Edit Document box, click the icon corresponding with the Attachment to be removed, and then follow the onscreen instructions. When an Attachment is removed, the file isn t permanently deleted; it s just no longer displayed to employees using the KBase Document. Restoring an Attachment (Admins) Locate and navigate to the KBase Document for which an Attachment is to be restored, and then click icon to display the edit box. Find the Attachments box below the Edit Document box, click the icon corresponding with the Attachment to be restored, and then follow the onscreen instructions. Adding a Link (Admins) Locate and navigate to the KBase Document for which a Link is to be added, and then click icon to display the edit box. Find the Links box below the Edit Document box, and click the Links link in its header to display the box. Link Name or Title is used as a reference. URL/Network Location is the URL website address for the link being added, or the network location of the file or folder to be added. The order of the links can be changed by clicking the up or down arrow corresponding with each Link. Removing a Link (Admins) Locate and navigate to the KBase Document for which a Link is to be removed, and then click icon to display the edit box. Find the Links box below the Edit Document box, click the icon corresponding with the Link to be removed, and then follow the onscreen instructions. When a Link is removed, it isn t permanently deleted; it s just no longer displayed to employees using the KBase Document. Restoring a Link (Admins) Locate and navigate to the KBase Document for which a Link is to be restored, and then click icon to display the edit box. Find the Links box below the Edit Document box, click the icon corresponding with the Link to be restored, and then follow the onscreen instructions. Retiring a KBase Document (Admins) Locate and navigate to the KBase Document to be retired, click the follow the onscreen instructions. icon, and then Restoring a KBase Document (Admins)

15 Locate and navigate to the KBase Document to be restored (by searching in the Navigation box, changing document type to retired documents ), click the icon, and then follow the onscreen instructions. Importing KBase Documents (Admins) Documents can automatically be imported into the Knowledge Base by placing them in this folder on the server: /simplifyit/custom/kbaseimport/ If the file is text or HTML, then the contents on the document will become the contents of the KBase Document; otherwise, a KBase Document will be created with the imported-file attached.

16 Reservations Introduction The Reservations component is used to reserve any type of resource (a laptop, meeting room, company vehicle, etc.). To reach Reservations, choose Reservations from the -quick links- dropdown list. Viewing a Resource Calendar To check availability of a resource, click the icon under its name and description. Reserving a Resource To begin a resource reservation, check the availability of a resource: click the icon under its name and description. Once a date and time has been chosen click the icon that corresponds with the selected date (or any icon on the calendar). Make sure the correct Resource is selected. Choose a Date (or range of dates, by un-checking the box beside one day only. If the resource is needed all hours of each day selected, leave the box beside all day reservation checked; otherwise, un-check the box and enter the time range. Reason is optional and publicly posts what is planned for that reservation. When all choices have been made, click the add to calendar button. Editing a Reservation To edit a reservation, first find that reservation on the calendar: click the icon under the resource s name and description, and then find the reservation to be edited on the calendar. Once located, click the reservation to display an expanded view of that day. Find the reservation listed, and then click the icon to display the edit box. Make any necessary changes, and then click the update reservation button. Deleting a Reservation To delete a reservation, first find that reservation on the calendar: click the icon under the resource s name and description, and then find the reservation to be edited on the calendar. Once located, click the reservation to display an expanded view of that day. Find the reservation listed, click the icon, and then follow the onscreen instructions. Adding a New Resource (Admins) Click the Reservations link in the header bar of the box intended to contain resources to be reserved to display the box. Resource Name names the resource (ex: Board Room). Description is for extra details concerning the resource (ex: Room contains a computer and projector). Notify signifies employees that will be notified by whenever this resource is reserved. Click the submit information button to add the resource. Posting/Changing a Photo of a Resource (Admins)

