Us ing the Order To Cas h (OTC) Dashboard

Transcription

1 Us ing the Order To Cas h (OTC) Dashboard

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3 Table Of Contents G etting S tarted... 1 Basic User Tasks... 3 Viewing the Dashboard... 3 Configuring and Viewing Dashboard Preferences... 6 Configuring User Settings... 6 Viewing Timing and Expectancy Settings... 8 Configuring Notifications...12 Viewing Trading Partner Process Flows...15 Monitoring Order To Cash Status Viewing or Downloading a Document Flow Viewing Document Details Viewing Document Processing Details Generating Reports Viewing Reports Trading Partner Administrator Tasks Trading Partner Administrator Tasks Modifying Timing and Expectancy Settings Manually Setting Document Status Creating Process Flows Configuring Process Flows Setting Default Data Sources Assigning a Process Flow to a Relationship Customizing Trading Partner Process Flows Adding New Users to Dashboard Modifying Users Dashboard Access Frequently As ked Questions What Happens When...? iii

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5 G ETTING S TAR TE D This support material assumes the user has a working knowledge of Electronic Data Interchange (EDI) and a clear understanding of standard EDI terminology. Before using the Order To Cash (OTC) Dashboard, your User ID must meet all of the following requirements. If you are a Dashboard User, then you: have a portal login ID and password are a member of intended Trading Partner profile in CCA (Note: In order to be a Dashboard Administrator for your organization, you must be a Covisint Connect Trading Partner Administrator) have requested and been approved for the OTC Dashboard service package have been added to the OTC Dashboard by the Dashboard Administrator (after being approved for the OTC Dashboard service package) If you are a Dashboard Administrator, then you: will perform all tasks of the basic user in addition to the Administrator tasks must also be assigned the role of Connect TP Administrator in the intended TP Profile within Connect in order to administrate the Order To Cash (OTC) Dashboard (Note: Dashboard Administrators are only able to administrate users and view data of the TP Profiles for which they are Trading Partner Administrators in Covisint Connect) have added users as appropriate to the OTC Dashboard 1

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7 B AS IC USER TASKS Viewing the Dashboard The OTC Dashboard assists you in monitoring Electronic Data Interchange (EDI) documents associated with process flows for orders your Trading Partners place with your business. You can monitor documents associated with the order process from the time an order document is received through the time payment is received. This topic assumes you have accessed your portal and navigated to the OTC Dashboard. To view data similar to that displayed in the screen shot when the Dashboard opens, you must first complete default selections as described in Configuring User Settings. If you do not configure your user settings, the Dashboard will be empty when it opens. ITEM NUMBER DEFINITION: 1 Profile - selection list for your available business Profiles. 2 Trading Partners - selection list for the Trading Partners associated with the selected Profile. 3 Process Flow - selection list for the process flows you can use to filter documents for the selected Profile and Trading Partner combination. 3

8 Using the Order To Cash (OTC) Dashboard ITEM NUMBER DEFINITION: 4 Text entry fields - after you select a Profile, Trading Partner, and Process Flow combination, the page dynamically displays from two to six text entry fields that represent the available key data points that are available. Important: The number of fields and the field labels can change according to your Profile, Trading Partner, and Process Flow selections. You can enter text in the fields to limit the set of document flows that are returned by your query. Referring to the screen shot example, if you enter a valid number in the Invoice Number field, the query will return only documents associated with that invoice number. 5 GO button - after you select a Profile, Trading Partner, and Process Flow combination, the GO button becomes available. When you click the GO button, the system submits your query and displays the returned document flows in the screen's main display area. 6 Page navigation - for multi-page displays, indicates the number of the displayed page and supports navigation to other pages using the left and right arrows. 7 Refresh button - refreshes the browser window to display the most recent portlet data. Your browser may not automatically display updated data when the portlet refreshes. To ensure you are viewing the latest available data, click the Dashboard Refresh icon (Item 7) periodically. 8 Document Flow - displays one row for each retrieved seed document. A seed document is the starting point of a document flow. For more details, refer to Monitoring Order To Cash Status. 9 Last Document Date - displays the last date on which a document was added to the flow. 10 Status - displays the most recent status of the flow. Hold your cursor over a status icon to display a definition for the icon. 11 Data point columns - from two to six data point columns display, which correspond to the text entry fields described for Item 4. The number of columns and the column headings change as required to match the fields labeled 4 in the screen shot. 12 Report - click the report button to generate a report on the data in your query. For details, refer to Generating Reports. 13 Preferences - click the Preferences button to configure or view your OTC Dashboard settings. 4

9 Basic User Tasks ITEM NUMBER DEFINITION: 14 The bottom left area of the Dashboard displays the date and time on which the portlet data was last refreshed (the portlet refreshes approximately every 5 minutes). Your browser may not automatically display updated data when the portlet refreshes. To ensure you are viewing the latest available data, click the Dashboard Refresh icon (Item 7) periodically. 5

