Using the GXS Trading Grid and the IWF Document Manager

Transcription

1 Using the GXS Trading Grid and the IWF Document Manager October 26, 2010 Slide GXS, Inc.

2 Training Agenda Introduce the IWF/Document Manager and the Trading Grid Online portal Describe how to view documents you receive Explain how to prepare and send documents Describe the Getting Started activities you need to perform Review how you can get help. October 26, 2010 Slide GXS, Inc.

3 The GXS Trading Grid You will access documents by connecting to the GXS Trading Grid Online (TGO) portal and accessing the IWF/ Document Manager. You can use the customized forms in the Intelligent Web Forms (IWF) Document Manager to view, print, and save documents you receive, as well as prepare and send documents. October 26, 2010 Slide GXS, Inc.

4 A Quick Look at the GXS Trading Grid Document Manager October 26, 2010 Slide GXS, Inc.

5 This is an example of the Document Manager Inbox. You will use the Document Manager Inbox to locate documents that t your trading partner has sent to you. The document types that you receive may be different than the ones shown here. October 26, 2010 Slide GXS, Inc.

6 To open a document displayed in your Inbox, click on the link for the document in the Document ID column. October 26, 2010 Slide GXS, Inc.

7 This is an example of the Document Manager Sendbox. The Sendbox contains documents you have prepared and saved, and documents that you have sent. October 26, 2010 Slide GXS, Inc.

8 System Requirements October 26, 2010 Slide GXS, Inc.

9 System Requirements Supported Internet browsers: Internet 5.5+ Firefox 2+ Netscape 7.2+ Screen Resolution: 1024 x 768 To view and save files in.pdf format, you will need the Adobe Reader. The Document Manager system requires a one-time installation of the Lotus Forms Viewer. The system will walk you through this installation the first time you open a document. October 26, 2010 Slide GXS, Inc.

10 Installing the Lotus Forms Viewer October 26, 2010 Slide GXS, Inc.

11 Installing the Lotus Forms Viewer The first time you open a document from the Document Manager Inbox or start to create a document, the system will prompt you to install the Lotus Forms Viewer. The system will walk you through the Lotus Forms Viewer installation process. You will need to: Complete the Lotus Forms Viewer installation. Close your browser window. Log back in to Trading Grid Online. This is a one-time installation process. October 26, 2010 Slide GXS, Inc.

12 Installing the Lotus Forms Viewer (continued) The system will display the Software Download Required page. The page outlines the steps in the installation process. October 26, 2010 Slide GXS, Inc.

13 Installing the Lotus Forms Viewer (continued) If you would like more detailed step-by-step instructions on installing the Lotus Forms Viewer, choose the link labeled print the detailed instructions. October 26, 2010 Slide GXS, Inc.

14 Installing the Lotus Forms Viewer (continued) You can use the Print this page link to print the installation instructions. October 26, 2010 Slide GXS, Inc.

15 Installing the Lotus Forms Viewer (continued) To begin the Lotus Forms Viewer installation process, choose the Download Now button. October 26, 2010 Slide GXS, Inc.

16 Installing the Lotus Forms Viewer (continued) After the installation, remember to close your browser and log in again. October 26, 2010 Slide GXS, Inc.

17 Using the GXS Trading Grid Portal October 26, 2010 Slide GXS, Inc.

18 Signing on to GXS Trading Grid Online The Trading Grid password dis case-sensitive. To get started, you will need to log in to the Trading Grid Online portal at October 26, 2010 Slide GXS, Inc.

19 About the Operations Center When you log in to Trading Grid Online, the Operations Center is the first page you see. The Operations Center lets you access system alerts, product announcements, and the Document Manager document summary. October 26, 2010 Slide GXS, Inc.

20 Viewing Operations Center messages To view a message, click on the title of the message that you want to view.. October 26, 2010 Slide GXS, Inc.

21 Deleting Operations Center messages 1 2 To delete a message: 1. Select the check box next to the message. 2. Open the Actions list, and then choose Delete. You may want to delete the message after you view it. October 26, 2010 Slide GXS, Inc.

22 Viewing Operations Center messages 1 The Message Dashboard also shows other types of messages that you might receive. October 26, 2010 Slide GXS, Inc.

23 Viewing Operations Center messages 1 2 To view another message type: 1. Click on the link for the Type of message that you want to view. 2. Click on the title of the message that you want to view. October 26, 2010 Slide GXS, Inc.

24 Viewing the Document Manager summary Sendbox To see a summary of what is in your Document Manager Inbox and Sendbox, click on the Document Manager link in the Type column. October 26, 2010 Slide GXS, Inc.

25 Viewing the Document Manager summary Sendbox When you are ready to access the IWF/Document Manager, choose the Document Manager tab or the Document Manager link. October 26, 2010 Slide GXS, Inc.

