BEFORE YOU START... 1 Why Should I Use Notification Tool? 1 Hardware Requirements 2 Software Requirements 2 Network Requirements 2 How Do I Access the Notification Tool? 2 How Can I Get Support When Using the Notification Tool? 3 NOTIFICATION TOOL FUNCTIONALITY... 4 What Notifications Are Available? 4 In What Format Can I Receive Notifications? 5 What Filters Can I Use to Manage Notifications? 6 GETTING STARTED... 9 Validate Your User Settings 9 Setting Up Notifications for Specific Addresses 10 Setting Up Notifications for Specific Orders or Deals 12 MANAGING NOTIFICATIONS... 14 Viewing the Notifications That You Are Subscribed To 14 Copying the Notification Profile Settings from Another User 18 Unsubscribing from notifications 20 Viewing What Notifications You Have Already Received 23 Changing Notification Settings 25 PRODUCTIVITY... 27 Tracking the Delivery of a Large Volume of Orders (Managing Backlog) 27 Tracking the Amount Due on Your Account with Cisco 28 Tracking the Delivery of a Specific Order 29 When You are Out of the Office 29 TROUBLESHOOTING... 30 I Didn t Receive an Expected Notification 30 The Notification Tool Doesn t Allow Me to Subscribe for a Specific Order That I Want to Track 30 The Notification Tool Doesn t Allow Me to Copy the Notification Profile from a Specific User 30 BEFORE YOU START Why Should I Use Notification Tool? The Notification Tool allows you to better manage your orders and invoices with Cisco. The Notification Tool provides a range of notifications that you can subscribe to so that you are proactively informed about specific order-related activities such as order changes, shipping, invoices, plus other notifications. You can customize which notifications you want to receive, how you want to receive them, and also customize on what basis you want to receive those notifications (e.g., for a specific order, for a specific Bill To address, etc.) Page 1 of 30
Hardware Requirements Pentium 116 MHz (minimum), Pentium 200 MHz or higher (recommended) 128 MB RAM TCP/IP protocol installed and configured Monitor and Display adapter capable of 256 colors at 800x600 resolution (1024 x 768 resolution recommended) Software Requirements HTML Browser (Netscape 6.x or higher Internet Explorer 5.x or higher) Network Requirements 56K Modem connection or higher (sustained bandwidth), 512K LAN connection recommended How Do I Access the Notification Tool? You can access the Notification tool by using the following URL: http://tools.cisco.com/qtc/notification/loginaction.do Alternatively, you can access the Notification tool by using the link to the Notification tool from the Ordering Home page on Cisco.com (see graphic): Page 2 of 30
To log into the Notification Tool, you will need to enter your Cisco.com User Name and Password. If you do not have access to Cisco.com and/or need to register for Commerce Tools access Customers should register to gain access to Cisco tools and information at http://tools.cisco.com/rpf/register/register.do How Can I Get Support When Using the Notification Tool? You can access the user guide for the Notification Tool from the Questions and Answers link on the left navigation column of the Notification Tool (see graphic below). If the User Guide doesn t provide the answer to your question, you can contact Cisco Customer Service by following the Related Tools and Related Links section on the right navigation column of the Notification Tool (see graphic above) Page 3 of 30
NOTIFICATION TOOL FUNCTIONALITY What Notifications Are Available? The following list of notifications is available for you to subscribe to: Sales Order and Scheduling Acknowledgement Receive a notification when the order is originally received and booked; receive a separate notification when an original ship date is assigned to your order; if more than one schedule date, multiple notifications will be received. Ship Date Change Notification Receive a notification with line-level detail when an order s original predicted ship date is changed; if more than one line of your order changes, multiple notifications will be received. Daily Ship Date Change Summary Receive a single summary notification daily with high-level order detail for an entire business day when an order s original predicted ship date is changed; if no changes occur based on your subscription on a given day, no notification will be received. Pre-Shipping and Shipping Notification Receive a notification prior to an order shipping; receive a separate notification when an order has shipped. Invoice Due Notification Receive an alert notification when an order s invoice payment is due. Invoice Generated Notification Receive a notification when a new invoice is generated following shipment of an order. Invoice Due in 5 days Notification Receive a notification 5 business days prior to payment of an invoice is due. Invoice Due in 15 Days Notification Receive a notification 15 business days prior to payment of an invoice is due. Invoice Due in 30 Days Notification Receive a notification 30 business days prior to payment of an invoice is due. Invoice Overdue Notification Receive an alert notification if an order has passed the due date for invoice without payment having been received. RMA Acknowledgement Receive notification when an RMA number is created for product or service to be returned to Cisco for credit. Order Backlog Report (twice weekly) Twice a week receive a detailed report of all orders that are outstanding for shipment from Cisco. Open Change Order Report (daily) Receive a detailed daily report of all orders that are outstanding for shipment from Cisco. Open RMA Report (weekly) Receive a detailed report once a week of all orders that are outstanding shipment from Cisco. XML Notification Set Customers who utilize business-to-business Extensible Markup Language (XML) solutions receive the entire notification set offered from Cisco. EDI Notification Set Customers who utilize business-to-business electronic data interchange (EDI) solutions receive an EDI notification when a purchase order is scheduled by Cisco and when an order has shipped from Cisco. Page 4 of 30