17 Locate the resource to be edited in the resource list, and then click the icon under its name and description to display the edit page. Click the Photo (+) link to display the upload box. Click the Browse button to locate the photo to be uploaded, noting the file-size limit of an upload. Once the photo has been selected, click the upload photo button. Editing a Resource (Admins) Locate the resource to be edited in the resource list, and then click the icon under its name and description to display the edit page. Make any necessary changes, and then click the submit changes button. Deleting a Resource (Admins) Locate the resource to be edited in the resource list, click the and then follow the onscreen instructions. icon under its name,

18 Training Management (Education & Training) Introduction This application is for tracking training (both internal and external). To access training management, use the -quick links- dropdown (keeping in mind that it may have a customized name). Welcome Page If this page has been customized, you may find important information on the welcome page; otherwise, it s just a splash page containing links to areas of the system. My Education This page provides an educational record, displaying internal courses completed (and possibly external courses and education, and assigned curriculums). Calendar This page provides dates and times for upcoming sessions (if available). Courses Find a complete list of courses here. Curriculums If at least one curriculum exists, you can visit this page to see what s required for specific curriculums. Also, your progress in completion will be displayed. Upcoming Sessions On this page you ll find a list of all upcoming sessions for all courses (if available). Signing Up for a Session To sign up for a session on the training calendar click the header of the day on the calendar for more details; from there, click the corresponding sign up link. Cancelling a Sign Up To cancel your seat for an upcoming session, on the training calendar click the header of the day on the calendar for more details; from there, click the corresponding cancel link. Adding External Education Go to My Education in the select-an-area dropdown, click the External Education (+) link, and then following the onscreen instructions. Your request must be approved by an admin.

19 Things for a training admin to know: Managing Employee Records Choose Employees under System Admin in the select-an-area dropdown. Choose an employee from the list, or use the search box to locate an employee. Adding a Completed Course to an Employee When managing an employee, click the Completed Courses (+) link, select a course (or courses), enter a date, and then submit. Assigning a Curriculum If at least on curriculum exists when managing an employee click the Assigned Curriculums (+) link and follow the onscreen instructions. Removing an Assigned Curriculum If at least on curriculum exists when managing an employee click the corresponding assigned curriculum s icon under the Assigned Curriculums (+) header. Adding External Education When managing an employee, click the External Education (+) link and follow the onscreen instructions. Removing External Education When managing an employee, click the corresponding external education s under the External Education (+) header. Approving an External Education Request When managing an employee, click the corresponding external education s under the Pending Requests header. icon icon Denying an External Education Request When managing an employee, click the corresponding external education s icon under the Pending Requests header (order under the External Education (+) header if already approved). Adding an External Education Category Choose External Categories under System Admin in the select-an-area dropdown, click the External Categories List (+) link, and then follow the onscreen instructions. Editing an External Education Category Choose External Categories under System Admin in the select-an-area dropdown, click the name of the category under the External Categories List (+) header, and then follow the onscreen instructions. Removing an External Education Category Choose External Categories under System Admin in the select-an-area dropdown, and then click the corresponding icon under the External Categories List (+) header.

20 Adding a Course Choose Courses under System Admin in the select-an-area dropdown, click the Course List (+) link, and then follow the onscreen instructions. Editing a Course Choose Courses under System Admin in the select-an-area dropdown, click the name of the course under the Course List (+) header, and then follow the onscreen instructions. Removing a Course Choose Courses under System Admin in the select-an-area dropdown, and then click the corresponding icon under the Course List (+) header. Viewing a Course Choose Courses under System Admin in the select-an-area dropdown, and then click the corresponding icon under the Course List (+) header. Scheduling a Course Session Choose Courses under System Admin in the select-an-area dropdown, and then click the corresponding icon under the Course List (+) header; on the calendar, click the icon on the corresponding day, then follow the onscreen instructions. Removing a Course Session On the training calendar, click the corresponding icon for that session. Employees That Have Completed a Course A list of employees that have completed a course can be found by viewing the course: choose Courses under System Admin in the select-an-area dropdown, and then click the corresponding icon under the Course List (+) header. Adding a Curriculum Choose Curriculums under System Admin in the select-an-area dropdown, click the Curriculum List (+) link, and then follow the onscreen instructions. Editing a Curriculum Choose Curriculums under System Admin in the select-an-area dropdown, click the name of the curriculum under the Curriculums List (+) header, and then follow the onscreen instructions. Removing a Curriculum Choose Curriculums under System Admin in the select-an-area dropdown, and then click the corresponding icon under the Curriculums List (+) header. Sessions List A list of sessions can be viewed by choosing Sessions under System Admin in the select-an-area dropdown.