10 Using the Order To Cash (OTC) Dashboard Configuring and Viewing Dashboard Preferences Configuring Us er S ettings Configuring User Settings is an optional procedure. If you configure default user settings, the Dashboard will query for document flow data when it opens. If you do not set default preferences for Profile, Trading Partner, and Process Flow, an empty Dashboard will display when it opens. Complete the following steps to configure your default OTC Dashboard User Settings. 1. Click the Dashboard Preferences button. The Dashboard Preferences dialog displays. 6

11 Basic User Tasks 2. Verify that the User Settings tab is selected, then select options as required, using the following steps. 3. Select the Document Identification Display. The default is By Name. If you prefer to view document types in your Dashboard display, click By Type. 4. Select the Default Profile you want to use in a query when the OTC Dashboard starts from the drop down list of available profiles. To clear an existing default, click Select in the drop-down list. 5. Select the Trading Partner you want to use in a default query when the Dashboard starts from the drop down list of partners available for the selected Profile. To clear an existing default, click Select in the drop-down list. 6..Select the Process Flow you want to use as in a default query when the Dashboard starts from the drop down list of available flows. To clear an existing default, click Select in the drop-down list. 7. Select a default Number of Days from the drop down list. The number of days setting determines the oldest documents, by date of last status change, to include in the query results. For example, if you select 7, the Dashboard will display all the documents that meet other selection criteria and whose status was changed within the last 7 days. Note: The default setting for Number of Days is 1. If you do not change the default, documents whose statuses changed more than one day prior will not be displayed in the Dashboard. 8. [Optional] Click Cancel to discard any unsaved changes. If you have unsaved changes and you want to discard them, answer Yes to the confirmation prompt. 9. Click Save. 10. When you are finished changing your settings, click Close to dismiss the Preferences dialog. RESULT You have successfully configured your default user settings. : 7

12 Using the Order To Cash (OTC) Dashboard Viewing Timing and E xpectanc y S ettings Complete the following steps to view the timing and Expectancy settings for the OTC Dashboard. The Timing and Expectancy tab indicates whether application acknowledgements are expected and the required time by which they must be returned after the original message is delivered to the trading partner. 1. Click the Dashboard Preferences button. The Dashboard Preferences dialog displays. 2. Click the Timing and Expectancy tab. The tab displays. This is view-only information that applies to all Dashboard users. Only Dashboard Administrators can modify settings on this tab. 8

13 Basic User Tasks 3. From the Profile drop-down list, select the Profile for which you wish to view Timing and Expectancy settings. The screen refreshes, and the Trading Partners associated with the profile are displayed. 9

14 Using the Order To Cash (OTC) Dashboard 4. Click the + sign by a Trading Partner to expand it and view the Timing and Expectancy settings for its documents. 10

15 Basic User Tasks 5. When you are finished viewing the settings, click the Close button to dismiss the Preferences dialog. RESULT: You have successfully viewed timing and expectancy settings. 11

16 Using the Order To Cash (OTC) Dashboard Configuring Notifications You must configure Notifications settings for each of your available Profiles and Trading Partners, if you want to be notified when message events occur. Note: The changes you make affect only your notifications, they do not change other users' notifications settings. Complete the following steps to configure your Notifications settings. 1. Click the Dashboard Preferences button. The Dashboard Preferences dialog displays. 2. Click the Notifications tab, then select the Profile for which you want to configure Notifications settings. The screen refreshes, and the Trading Partners associated with the profile are displayed. 12

17 Basic User Tasks 3. Enter your address in the Primary (TO) field. This is the primary address to which alerting messages will be sent. If you want to type additional addresses in the Primary (TO) field, separate them with semicolons. 4. If you want to add Secondary (CC) addresses, type them in the field, separated with semicolons. 5. Select a Frequency radio button to indicate how often you want to receive notifications: Daily - One is sent each day at time you select in the Run Time dropdown list. The contains all the notifications that occurred in the past 24 hours. If you select Daily, you must also select a Run Time from the drop-down list. Real Time - Notification s are sent as notification events occur. If you select Real Time, the Run Time selection is not available. 6. For each trading partner in the profile, select the check box of each status type for which you want to receive notifications. If there are multiple pages of Trading Partners, use the Page controls to navigate through the complete set. 7. Click Save. 8. Repeat steps 2-8 as required until you have set notifications for all Trading Partners in all Profiles. 9. When you are finished changing your settings, click Close to dismiss the Preferences dialog. 13

18 Using the Order To Cash (OTC) Dashboard RESULT You have successfully configured Notifications. 14

19 Basic User Tasks Viewing Trading Partner Proces s Flows Trading Partner message flow data will not appear in the OTC Dashboard until associated Process Flows are created and assigned to the Trading Partners. Contact your OTC Dashboard Administrator if your Trading Partners are not associated with Process Flows. Complete the following steps to view the available process flows. 1. Click the Dashboard Preferences button. The Dashboard Preferences dialog displays. 2. Click the Trading Partner Process Flows tab. The tab displays. This is view-only information. Only Dashboard Administrators can create or modify process flows. 15