26 Working with your Community s IWF Documents (System Demonstration) October 26, 2010 Slide GXS, Inc.

27 Setting Up Additional Trading Grid Users October 26, 2010 Slide GXS, Inc.

28 About the Account Manager Privilege Any user with the Account Manager privilege can set up additional Trading Grid users accounts for other users in your company. The default contact assigned during the registration process is automatically assigned the Account Manager role and can create Trading Grid user accounts. When an Account Manager creates a new user account, he/she will designate which system activities the user can perform. Additionally, the Account Manager may choose to assign the Account Manager role to the user account. October 26, 2010 Slide GXS, Inc.

29 Creating a Trading Grid User Account Click on the Account Manager tab. 2. Choose User Management. 3. Select Create New User from the Actions list. To create a new user account, access the User Management function. October 26, 2010 Slide GXS, Inc.

30 Creating a Trading Grid User Account (continued) Complete the contact information. 5. Enter the log in credentials for this user. Be sure to record the credentials that you create. You will need to give the new user this information Choose Next Step. In Step 1, you provide contact information and login credentials for the new user. October 26, 2010 Slide GXS, Inc.

31 Creating a Trading Grid User Account (continued) Assign the Knowledge Base privilege to all users. In Step 2, you assign Service Privileges to the user account. October 26, 2010 Slide GXS, Inc.

32 Creating a Trading Grid User Account (continued) Assign the IWF Document Manager privileges that you want this user to have. October 26, 2010 Slide GXS, Inc.

33 Creating a Trading Grid User Account (continued) Determine if you want the user to have the Account Manager privilege. A user account with this privilege can create user accounts, modify your company profile information, and maintain other configuration details. October 26, 2010 Slide GXS, Inc.

34 Creating a Trading Grid User Account (continued) Assign the Operations Center privilege to all users you create. October 26, 2010 Slide GXS, Inc.

35 Creating a Trading Grid User Account (continued) When the settings for this user are complete, choose Next Step. October 26, 2010 Slide GXS, Inc.

36 Creating a Trading Grid User Account (continued) In Step 3, scroll through and review the user settings you have established. October 26, 2010 Slide GXS, Inc.

37 Creating a Trading Grid User Account (continued) At the bottom of the Review page, choose Submit to create the new user account. October 26, 2010 Slide GXS, Inc.

38 Creating a Trading Grid User Account (continued) If you want to see the new user in the User List, click on the Users button. The system confirms that t the user account was successfully created. October 26, 2010 Slide GXS, Inc.

39 Creating a Trading Grid User Account (continued) After the user account is created, you will need to provide the user with the Trading Grid URL and the login credentials that you created on their behalf. New users logging into Trading Grid Online for the first time should use the My Profile link to change their Trading Grid password and establish their Password Recovery information. October 26, 2010 Slide GXS, Inc.

40 Changing your Trading Grid Password October 26, 2010 Slide GXS, Inc.

41 Changing your Trading Grid Password If you receive log in credentials that have been created on your behalf, use the My Profile link to perform the following tasks: Change your Trading Grid password. Establish or modify your Trading Grid password recovery questions. October 26, 2010 Slide GXS, Inc.

42 Changing your Trading Grid Password (continued) If needed, you can update your contact information on the My Profile page. To update your Trading Grid password and/or password recovery questions, choose the Change Password link. October 26, 2010 Slide GXS, Inc.

43 Changing your Trading Grid Password (continued) Enter your password and password recovery information on the Password page. When your entries are complete, choose Submit. October 26, 2010 Slide GXS, Inc.

44 What if I forget my password? If you forget your password, you can reset your password by clicking on the Forgot Password? link on the Trading Grid Login page. You will be asked to provide your Trading Grid User ID and answer the password recovery questions. After you answer the password recovery questions successfully, the system will send you an with a temporary password. October 26, 2010 Slide GXS, Inc.

45 Setting Up IWF Document Arrival Notifications October 26, 2010 Slide GXS, Inc.

46 About IWF Document Manager Alerts You can receive notifications when documents arrive in your IWF/Document Manager Inbox. Service Contacts must be set up for each address or distribution list that needs to receive arrival notifications. The IWF Document Arrival Alerts check box must be enabled. A Service Contact is automatically set up for the contact established during registration. Their IWF Document Arrival Alerts check box is not enabled; however they are automatically included as an IWF Document Arrival Alert recipient. You will need to update the default Event Management rule for IWF Document Arrival Alerts to include other Service Contacts. The following slides describe how to set up document arrival notifications. October 26, 2010 Slide GXS, Inc.

47 Setting up a New Service Contact for IWF Notification This procedure describes how you set up Service Contacts t for additional addresses or distribution lists that need to receive IWF document arrival notifications. October 26, 2010 Slide GXS, Inc.

48 Setting up a New Service Contact for IWF Notification (continued) Choose the Account Manager tab. 2. Select the Service Configuration button. 3. Select the Service Contacts button. Start by opening the Service Contacts page. When you first access the Service Contacts page, the default contact at your company is already listed. This contact is set up during the registration process. October 26, 2010 Slide GXS, Inc.

49 Setting up a New Service Contact for IWF Notification (continued) 4 4. Open the Actions list, and choose Add New contact. Next, add the next Service contact. t October 26, 2010 Slide GXS, Inc.