21 Adding a Training Location Choose Training Locations under System Admin in the select-an-area dropdown, click the Training Location List (+) link, and then follow the onscreen instructions. Editing a Training Location Choose Training Locations under System Admin in the select-an-area dropdown, click the name of the course under the Training Location List (+) header, and then follow the onscreen instructions. Removing a Training Location Choose Training Locations under System Admin in the select-an-area dropdown, and then click the corresponding icon under the Training Location List (+) header. Editing the Welcome Page Choose Welcome Page under System Admin in the select-an-area dropdown.

22 Vendor Management Introduction The Vendor Management component is for managing vendor contacts, contracts, risk levels, due diligence review dates, etc. To enter the Vendor Management application, choose Vendors from the -quick links- dropdown list. Listing Vendors To list all vendors alphabetically, either click the browse vendors link, or use the search in the Navigation box, entering no search terms and pressing the search vendors button. To find a specific vendor, enter some identifying information into the search terms field before pressing the search vendors button. Printing a List of Vendors To print a list of vendors, first generate the list (see above). The vendors can be either: listed alphabetically by clicking the Name header above the vendor names; or by risk level, by click the header above the vendor risk levels. Once a satisfactory list and order has been generated, click the icon to display a printer-friendly list in a new window. Viewing a Vendor Using the browse or search method, locate the vendor for which details are to be viewed, and then click the name of the vendor. Find risk level, mailing address, phone numbers, website, description and a list of internal experts. If available (and access is granted), vendor employees, contracts, attachments and notes can be found below the Vendor Details box. Adding a Vendor (Admins) Click the add vendor (+) link to display the box. Name of Vendor is for inputting the business or contractor s name. Country signifies the country location of the vendor. Website is the URL of the vendor s website. Other Information is intended to describe the vendor s business purpose. Mailing Address, Physical Address and Phones & Faxes is self-explanatory. Experts indicate internal employees who have a relationship with this vendor (and may be contacted concerning this vendor). Risk Rating describes that vendor s risk level. Due Diligence Review Date signifies the last due diligence review (and can be used to filter searches). Once all appropriate information has been entered, click the submit information button to add the vendor. Editing a Vendor (Admins) Using the browse or search method, locate the vendor for which details are to be edited, and then click the name of the vendor. In the Vendor Details box, click the

23 icon at the bottom to display the edit page. Make any necessary changes, and then click the submit changes button. Removing/Retiring a Vendor (Admins) Using the browse or search method, locate the vendor to be retired, and then click the name of the vendor. In the Vendor Details box, click the icon at the bottom, and then follow the onscreen instructions. Restoring a Retired Vendor (Admins) Using the browse or search method, locate the vendor to be restored, and then click the name of the vendor. In the Vendor Details box, click the icon at the bottom, and then follow the onscreen instructions. Adding a Vendor Employee (Admins) A Vendor Employee is a contact employed by a vendor. Using the browse or search method, locate the vendor for which a vendor employee is to be added, and then click the name of the vendor. Under the Vendor Details box, click the Vendor Employees link to display the box. Enter all appropriate information, and then click the submit information button to add the employee. Editing a Vendor Employee (Admins) Using the browse or search method, locate the vendor for which a vendor employee is to be edited, and then click the name of the vendor. Under the Vendor Details box, locate the employee in the Vendor Employees box, and then click the corresponding icon. Enter all appropriate information, and then click the submit changes button. Deleting a Vendor Employee (Admins) Using the browse or search method, locate the vendor for which a vendor employee is to be deleted, and then click the name of the vendor. Under the Vendor Details box, locate the employee in the Vendor Employees box, click the corresponding icon, and then follow the onscreen instructions. Adding a Contract (Admins) Using the browse or search method, locate the vendor for which a vendor employee is to be added, and then click the name of the vendor. Under the Vendor Employees box, click the Contracts link to display the box. Title is used as a reference. Contract Date is the date the contract is effective. Contact signifies the Vendor Employee responsible for contact regarding this contract. Term indicates the length of the contract in months. Initial Cost is the cost, not including maintenance. Periodic Maintenance describes the amount due at the beginning of each time period, and the Maintenance Period describes that period. Contract Details are intended for any extra information, such as automatic renewal or term changes. Once all appropriate information has been entered, click the submit information button to add the contract. Editing a Contract (Admins)