20 Using the Order To Cash (OTC) Dashboard 3. View the list of Trading Partners. Use the Page controls as required to view all the retrieved Trading Partners. If there is no entry in the Process Flow column for a Trading Partner, then no flow is assigned, and documents for that Trading Partner will not display in the OTC Dashboard. 4. Repeat steps 2 and 3 for each of your available Profiles. 5. When you are finished viewing Trading Partner Process Flow information, click Close to dismiss the dialog. RESULT: You have successfully viewed Trading Partner Process Flows. 16

21 Basic User Tasks Monitoring Order To Cash Status The main purpose of the OTC Dashboard is to assist you in monitoring Electronic Data Interchange (EDI) documents associated with process flows for orders your Trading Partners place with your business. If you configured a default Profile, Trading Partner, and Process Flow, as described in Configuring User Settings, then your Dashboard displays Trading Partner information when it opens. Otherwise, the Dashboard will be empty when it opens. Complete the following steps to monitor the status of documents tracked by the Order to Cash Dashboard. 1. Access your portal and navigate to the Order To Cash Dashboard. 2. Does the Dashboard display the Profile, Trading Partner, and Process Flow you want to monitor? If Yes, skip to step 6. If No, continue with step Select the desired Profile from the Profile drop-down list. 4. Select the desired Trading Partner from the Trading Partner drop-down list. 5. Select the desired Process Flow from the Process Flow droop-down list. The Go button becomes available. Important: When you complete step 5, the Dashboard dynamically displays free-form text entry fields, which represent the key data points available for the documents in the selected process flow. The free-form text fields display to the right of the Process Flow field. There can be from two to six fields, depending upon the documents in the flow and your Dashboard configuration. The field labels can change, depending on the selected Process Flow. In the screen shot example, the first free form text field is labeled Invoice Number. 17

22 Using the Order To Cash (OTC) Dashboard 6. [Optional] Enter text in the free-form fields as required. You can enter search terms in the free-form text fields to limit the set of documents whose status you want to monitor. 7. Click the G o button. The Dashboard displays the document flows that meet the selected criteria. The Dashboard display area includes the following columns. Document Flow. Displays the Name or Type (depending on your User Settings) and ID of each 'seed' document - a document that represents the start of a process flow. Last Document Date. Displays the date on which a document was last added to the flow. Columns for key data points. The Dashboard displays a series of two to six columns that match the key data point fields described in steps 5 and 6, above. 8. Use the Dashboard Page controls to navigate through multiple pages of retrieved seed document listings as required. 18

23 Basic User Tasks 9. At this point you have retrieved the document flows that meet your Profile, Trading Partner, Process Flow, and other search criteria. If you want to analyze one or more of the displayed document flows, proceed to step 10. If you want to search for different document flows, start over at step 3. If you are finished monitoring Order To Cash status, skip to step To analyze document flows, start from this screen and perform the following subprocedures in sequence. Viewing or Downloading a Document Flow - to view the list of documents in a document flow, or to download the information in an Excel spreadsheet for additional analysis. Viewing Document Details - to view key data point details for a document. Viewing Document Processing Details - to view Envelope, Group, or Transaction Set information. 11. When you are finished using the Order To Cash Dashboard, close your portal window. RESULT: You have successfully monitored Order To Cash status. 19

24 Using the Order To Cash (OTC) Dashboard Viewing or Downloading a Document Flow This procedure assumes you are in the process of monitoring document flows, as described by Monitoring Order To Cash Status. Complete the following steps to view the list of documents in a displayed document flow, or to download document flow information in an Excel spreadsheet for additional analysis. 1. Complete a successful document flow query as described in Monitoring Order To Cash Status. To complete the remaining steps, you must have successfully performed a document flow query, with results similar to the following. 2. Open the Document Flow you want to view or download. There are two ways to open the flow. Double-click the Document Flow. Right-click the Document Flow and s elect Open S eed from the context menu. 20

25 Basic User Tasks Result: The list of documents in the flow display in a new pop-up window, similar to the following. 3. View the documents that comprise the flow. The new pop-up window includes the following columns. Document, which lists the documents that make up the flow. The documents are displayed by Name or Type, depending upon your user settings. Direction arrow, which indicates if the document was inbound or outbound. The left-pointing arrow in the screen shot indicates inbound. A right-pointing arrow indicates outbound. Document Date - the date of the document. Status, which displays the status of the document. Hold your cursor over a status icon to display a definition for the icon. One column for each of the key data points associated with your query. 21

26 Using the Order To Cash (OTC) Dashboard If there are multiple pages in the results, use the page controls as required to navigate through the list of documents. 4. If you want to download the Document Flow in an Excel file, perform the following substeps. Click the pop-up window's Download document information button. An operating system dialog similar to the following displays Click Save. A Save dialog similar to the following displays. Navigate to the folder to which you want to save the file, and modify its default name if you wish, then click Save. 22

27 Basic User Tasks The file is saved and the dialog is closed. Start Excel and open the file. The Excel file data is organized in the same way as the screen shot at step 2, similar to the following. When you are finished with the file, close Excel. If you are finished with this document, click the Close button on the pop-up window that opened at step If you want to view or download the documents in other Document Flows, return to step If you want to further analyze the documents in the flow, perform the following procedures. Viewing Document Details Viewing Document Processing Details RESULT: You have successfully viewed or downloaded Document Flow information. 23