In What Format can I Receive Notifications? You can receive notifications in two ways: by Email or Fax. You can set up a Default Notification Format (Email or Fax) in the User Settings (see graphic below). PLEASE NOTE: The EDI Notification Set and XML Notification Set will be delivered automatically via the EDI or XML Interfaces respectively. You also have the option to set the Notification Format for each notification individually when you subscribe to specific notifications at Address or Order level (see What filters can I use to manage notifications? ). Page 5 of 30
What Filters Can I Use to Manage Notifications? To give you full flexibility, you can manage your notification subscriptions using a range of filters. Addresses Tab Using the Addresses tab, you can subscribe to specific notifications and the Notification Format for each notification for all Bill To addresses that you have access to. You can also tailor your notification subscriptions for each Bill To address separately. Page 6 of 30
Orders Tab Using the Orders tab, you can subscribe to specific notifications and the Notification Format for each notification for specific orders. You can use three different ways to identify the order(s) for which you want the notifications subscription: Sales Order (SO) Number - Enter one or more SO numbers (multiple SO numbers separated by commas). Deal ID - Enter one or more Deal IDs (multiple Deal IDs separated by commas) Purchase Order (PO) Number - Enter one or more PO numbers (multiple PO numbers separated by commas) Page 7 of 30
All Notifications Tab After you have subscribed to specific notifications by address and/or order, you can use the All Notifications Tab, to see the full list of notifications that you are subscribed to. From this screen, you can then turn off specific notification subscriptions by checking the checkbox for those notifications and clicking the Turn Notifications Off button (see graphic below). PLEASE NOTE: To turn notifications back on, you will have to re-enter your subscription at the address or order level, using the Addresses or Orders tab. Page 8 of 30
GETTING STARTED Validate Your User Settings To get started, first confirm that the default settings for your user profile are correct: 1. Set your Default Notification Format to your preferred option: Email or Fax. PLEASE NOTE: You can always change the format for a specific notification at the Address and Order levels. 2. Confirm the default Email Address for notifications sent by Email PLEASE NOTE: It is not possible to sent different notifications to different Email addresses. Only one Email address is possible per User. 3. Don t forget to enter a Fax Number if you prefer to receive notifications by Fax. 4. Confirm your settings by clicking the Save Settings button. Page 9 of 30
Setting Up Notifications for Specific Addresses By using the Addresses tab, you can specify by Bill To address which notifications you want to receive and in what format You can subscribe to notifications for all Bill To addresses that have been set up for your user profile by following these steps: 1. Check the box for each notification that you want to receive in the Notifications Settings frame 2. As needed, change the Notification Format (the default in the graphic is Email - based on User Settings - and the setting for SO and Schedule Acknowledgement has been changed to Fax). 3. Click Apply to All Addresses button to apply your selections to all Bill To addresses for your User profile. PLEASE NOTE: The Bill To addresses for your User profile have been set up at the time of registration. If additional Bill To addresses are required, please contact Cisco Customer Service (see links on the right-hand navigation of the tool). 4. Scroll down to the bottom of the screen and click the Save button to confirm your subscriptions (see graphic below) Page 10 of 30
Tip: You can set up or change notifications settings for a specific address by checking the box for the required address and changing the notification subscription (check or uncheck the box for each subscription as required) and/or the Notification format for each notification. Tip: You can quickly turn all notification subscriptions for a specific address on or off by checking the box for the required address and clicking the Turn All On or Turn All Off button. Don t forget to click the Save button to confirm your changes. Productivity Tip: If you require similar subscription settings across multiple addresses but want to make minor adjustments to some addresses, first apply your settings to all addresses, then make the adjustment to each specific address as needed. Page 11 of 30