24 Using the browse or search method, locate the vendor for which a contract is to be edited, and then click the name of the vendor. Under the Vendor Employees box, locate the contract in the Contracts box, and then click the corresponding icon. Enter all appropriate information, and then click the submit changes button. When a contract is edited, documentation is created automatically in the Notes box. Deleting a Contract (Admins) Using the browse or search method, locate the vendor for which a contract is to be deleted, and then click the name of the vendor. Under the Vendor Employees box, locate the contract in the Contracts box, click the corresponding icon, and then follow the onscreen instructions. When a contract is deleted, documentation is created automatically in the Notes box. Attaching Documents (Admins) Using the browse or search method, locate the vendor for which an attachment is to be made, and then click the name of the vendor. Under the Contracts box, click the Attachments link to display the upload box. Use the Browse button to locate the file to be attached, noting the file-size limit for attachments. Once the file has been located, click the attach file button to upload the file. To connect an attachment to a particular contract, use the icon. Select the appropriate contract, and then click the submit change button to connect. Removing Attachments (Admins) Using the browse or search method, locate the vendor for which an attachment is to be deleted, and then click the name of the vendor. Under the Contracts box, locate the attachment in the Attachments box, click the corresponding icon, and then follow the onscreen instructions. When an attachment is deleted, documentation is created automatically in the Notes box. Adding a Note (Admins) Using the browse or search method, locate the vendor for which a note is to be added, and then click the name of the vendor. Under the Vendor Details box, click the Notes link to display the box. Enter all appropriate information, and then click the submit information button to add the note.

25 Content Management Introduction Content Management describes the component used to manage all information outside of a component application (such as the help desk, knowledge base, etc.). Examples of areas controlled by content management are web pages, new stories and links. To access Content Management if access is granted choose Content Mgmt from the -quick links- dropdown. Each section below outlines all available areas to manage in content management; all areas may not be available, and access to particular areas may be strictly controlled. ActionAlerts ActionAlerts are used to track requested actions from employees. For instance, it may be used to ask employees to review the new dress code, and track which employees have marked that ActionAlert as complete. To manage ActionAlerts, choose ActionAlerts in the select an area dropdown in Content Management, Adding a new ActionAlert To add a new ActionAlert, click the ActionAlert link to display the box. A Short Description is used as a summary (for reference). Display is what is shown to the employee onscreen. Associated Link is used to display one URL (although you may display as many as you want in the Display field). Create For determines which employees will be seeing the ActionAlert. If an should be sent after adding the ActionAlert, click the checkbox beside send an reminder to everyone to check for an ActionAlert. Viewing Previous ActionAlerts To view ActionAlerts created during a specific time period, use the List Criteria box to update the list (choose start date, end date, type of ActionAlert, and click the update list button). Once the particular ActionAlert is display, click its Short Description to view details. Editing an ActionAlert To edit an ActionAlert (once being viewed): make any necessary changes, then click the submit changes button. Adding an Employee to an ActionAlert To require an additional employee to view and complete an ActionAlert, click the Incomplete (+) link, select the employee(s) in the box displayed, and then click the add user(s) to actionalert button. Removing an Employee from an ActionAlert