28 Using the Order To Cash (OTC) Dashboard Viewing Document Details This procedure assumes you are in the process of viewing documents associated with a Document Flow, as described by Viewing or Downloading a Document Flow. Complete the following steps to view the details of documents in a displayed document flow. 1. Complete a successful Document Flow query as described in Monitoring Order To Cash Status. 2. Open the Document Flow for which you want to view details, as described in Viewing or Downloading a Document Flow. You are now viewing the list of documents that make up the Document Flow, in a pop-up window similar to the following.. 3. View the details for selected documents. There are two ways to view the details. Double-quick the document for which you want to view details. Right-click the document and select S how Details in the context menu. The details display in a new pop-up window, similar to the following. 24

29 Basic User Tasks 4. When you are finished viewing details, click the pop-up window's Close button. 5. If you want to view the details for other documents, return to step When you are finished viewing document details, dismiss all pop-up windows by clicking their Close buttons. RESULT: You have successfully viewed document details. 25

30 Using the Order To Cash (OTC) Dashboard Viewing Document Processing Details This procedure assumes you are in the process of viewing documents associated with a Document Flow, as described by Viewing or Downloading a Document Flow. Complete the following steps to view processing details, such as Envelope, Group, or Transaction Set information, of documents in a displayed document flow. 1. Complete a successful Document Flow query as described in Monitoring Order To Cash Status. 2. Open the Document Flow for which you want to view processing details, as described in Viewing or Downloading a Document Flow. You are now viewing the list of documents that make up the Document Flow, in a pop-up window similar to the following. 3. View the processing details for a selected document. Right-click the document and select Open Document in the context menu. The details display in a new pop-up window, opened to the Envelope tab, similar to the following. 26

31 Basic User Tasks 4. View Functional or Application Acknowledgement details as required by double-clicking their check marks. When you double-click a check mark, a details window similar to the following displays. When you are finished viewing acknowledgement details, click the window's Close button. 27

32 Using the Order To Cash (OTC) Dashboard 5. View message details and Envelope, Group, or Transaction Set Information as required. 6. If you want to download the Envelope Details information, click the Envelope Details tab Download button, and follow the on-screen prompts to open or save the *.dat file. 28

33 Basic User Tasks 7. If you want to view the message's status, click the Update tab. Note: Only Dashboard Administrators can manually update message status. For details, go to Manually Setting Document Status. 8. When you are finished viewing processing details, click the pop-up window's Close button. 9. If you want to view processing details for other documents, return to step When you are finished viewing document details, dismiss all pop-up windows by clicking their Close buttons. RESULT: You have successfully viewed document processing details. 29

34 Using the Order To Cash (OTC) Dashboard Generating Reports Complete the following steps to generate reports from the OTC Dashboard. 1. Click the Dashboard Report button. The Report window displays. 2. Select a Profile from the drop down list. The list of Available Trading Partners displays. 3. If you want to generate a report for all Trading Partners in the profile, select the All Trading Partners check box and skip to step 4. Otherwise, continue with step Select the Trading Partners you want to include in the report by selecting their names in the Available Trading Partners list and clicking the > arrow to move them into the Selected Trading Partners list. Once partners are shown in the Selected Trading Partners list, you can change their sequence with the up and down arrows. Select the All Trading Partners check box to include all partners in the report. 5. Specify a date range for the report. Click the From Date calendar icon and select a start date and time for the report. [Optional] Click the To Date calendar icon and select an end date and time for the report. 6. [Optional] Choose the Application Acknowledgement types you want to include in the report by selecting their check boxes. Negative Overdue Positive 30

35 Basic User Tasks 7. [Optional] If you want to include uncorrelated messages in the report, select the Non- Correlated Messages check box. Note: If you do not make selections at steps 5 and 6, the resulting report will include all messages within the selected date range. 8. Select the Report File Type. CSV (comma separated values) XLS (default - older Microsoft Excel file format) XLSX (newer Microsoft Excel file format supported by Microsoft Office 2007 and later) 9. Set the Sender/Receiver options. You can select one or both options by checking their check boxes as required. Each option generates a separate report. Generate for Profile As Sender Generate for Profile As Receiver Important: If you select both options, two reports are generated, and they are downloaded to you in a zip file at step 11. If you select only one option, the file is sent to you in the format you selected at step 8. It is not zipped. 10. When you are satisfied with your selections, click Submit to generate the report. The Reports window closes. 11. Follow your browser and operating system prompts as required to save the report file to a location on your PC. 12. To view the contents of the report, go to Viewing Reports. RESULT You have successfully generated a report. : 31