Setting Up Notifications for Specific Orders or Deals By using the Orders tab, you can specify notification subscriptions for specific orders as identified by Sales Order (SO) Numbers, Deal IDs or Purchase Order (PO) Numbers. You can subscribe to notifications for specific orders by following these steps: 1. Click the radio button for the option you want to use to select the orders: Sales Order, Deal ID or Purchase Order Notifications 2. Enter the Sales Order, Deal ID or Purchase Order information in the box (see graphic below). PLEASE NOTE: If you want to enter multiple Sales Orders, Deal IDs or Purchase Orders, you should separate each by a comma. If you want to enter notification subscriptions for Sales Orders as well as for Deal IDs or Purchase Orders, you have to enter the notification subscription settings for each separately. The system will validate if the SO Number, Deal ID or PO Number are valid given your User ID and the Bill To Addresses for your profile. If the validation fails, the system will respond with an error message (see graphic below) Page 12 of 30
3. Check the box for each notification that you want to receive. 4. As needed, change the Notification Format for each notification. 5. Click the Save button to confirm your subscriptions. PLEASE NOTE: You can view your notification subscriptions for each Sales Order, Deal ID or Purchasing Order entered by scrolling down, under Currently Subscribed section of the Orders Tab (see graphic below). Page 13 of 30
MANAGING NOTIFICATIONS Viewing the Notifications That You Are Subscribed To There are multiple ways to view what notifications you are subscribed to: All Notifications, Notifications for Addresses, Notifications for Orders and Searching for specific notification subscriptions. All Notifications For a full list of all your notification subscriptions, you can use the All Notifications tab (see graphic below): Page 14 of 30
Notifications for Addresses You can also view your notification subscriptions for your addresses by going to the Addresses tab and scrolling down to the Addresses section. Page 15 of 30
Notifications for Orders You can view your notification subscriptions for specific orders (Sales Orders, Deal IDs and Purchase Orders) by going to the Orders tab and scrolling down to the Currently Subscribed section. Page 16 of 30
Search You can also search for specific notifications that you are subscribed to by using the Search tab (see graphic below). You can customize your search using multiple variables as required: Search In: select Notification Subscriptions (you also have the option to select Past Notifications see Viewing what Notifications you have already received ) Search For: select the parameter for which you want to see the notifications, e.g., User ID, Bill To address, Ship To address, SO number, Deal ID, PO number. Value: enter the value for the selected parameter Notification Type: select the notification type that you are searching for. Select All if you want to see all notification types Notification Format: select All, Email or Fax Date Range: enter the date range for the notifications that you are searching for. Only applies when searching for Past Notifications (see Viewing what Notifications you have already received ) PLEASE NOTE: The Search Results screen does not provide an option to manage the notifications that are displayed (such as turning notifications on and off). If you want to change your notifications subscriptions, you should use the All Notifications, Addresses, or Orders tabs. Page 17 of 30
Copying the Notification Profile Settings from Another User You can quickly take over the profile settings from another user by clicking the Copy Profile button on the User Settings screen. You will have to enter the User ID for the individual that you want to copy the profile settings from. Enter the Cisco.com User ID for the individual that you want to copy the profile settings from. Click the Finish button to copy the profile settings over to your profile. WARNING PLEASE NOTE: When you click the Finish button, all your current Notification Profile settings will be overwritten! Page 18 of 30
Entering an invalid CCO will result in a system error message to try again. Ensure that the from field has been entered correctly. If no notification preference is setup for the from then the system will not update the notification preferences you have just attempted to setup. The To field will automatically be defaulted to match your CCO user id. The To and From field MUST match with Company ID/Order ID on file. The notification preferences has been successfully copied, will be displayed by the system upon a successful copy. Page 19 of 30
Unsubscribing from Notifications You can unsubscribe from notifications from the All Notifications tab, as well as from the Addresses tab and the Orders tab. Unsubscribing from the All Notifications tab The All Notifications tab displays all notifications that you are currently subscribed to. To unsubscribe: 1. Check the box in front of each notification that you want to unsubscribe from (you may have to scroll down to find a specific notification) 2. Click on the Turn Notifications Off button at the bottom of the screen to confirm your selection and the notification subscriptions that you turned off will be eliminated PLEASE NOTE: Checking the box for Company Name will select all notification subscriptions for that Company Name Page 20 of 30
Unsubscribing from the Addresses tab From the Addresses tab, you can unsubscribe one or more notifications for one or more addresses To unsubscribe all notifications for one or more addresses: 1. Scroll down to the Addresses section on the screen 2. Check the box in front of each address for which you want to unsubscribe your notification settings 3. Click the Turn All Off button at the bottom of the screen 4. Click the Save button To unsubscribe selected notifications from one or more addresses: 1. Scroll down to the Addresses section on the screen 2. Check the box in front of an address for which you want to unsubscribe a selected notification settings 3. Uncheck the box in front of a notification that you want to unsubscribe from 4. Repeat steps 2 and 3 for each address and/or notification 5. Click the Save button Page 21 of 30