26 An employee may be removed from an ActionAlert (no longer requiring that employee to view and mark it as complete), by clicking the icon beside the employee s name. Redistributing an ActionAlert to an Employee To display an ActionAlert to an employee that has already marked it as complete, click the icon beside then employee s name. Deleting an ActionAlert To remove an ActionAlert, find the ActionAlert to be deleted in the list (use of the List Criteria box may be required). Once located, click the icon to remove the ActionAlert. Alerts Alerts are a method of getting important information delivered quickly. Alerts differ from ActionAlerts in that employees cannot mark an alert as complete, and Alerts have an expiration date (and can be scheduled). To manage Alerts, choose Alerts in the select an area dropdown in Content Management. Adding a new Alert To add a new Alert, click the Alert link to display the box. A Short Description is used as a summary (for reference). Display is what is shown to the employee onscreen. Create For determines which employees will be seeing the Alert. Starting refers to the date and time the Alert should be displayed, and Expiration is when the alert will disappear. If an should be sent after adding the Alert, click the checkbox beside send an reminder to everyone to check for an alert. Viewing Previous Alerts To view Alerts created during a specific time period, use the List Criteria box to update the list (choose start date, end date, type of Alert, and click the update list button). Once the particular Alert is display, click its Short Description to view details. Editing an Alert To edit an Alert (once being viewed): make any necessary changes, then click the submit changes button. Adding an Employee to an Alert To add an employee to an Alert, select the name(s) of the employees to be added beside Add More: and click the submit changes button. Removing an Employee from an Alert An employee may be removed from an Alert by clicking the employee s name. Deleting an Alert

27 To remove an Alert, use the List Criteria box (if necessary) to display the Alert in a list. Once displayed, click the icon to remove the Alert. Charts The Charts feature can be used to create graphical charts with either individually submitted data, or with imported data from a report or spreadsheet (comma delimited). Adding a new Chart To add a new Chart, click the Charts (+) link to display the box. When prompted, choose a Chart Type (a * view chart example * link will appear when a chart is chosen), then click the Next >> button; on the next page, when prompted, enter information and click the Next >> button once more. Entering Data Edit a chart s data by clicking the name of the chart in the displayed list. To enter data, click the Chart Data (+) link (click on the underline prompt for more information about each). Importing Data To import data from the chart s edit page click the instructions. icon, and follow the onscreen Clearing Chart Data To clear chart data from the chart s edit page click the onscreen instructions. icon, and follow the Corkboard The Corkboard area of Content Management is used only to manage corkboard types (categories). Individual items if access is granted - may be managed from the corkboard itself. To manage Corkboard types, choose Corkboard in the select an area dropdown in Content Management. Adding a New Corkboard Type To add a new Corkboard type, click the Corkboard Types link to display the box. Enter the desired name, and then click the submit information button to create the new corkboard type. Removing a Corkboard type To remove a Corkboard type, click the icon beside the Corkboard type s name. Restoring a Corkboard type

28 To restore a Corkboard type, click the icon beside the Corkboard type s name. Dealers The Dealers area of Content Management is used to manage automotive dealership names, locations and websites. To manage Corkboard types, choose Dealers in the select an area dropdown in Content Management. Adding a New Location To begin adding a new location, click the Locations link; once the location page is displayed, click on Location List. Enter the new location, and then click the submit information button. Removing a Location A location may be removed by clicking the Restoring a Location A location may be restored by clicking the icon beside the Location s name. icon beside the Location s name. Adding a New Dealer To begin adding a new dealer, click the Manage Dealers link; once the dealer page is displayed, click on Dealer List. Enter the appropriate information, and then click the submit information button. Editing Dealer Information To begin editing a dealer s information, click the Manage Dealers link; once the dealer page is displayed, click on the name of the dealer to be edited. Enter the appropriate information, and then click the submit changes button. Removing a Dealer To begin removing a dealer, click the Manage Dealers link; once the dealer page is displayed, click on the icon beside the name of the dealer to be remove, and then follow the onscreen instructions. Exporting the Dealer List (in HTML) HTML for publishing your dealer list can be generated by clicking on the Export HTML link. Files The Files area of Content Management is used only to upload and manage images (and other types of files) that may be used in HTML code anywhere in the system. To manage Files, choose Files in the select an area dropdown in Content Management.