36 Using the Order To Cash (OTC) Dashboard Viewing Reports Complete the following steps to view reports you previously created using Generating Reports.. The steps assume that you generated reports in an Excel format 1. Navigate to the location where you saved the report file. 2. [Optional] If the file you downloaded included two reports, it was saved as a zip file. Unzip the file to extract the reports. 3. Open the report file you want to view, using the appropriate software for the file format. Excel format reports open in a window similar to the following. 4. View the report content as required. The report is organized into the following columns. Profile - the name of the profile selected for the report. Trading Partner - the name of the Trading Partner associated with the report row. Connect Message ID - the identifying number of the message in the report row. Status - the status code and code description for the message in the report row. Document type - the type of the document in the report row. The Document Type can be a name or a type, depending on how you configured your preferences in Configuring User Settings. Document date - the date the document in the row was received. RESULT You have successfully viewed a report. : 32

37 T R ADING PARTNER A DMINIS TR ATOR TASKS Trading Partner Administrator Tasks In addition to performing all tasks of the basic user, the Trading Partner Administrator has additional responsibilities. Trading Partner Administrator tasks permissions are configured as required by the partner's agreement with Covisint, and may include: Setting timing and expectancy of acknowledgements for the Dashboard Administering user account settings Creating and modifying process flows 33

38 Using the Order To Cash (OTC) Dashboard Modifying Timing and Expectancy Settings Dashboard Administrators can modify timing and acknowledgement expectancy settings for each Trading Partner document that supports application acknowledgement. Timing and Expectancy setting changes made here apply to all your Dashboard users. Complete the following steps to modify OTC Dashboard Timing and Expectancy settings. 1. Click the OTC Dashboard Preferences button. The Dashboard Preferences dialog displays. 2. Click the Timing and Expectancy tab. The tab displays. 34

39 Trading Partner Administrator Tasks 3. From the Profile drop-down list, select the Profile for which you want to modify Timing and Expectancy settings. The screen refreshes, and the Trading Partners associated with the profile are displayed. 35

40 Using the Order To Cash (OTC) Dashboard 4. Click the + sign by a Trading Partner to expand it and view the Timing and Expectancy settings for its documents. The list includes only those documents that support application acknowledgements. 36

41 Trading Partner Administrator Tasks 5. Select the Application Acknowledgement Expected check box for each Trading Partner document for which you expect a positive acknowledgement. By default, when a new Trading Partner is posted to the Dashboard all Timing & Expectancy settings are enabled. If a positive acknowledgement is not expected, clear the Application Acknowledgement Expected check boxes as required. 6. For each document with the Application Acknowledgement Expected check box selected, enter a time by which the acknowledgement must be received. You must make at least one time value selection. Select days, hours, and minutes, as required. If an acknowledgement is not received within the specified time, the acknowledgement will be flagged as past due. 7. Click Save. 8. Repeat steps 3-7 as required until you are finished setting expectancy and timing values for all Profiles and Trading Partner documents. RESULT: You have successfully set expectancy and timing of acknowledgements. 37

42 Using the Order To Cash (OTC) Dashboard Manually Setting Document Status Only Dashboard Administrators can manually set document status. Complete the following steps to manually set a document's status. 1. Complete a successful Document Flow query as described in Monitoring Order To Cash Status. 2. Open the Document Flow that includes the document for which you want to manually change status,by double-clicking it. You are now viewing the list of documents that make up the Document Flow, in a pop-up window similar to the following.. 3. Right-click the document whose status you want to change and select Open Document in the context menu. The details display in a new pop-up window, opened to the Envelope tab.. 38

43 Trading Partner Administrator Tasks 4. Click the Update tab. The tab displays the document's current status in the Update Status field. 5. Click the Update Status drop-down to view the list of available statuses, and select the status to which you want to force the document. 39

44 Using the Order To Cash (OTC) Dashboard 6. Type a reason for the manual status change in the Reason For Status Change field. 7. Click Save. 8. Click the pop-up window's Close button. 9. If the document's status does not update in the document list window (refer to step 2), click the window's R efresh button. 10. If you want to change the status of other documents, return to step When you are finished changing document statuses, dismiss all pop-up windows by clicking their Close buttons. RESULT: 40

45 Trading Partner Administrator Tasks You have successfully changed a document's status. 41

46 Using the Order To Cash (OTC) Dashboard Creating Process Flows The overall process for creating and configuring Process Flows consists of the following procedures: Creating Process Flows (this procedure) Configuring Process Flows Setting Default Data Sources Assigning a Process Flow to a Relationship Customizing Trading Partner Process Flows Dashboard Administrators can create new process flows. There are two methods for creating process flows: Create a completely new process flow. Create a process flow by copying an existing flow. Complete the following steps to create a process flow. 1. Click the OTC Dashboard Preferences button. The Dashboard Preferences dialog displays. 2. Click the Process Flows tab. The tab displays. 42

47 Trading Partner Administrator Tasks 3. If you want to create a completely new flow, click Add Process Flow. Otherwise, skip to step 7 to copy a process flow. The Add Process Flow dialog displays. 4. In the Process Flow field, type a name for the new flow. 5. Select a Process Flow Purpose radio button. 43