Unsubscribing from the Orders tab From the Orders tab, you can unsubscribe one or more notifications for one or more Sales Order (SO) numbers, Deal IDs, or Purchase Order (PO) numbers. To unsubscribe all notifications for one or more SO, Deal ID or PO: 1. Scroll down to the Currently Subscribed section on the screen 2. Check the box in front of each SO, Deal ID, or PO number for which you want to unsubscribe your notification settings 3. Click the Turn All Off button at the bottom of the screen 4. Click the Save button To unsubscribe selected notifications from one or more SO, Deal ID or PO: 1. Scroll down to the Currently Subscribed section on the screen 2. Check the box in front of an SO, Deal ID or PO for which you want to unsubscribe a selected notification settings 3. Uncheck the box in front of a notification that you want to unsubscribe from 4. Repeat steps 2 and 3 for each SO, Deal ID or PO and/or notification 5. Click the Save button Page 22 of 30
Viewing What Notifications You Have Already Received History Button on All Notifications tab, Addresses tab, and Orders tab On each of the tabs, you can get a list of notifications that have been sent by: Checking the box for each notification subscription that you want to see the sent notifications for Clicking the History button at the bottom of the All Notifications tab, Addresses tab, or Orders tab. The results screen shows for each notification the filter (address, SO, Deal ID or PO number), the notification format (Email or Fax), Date, Status, Contact Name and Email or Fax details Page 23 of 30
Search Tab You can also search for specific notifications that you have received by using the Search tab (see graphic below). You can customize your search using multiple variables as required: Search In: Select Past Notifications (you also have the option to select Notification Subscriptions see Viewing the Notifications that you are subscribed to ) Search For: Select the parameter for which you want to see the notifications, e.g., User ID, Bill To address, Ship To address, SO number, Deal ID, PO number. Value: Enter the value for the selected parameter Notification Type: Select the notification type that you are searching for. Select All if you want to see all notification types Notification Format: Select All, Email or Fax Date Range: Enter the date range for the notifications that you are searching for Page 24 of 30
Changing Notification Settings Notification Format You can set the Notification Format to Email or Fax, except for XML Notification Set and EDI Notification Set which are automatically delivered via the XML or EDI interface At User Level, you can set a default Notification Format on the User Settings tab Select the desired Notification Format from the Default Notification Format pull down Click the Save Settings button to confirm your selection To copy settings from another user ( From the sender for example), simply enter a valid CCO User ID in the Choose User to Copy From field and click on Finish. This will copy all the notification preferences setup for the From CCO user id to your settings You can set a preferred format for the Notification delivery (Email or Fax) of individual notifications For notifications at Address Level: 1. Go to the Addresses tab 2. Scroll down to the Addresses section 3. Check the box for the address where you want to change your notification format 4. Change the notification format for each notification, as desired 5. Repeat the last steps three and four for each address, as needed 6. Click on the Save button to confirm your selection Page 25 of 30
For notifications at Order level (see graphic below) 1. Go to the Orders tab 2. Scroll down to the Currently Subscribed section 3. Check the box for the SO, Deal ID or PO where you want to change your notification format 4. Change the notification format for each notification, as desired 5. Repeat the last two steps for each SO, Deal ID or PO, as needed 6. Click on the Save button to confirm your selection Notification type You can change specific notifications at Address and Order (SO, Deal ID, or PO) level For notifications at Address Level: 1. Go to the Addresses tab 2. Scroll down to the Addresses section 3. Check the box for the address where you want to change a notification 4. Check (to subscribe) or Uncheck (to unsubscribe) the box for each notification, as desired 5. Repeat the last two steps for each address, as needed 6. Click on the Save button to confirm your selection Page 26 of 30
For notifications at Order level (see graphic below): 1. Go to the Orders tab 2. Scroll down to the Currently Subscribed section 3. Check the box for the SO, Deal ID or PO where you want to change a notification 4. Check (to subscribe) or Uncheck (to unsubscribe) the box for each notification, as desired 5. Repeat the last two steps for each SO, Deal ID or PO, as needed 6. Click on the Save button to confirm your selection PRODUCTIVITY TIPS Tracking the Delivery of a Specific Order If you are placing an order that is time sensitive and you want to track your orders progress throughout Cisco s order management process you may find the following notification subscriptions beneficial: SO & Scheduling Acknowledgement Ship Date Change Notification Pre-ship and Shipping Notification Tip: If this is not a re-occurring need for you, consider subscribing by a particular purchase order, sales order or deal id number. A series of these numbers can also be used for subscription by separating each number with a comma. Page 27 of 30