29 Adding a New Image (or other file) To add a new image (or other file), click the File List link. Browse to find the desired file, and then click the upload file button. Note the upload size limit displayed. Getting the Link to an Image (or other file) To capture the URL (link) to an image or file to be used in HTML, click the prompted, allow clipboard access. icon. If Homepage The Homepage area of Content Management is used to manage the both the layout and settings of the Homepage, as well as the main homepage graphic on the left side of the intranet homepage (if the Standard layout is selected). To manage the Homepage, choose Homepage in the select an area dropdown in Content Management. Changing the Homepage Layout To change the way the Homepage is displayed, select the appropriate layout type in the dropdown selection below Homage Layout. To preview each type of layout, use the links beside Preview Layouts. Editing Homepage Details (non-standard layout) The Homepage box is the body of the homepage. Enclose in Box determines whether or not the information in the Homepage box will be displayed in a box, or it will be displayed as shown. Turning News Box on will add a box containing organizational News stories that have been written. The Calendar Box will display a box containing a five-day span of calendar events relevant to each employee. The Links Box just contains a list of relevant Links that have been created in the Links area. Turning the RSS Feeds Box on will display a box containing items from the chosen default RSS Feed (if any exist). Viewing Homepage Graphics To view a list of the Homepage Graphics, click the Homepage Graphics (for standard layout) link. Adding a New Homepage Graphic To add a new Homepage Graphic from the Homepage Graphic list page - click the Homepage Graphic List link to display the box. Browse to the image you d like to upload, noting the file size limit and image dimensions. Once the file has been selected, click the upload graphic button. The newly-uploaded image will appear in the list with the name Not Entered (click to edit). Editing Details of a Homepage Graphic

30 Click on the name of the Homepage Graphic in the list to be edited. Filename is the name of the file on the server; that can be clicked to view. Name is a short description of the graphic for reference. Inset Overlay is for entering words or HTML code that will be placed on top of the graphic, but inset on the top and sides. Inset Background determines whether or not the overlayed-text will be slightly transparent. URL makes the graphic clickable, and navigates to the selected or typed URL. Click the submit changes button to save the information. Display signifies whether the graphic is the one currently on display. Setting a Homepage Graphic to Display When editing a Homepage Graphic, Display signifies whether the graphic is the one currently on display. If the graphic is not being displayed, Post Graphic Now can be clicked to display it. If the graphic is the one being displayed, this line will read This Graphic Is Currently Being Displayed. icon beside its name (the currently- Deleting a Homepage Graphic To delete a Homepage Graphic, click the displayed graphic cannot be deleted). Job Postings The Job Postings area of Content Management is used to manage the jobs listed on the Job Listings page in the -quick links- dropdown. To manage Job Postings, choose Job Postings in the select an area dropdown in Content Management. Adding a New Position A position describes the job function; the position is only entered once so that the description doesn t have to be entered each time a new position is available. To add a new Position, click the Manage Positions, and then click the Positions List link to display the box. Title is the job title, and Description is the job description. Editing a Position To edit a Position, click the Manage Positions link, find the position you d like to edit, then click the positions title, or the icon under the description for that position. Make any necessary changes, and then click the submit changes button. Removing a Position To remove a Position, click the Manage Positions link, find the position you d like to edit, click the icon under the description for that position, and then follow the onscreen instructions. Adding a New Job Posting (Listing) A posting describes the details of the position that has become available. To add a new Job Posting, click the Manage Postings link, and then click the Current Postings

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