48 Using the Order To Cash (OTC) Dashboard Standard Process Flow, for typical process flows meant to collect a wide variety of document information. Special Purpose Process Flow, for process flows that collect information about documents that have a specific status, such as Positive functional acknowledgement or Not correlated. If you select Special Purpose Process Flow, you must also select a Status Code from the drop-down list. 6. Click Continue. The Add Process Flow dialog closes and the Process Flows tab is updated with the flow you created. Important: At this point Standard process flows are empty and unusable. You must perform Configuring Process Flows. 7. If you want to create a new process flow from a copy of an existing process, click Copy Process Flow (refer to the screen shot at step 2). The Copy Process Flow dialog displays. 8. Select the standard process flow you want to copy from the Process Flow drop-down list. 9. Type a New Process Flow Name. 10. Click Continue. The Copy Process Flow dialog closes and the Process Flows tab is updated with the flow you created. 11. At this point, you have a new standard process flow, based on an existing process flow. Perform Configuring Process Flows as required to modify the new process flow. RESULT: You have successfully created a process flow. 44

49 Trading Partner Administrator Tasks Configuring Process Flows The overall process for creating and configuring Process Flows consists of the following procedures: Creating Process Flows Configuring Process Flows (this procedure) Setting Default Data Sources Assigning a Process Flow to a Relationship Customizing Trading Partner Process Flows Dashboard Administrators can configure Standard process flows. Configure process flows to modify Key Data Point and Process Flow Document information. The changes you make in this procedure can be modified for specific Profile/Trading Partner relationships. For details, go to Customizing Trading Partner Process Flows. Complete the following steps to configure a process flow. 1. Click the OTC Dashboard Preferences button. The Dashboard Preferences dialog displays. 2. Click the Process Flows tab. The tab displays. 45

50 Using the Order To Cash (OTC) Dashboard 3. In the Process Flows tab, click the Edit button ( ) beside the Process Flow you want to configure. The Maintain Process Flows dialog displays, similar to the following. 46

51 Trading Partner Administrator Tasks 4. Set up each Process Flow Key Data Point Click its Edit icon. Select a Flow Data Point Location from the drop-down list. [Optional] Select the Flow Key Data check box if this key data point is used in the flow to tie documents together. Click the Save button located below the Flow Key Data check box. Repeat for each Key Data Point you want to use in the process flow. 5. Modify Process Flow Documents. To remove a document, click its Delete button. To add a document, click Add Document. The Add Document dialog displays. 6. Select the document you want to add from the drop down list. Click Continue. The dialog closes, and the Maintain Process Flows dialog refreshes to display the added document. Repeat steps 10 and 11 until you are finished adding documents to the Process Flow. 47

52 Using the Order To Cash (OTC) Dashboard 7. Configure each document in the flow, as required. Click a document's E dit button. The Document Configuration dialog displays. 48

53 Trading Partner Administrator Tasks 49

54 Using the Order To Cash (OTC) Dashboard Select the document type; Not A Seed, Seed Document, Alternate Seed. Default Data Source requires Profile or Profile/Trading Partner relationship selection. For details about setting Default Data Sources, go to Setting Default Data Sources. [Optional] Set Prior Document. If the document type is not Seed Document, add Prior Documents for this document. Select the Document from its drop down list. Select the Correlation Field from its drop down list. Click Add. Repeat as required to add prior documents for this document. Set Feeds Document. Select the Document from its drop down list. Select the Correlation Field from its drop down list. Click Add. Repeat as required to add feed documents for this document. Click Save. Repeat step 7 as required for each Process Flow Document. When you are finished configuring documents, click Save on the Maintain Process Flows window you opened at step Click Close to close the Maintain Process Flows window. 9. Continue to Setting Default Data Sources to set default data sources for the process flow. RESULT: You have successfully configured a Process Flow. 50

55 Trading Partner Administrator Tasks Setting Default Data Sources The overall process for creating and configuring Process Flows consists of the following procedures: Creating Process Flows Configuring Process Flows Setting Default Data Sources (this procedure) Assigning a Process Flow to a Relationship Customizing Trading Partner Process Flows This procedure describes the steps for setting default data sources at the Profile level. Setting up default data sources at the Profile level is optional. Set up default data sources at the Profile level to avoid repetitive default data source assignments for each Profile and Trading Partner relationship. If you set up default data sources at the Profile level, you can use them later when you perform Customizing Trading Partner Process Flows. Complete the following steps to set default data sources for a Profile and Process flow relationship. 1. Click the OTC Dashboard Preferences button. The Dashboard Preferences dialog displays. 2. Click the Process Flows tab. The tab displays. 3. Select the Profile for which you want to set up default data sources. The available process flows display. 51

56 Using the Order To Cash (OTC) Dashboard 4. In the Process Flows tab, click the Edit button ( ) beside the Process Flow for which you want to set default data sources. The Maintain Process Flows dialog displays, similar to the following. 52

57 Trading Partner Administrator Tasks 5. Click the Edit button of a document for which you want to set up default data sources. The Document Configuration window displays. 53

58 Using the Order To Cash (OTC) Dashboard 6. Click Default Data Source. The Define Process Flow Data Source window displays. 54