50 Setting up a New Service Contact for IWF Notification (continued) 5 5. Complete the required contact t details. 6. Select the IWF Document 6 Arrival Alerts check box Enter the address or distribution list. Enter the Service Contact details. October 26, 2010 Slide GXS, Inc.

51 Setting up a New Service Contact for IWF Notification (continued) 8 8. Choose Submit. When the information is complete, submit the Service Contact details. October 26, 2010 Slide GXS, Inc.

52 Setting up a New Service Contact for IWF Notification (continued) If you click on the Service Contacts button, you will see the new service contact in the Service Contact list. The system confirms that the new Service Contact was created. October 26, 2010 Slide GXS, Inc.

53 Setting up a New Service Contact for IWF Notification (continued) The Service Contact list now shows that both service contacts are set up for IWF Document Arrival Alerts. The system displays the list of Service Contacts. Continue adding Service Contacts for any additional addresses or distribution lists that need to receive IWF Document Arrival alerts. October 26, 2010 Slide GXS, Inc.

54 Configuring the IWF Alert Event Management Rule This procedure describes how to use the Event Management function to configure your default IWF Arrival Alert rule so that the Service Contacts you define will receive IWF Arrival notifications. October 26, 2010 Slide GXS, Inc.

55 Configuring the IWF Alert Event Management Rule (continued) Choose the Account Manager tab. 2. Select the Service Configuration button. 3. Select the Event Management button. Start by opening the Transaction Event Rules and Alerts page. October 26, 2010 Slide GXS, Inc.

56 Configuring the IWF Alert Event Management Rule (continued) Open the Rule type selection list, and choose IWF Document Arrival Alerts. 5. Choose the Configure button. Use the Alerts section to access the IWF Document Arrival Alert rules. October 26, 2010 Slide GXS, Inc.

57 Configuring the IWF Alert Event Management Rule (continued) The initial (default) IWF Document Arrival Alert rule is set up automatically. October 26, 2010 Slide GXS, Inc.

58 Configuring the IWF Alert Event Management Rule (continued) To configure the default rule, select the radio button in the first column. Then, open the Actions list, and choose Modify. October 26, 2010 Slide GXS, Inc.

59 Configuring the IWF Alert Event Management Rule (continued) In its default configuration, only your primary (default) contact will receive the IWF Arrival Alert notifications. October 26, 2010 Slide GXS, Inc.

60 Configuring the IWF Alert Event Management Rule (continued) We recommend enabling the Document Arrival Contacts check box. Unless you change configuration options later, this is a one-time activity. October 26, 2010 Slide GXS, Inc.

61 Configuring the IWF Alert Event Management Rule (continued) When the Document Arrival Contacts check box is enabled, all Service Contacts that have the IWF Document Arrival Alerts check box enabled will begin to receive arrival notifications immediately. October 26, 2010 Slide GXS, Inc.

62 Configuring the IWF Alert Event Management Rule (continued) After enabling the Document Arrival Contacts check box, choose Submit. October 26, 2010 Slide GXS, Inc.

63 Configuring the IWF Alert Event Management Rule (continued) The system shows the final recipient list for the IWF Document Arrival Alert rule. October 26, 2010 Slide GXS, Inc.

64 Tips for Using Trading Grid Online October 26, 2010 Slide GXS, Inc.

65 Keeping Your Trading Grid Session Active If you see the session timeout warning, click on the Extend Session button to continue your session. October 26, 2010 Slide GXS, Inc.

66 Keeping Your Trading Grid Session Active (continued) The system will confirm that the session has been extended. Click on the X to close the system message. If you do not extend your session you will lose your data. October 26, 2010 Slide GXS, Inc.

67 Adding the Inbox on the Operations Center Page You can configure the system to display the Document Manager Inbox on the Operations Center page. October 26, 2010 Slide GXS, Inc.

68 Wrap Up October 26, 2010 Slide GXS, Inc.

69 Key Take-Aways You will use you Trading Grid user account to logon to the system to access the IWF/Document Manager system. You will find documents that you have received in your Document Manager Inbox. The system can send you an when new documents arrive in your Inbox. Documents you have created and saved, and documents you have sent are displayed in your Document Manager Sendbox. Documents are retained in the system for 45 days. Be sure to save documents that t you want to keep in PDF, XML or CSV format locally on your PC or LAN. October 26, 2010 Slide GXS, Inc.

70 Getting Help October 26, 2010 Slide GXS, Inc.

71 When You Need Help (continued) For questions related to the GXS Trading Grid or the IWF Document Manager, contact GXS Technical Support. U.S. and Canada: By phone: By Asia Pacific See service/global support center/regional pacific htm Europe See Latin America See October 26, 2010 Slide GXS, Inc.

72 Final Questions? October 26, 2010 Slide GXS, Inc.

73 Questions North America gxs.com EMEA gxs.eu ASPAC gxs.asia.com October 26, 2010 Slide GXS, Inc.