Tracking the Delivery of a Large Volume of Orders (Managing Backlog) If you are interested in having an up to date view of a large number of orders as they progress throughout Cisco s order management process you may find the following notification subscriptions beneficial: Backlog Report (available as Daily, Weekly or Bi-weekly subscription) Daily Ship Date Change Summary Notification Pre-ship and Shipping Notification Tip: If you are only interested in this information for a large series of orders, consider subscribing by a series of purchase orders, sales orders or deal id numbers. Tip: If you are interested in this information for an entire bill-to or ship-to address, use one of these identifiers to subscribe. If you are not aware of what your company bill-to or ship-to address identifier is, you may find this in you personalized view of Cisco s online ordering tools or contact Cisco s Customer Service. Tip: If you are managing a large volume of orders and ship date changes are of particular interest, consider subscribing to receive the daily summary of all changes, in place of a single notification each time a change occurs. Tip: Since the daily summary is at the order level, detailed line level information can be obtained if needed from Cisco s order status tool. Alternatively email subscribers, could subscribe to both the Daily Ship Date Change Summary notification and Ship Date Change notification, then using the tools available in their email program, auto-filter the Ship Date Change notification into a folder to be reviewed only when more details are needed than provided in the summary notification. Tracking the Amount Due on Your Account with Cisco If you are interested in knowing when an invoice is due, either 5, 15 or even 30 days before its due use one of these invoices to get advance notification. Depending on your business need, you can subscribe to one or all of these notifications to track each invoice alerts. A notification on the day an invoice is due or when an invoice becomes past due is also available. Invoice Due, Invoice Generated, Invoice Due in 5 Days, Invoice Due in 15 Days, Invoice Due in 30 Days, and Invoice Overdue Notifications. Tip: If you are only tracking a single or series of orders use order level information such as purchase order, sales order or deal id numbers to subscribe for only the invoice that you need. Tip: If you are tracking invoice information, rather upcoming invoices due or overdue invoices for an entire bill-to or ship-to address, use one of these identifiers to subscribe. If you are not aware of what your company bill-to or ship to address identifier is, you may find this in your personalized view of Cisco s online ordering tools or contact Cisco s Customer Service. Page 28 of 30
When You are Out of the Office If you temporarily don t want receive any notifications, for example when you re out of the office, you could disable your notification profile. Disable your profile on the User Settings tab Click on the Disable Notification Profile button. Your Profile Status will change to Inactive. When you return to the office, you can Enable Notification Profile on the User Settings tab and re-activate your old notification subscriptions. Alternatively, when out of the office the need may arise to delegate responsibility to a peer or another member of your staff. Simply, ensure that the individual is a registered user and have them copy your profile settings so that they receive the notifications. Upon your return ensure that both you and the appointed designee restore their old preferences as the system would have changed any previous settings (similar to turning off and on vacation message associated with your email account). Page 29 of 30
TROUBLESHOOTING I Didn t Receive an Expected Notification First check if you have subscribed to that specific notification (see Viewing the Notifications that you are subscribed to section). If you are subscribed, then check the notification history to see if the notification has been sent (see Viewing what notifications you have already received section). If you were subscribed and the history shows that the notification has been sent, contact Cisco Customer Service to check if there has been a transmission issue with the notification. The Notification Tool Doesn t Allow Me to Subscribe for a Specific Order That I Want to Track Confirm that the Sales Order (SO) Number or Purchasing Order (PO) Number entered is correct. If you have both numbers available, try the alternative if one option doesn t work. Check in the Addresses Tab if the Bill to address for this order is available for your profile. If the Bill to address is not displayed under the Addresses section on the screen and you believe that you should have access to the notifications for that Bill to address, contact Cisco Customer Service to get the Bill to address added to your profile. The Notification Tool Doesn t Allow Me to Copy the Notification Profile from a Specific User Confirm that the To and From field MATCH with Company ID/Order ID on file. The notification may have been forwarded from a non-registered user and thus would result in an error during the access level entitlement check. If the problem persists, please contact a CSR for further assistance. Page 30 of 30