59 Trading Partner Administrator Tasks 7. Add Data Sources for the selected document. Select a Field Label from the drop-down list. Select a Segment from the drop-down list. Enter Qualifier, Element Position, and Sub-Element Position information as required. Click Add. The Define Process Flow Data Source dialog refreshes and displays the added field. Repeat this step as required until you are finished adding default data sources for the document. Click Save. The Define Process Flow Data Source window closes. 8. Close the Document Configuration window. 9. Repeat steps 5 through 8 for each document for which you want to set default data sources. Important: If you do not set default data sources for documents at the Profile level as described by this procedure, you will be required to set them up individually for each Profile and Trading Partner relationship that uses this process flow. 10. Close the Maintain Process Flows window. 55

60 Using the Order To Cash (OTC) Dashboard 11. At this point, you have set default data sources for one Profile/Process Flow combination. Repeat this procedure from step 3 for other Profiles that will use this process flow. 12. Continue to the following procedures to assign the process flow and set default data sources at the Trading Partner level. Assigning a Process Flow to a Relationship. Standard Process Flows must be assigned to a Profile and Trading Partner relationship if you want to use them to query document data. Special Purpose process flows are not assignable. They automatically display in the main dashboard window's Process Flows drop-down list. Customizing Trading Partner Process Flows. You must perform this procedure to complete the process of setting up a process flow and default data sources for use with a specific Profile/Trading Partner relationship. RESULT: You have successfully set default data sources for a Profile and Process Flow. 56

61 Trading Partner Administrator Tasks Assigning a Process Flow to a Relationship The overall process for creating and configuring Process Flows consists of the following procedures: Creating Process Flows Configuring Process Flows Setting Default Data Sources Assigning a Process Flow to a Relationship (this procedure) Customizing Trading Partner Process Flows General-purpose document information for a Trading Partner is not available for display within the OTC Dashboard until the Profile and Trading Partner relationship is assigned to a standard process flow. Only Dashboard Administrators can assign or reassign process flows. Complete the following steps to assign a Process Flow to a Trading Partner. 1. Click the OTC Dashboard Preferences button. The Dashboard Preferences dialog displays. 2. Click the Data Sources tab. The tab displays, similar to the following. 57

62 Using the Order To Cash (OTC) Dashboard If you want to reassign a standard process flow for a previously-assigned Profile/Trading Partner relationship, skip to step 7. Otherwise, continue with step Use the drop-down lists to select the Profile and Trading Partner relationship to which you want to assign a process flow. The screen refreshes and displays assigned flow information in view-only format. Since this relationship is not assigned, there is no Assigned Flow information to display, and the Assign Flow button is available. 58

63 Trading Partner Administrator Tasks 4. Click Assign Flow. The Assign Process Flow dialog displays in a new dialog. Select a Process Flow from the drop-down list. Click Continue to complete the reassignment. 5. Click Continue to complete the reassignment. The Data Sources tab refreshes to display the new Assigned Flow information in view-only format. Stop here, unless you want to reassign the Trading Partner to a different process flow. 6. To Reassign a process flow, continue with step Select the Profile and Trading Partner you want to reassign from the drop-down lists. The screen refreshes and displays assigned flow information in view-only format. 59

64 Using the Order To Cash (OTC) Dashboard 8. Click Remove Assignment. A confirmation dialog similar to the following displays. 9. Click Continue to remove the assignment, the Data sources tab refreshes to show there is no assignment for the selected Profile/Trading Partner relationship. 10. Click Assign Flow. The Assign Process Flow dialog displays in a new dialog. 60

65 Trading Partner Administrator Tasks 11. Select a Process Flow from the drop-down list. Click Continue to complete the reassignment. 12. The Data Sources tab refreshes to display the new Assigned Flow information in viewonly format. Important: When you reassign a Trading Partner to a new Process Flow, you must perform Customizing Trading Partner Process Flows to configure default data source information that was lost at steps 8 and 9. RESULT: You have successfully assigned a process flow to a relationship. 61

66 Using the Order To Cash (OTC) Dashboard Customizing Trading Partner Process Flows The overall process for creating and configuring Process Flows consists of the following procedures: Creating Process Flows Configuring Process Flows Setting Default Data Sources Assigning a Process Flow to a Relationship Customizing Trading Partner Process Flows (this procedure) You must complete Assigning a Process Flow to a Relationship before you can customize the flow. Caution: A Process Flow will not work for a selected Profile and Trading Partner relationship until this procedure is completed and each document in the process flow is set up with default data sources. If you are a Dashboard Administrator, complete the following steps to customize a Trading Partner Process Flow. 1. Click the OTC Dashboard Preferences button. The Dashboard Preferences dialog displays. 2. Click the Data Sources tab. The tab displays. Select the Profile and Trading Partner for which you want to customize the assigned process flow. 62

67 Trading Partner Administrator Tasks 3. Click the Edit button ( ) next to a document whose settings you want to customize. The Define Process Flow Data Source dialog displays for the selected document, similar to the following. Important: If you did not set defaults for this document at the Profile level, as described in Setting Default Data Sources, the Use Default check box and the Copy Default button are not available. In such cases you must either exit this procedure and perform Setting Default Data Sources for the Profile and Process Flow, or you must manually set defaults for this Profile and Trading Partner relationship, as described at step 8. 63

68 Using the Order To Cash (OTC) Dashboard 4. Set default data sources for the document. If you want to... Use the default data sources for this document, check the Use Default check box, then skip to step 11. Modify data sources, based on the default data sources, click the Copy Default button. The defaults display in the lower part of the window. Continue to the next step if you want to add fields to the default set. Skip to step 9 if you want to edit the default values. Add all data sources manually, proceed to the next step. 5. Add Data Sources for the selected document. Select a Field Label from the drop-down list. Select a Segment from the drop-down list. Enter Qualifier, Element Position, and Sub-Element Position information as required. Click Add. The Define Process Flow Data Source dialog refreshes and displays the added field. 64

69 Trading Partner Administrator Tasks 6. If you want to modify the details for a field, click its Edit ( ) button. The Segment, Qualifier, Element Position, and Sub-Element fields become editable in the upper part of the dialog. 7. Modify the data settings as required. 8. Click Save to save your changes. 9. Repeat steps 3 through 11 as required for all Process Flow Documents. Important: You must complete the steps for each document. If you do not set default data sources for each document in the process flow, the flow will not work for the Profile and Trading Partner relationship. RESULT: You have successfully prepared a process flow for use with a specific Profile and Trading Partner relationship. 65

70 Using the Order To Cash (OTC) Dashboard Adding New Users to Dashboard After a user has been granted access to the appropriate Dashboard portal service package, complete the following steps to set access for the user to the appropriate business units (trading partner profiles). 1. Click Users in top portlet toolbar. The Users administration pop up window displays. 2. In the User SSO ID field, enter the user's complete or partial login ID. 3. Click Search. A list of users matching the search criteria displays. 66

71 Trading Partner Administrator Tasks 4. Click the row for the user whose account information you want to modify. 5. Click Select. The User Information Screen is populated with the Covisint Connect Profiles that fall under that user's CCA org. 67

72 Using the Order To Cash (OTC) Dashboard 6. Select the check box of each partner profile for which you wish to authorize this user to view transactions on the Dashboard. 7. Clear the check box of each partner profile you wish to remove from this user's view on the Dashboard. 8. If you wish to allow this user Administrator rights to one or more partner profiles in the Dashboard: a. Click the Portlets tab. A list of profiles to which the user has access is displayed, along with the dashboards to which the user has access. 68

73 Trading Partner Administrator Tasks b. Select the dashboard check box next to each partner profile for which you want to assign Admin rights to this user. The screen shot illustrates a user with access to Ack (Functional Acknowledgement) and O2C (Order To Cash). No administrator rights are assigned in the shot. 9. Click Save. The system is updated and the user's settings will be reflected upon next login. 10. Repeat the steps as required until you are finished adding users. RESULT: You have successfully added a user to the Dashboard. 69

74 Using the Order To Cash (OTC) Dashboard Modifying Users Dashboard Access Complete the following steps to modify user's access to a Dashboard, partner profiles within a Dashboard, or administrative rights within a Dashboard. 1. Click Users in top portlet toolbar. The Users Administration pop up window is displayed. 2. In the User SSO ID field, key in the user's login ID (or partial login ID). 70

75 Trading Partner Administrator Tasks 3. Click Search. A list of users matching the search criteria is displayed. 4. Click on the name of the user. 5. Click Select. The User Information Screen is populated with the Covisint Connect Profiles that fall under that user's CCA org. 71

76 Using the Order To Cash (OTC) Dashboard 6. Select the check box of each partner profile for which you wish to authorize this user to view transactions on the Dashboard. 7. Clear the check box of each partner profile you wish to remove from this users's view on the Dashboard. 8. If you wish to modify this user's Administrator rights to one or more partner profiles in the Dashboard: a. Click Portlets tab. A list of profiles to which the user has access is displayed. 72

77 Trading Partner Administrator Tasks b. Select the dashboard check boxes (Ack and O2C in the example) next to each partner profile you want to assign Admin rights for this user. c. Clear the check box next to each partner profile you want to remove Admin rights for this user. 9. Click Save. The system is updated and the user's settings will be reflected upon next login. RESULT: You have successfully modified a user's access to the Dashboard. 73

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79 F REQUENTLY A SKED Q UE S TIONS W HAT HAPPENS W HE N...?... I don't configure my OTC User Settings? The OTC Dashboard will function properly, but it will not display default query results when it opens.... my Dashboard Administrator does not assign a Profile and Trading Partner relationship to a Process Flow? You will not be able to query the Profile and Trading Partner relationship for general purpose document flow information.... my Dashboard Administrator does not assign default data sources for all the documents in a Process Flow that is assigned a Profile and Trading Partner relationship? The Process Flow will not work for the Profile and Trading Partner relationship.... I don't periodically click the OTC Dashboard Refresh button? There can be a period of time when the portlet has refreshed its data, but the latest data is not displayed in the Dashboard. 75