Vendors. Manual MANAGEMENT OF COORDINATOR AND CONTACT PERSONS. Iberdrola Group. Page 1

Transcription

1 Manual MANAGEMENT OF COORDINATOR AND CONTACT PERSONS Iberdrola Group Page 1

2 TABLE OF CONTENTS 1. Designating the Coordinator and creating Contact Persons Designating the first Contact person as the Coordinator Creation of multiple Contact Persons and designating the Coordinator Viewing and modifying Contact Persons Blocking / Unblocking Contact Persons Coordinator s management Actions within SRM for modifications Modify the security code Assign / Change Coordinador Actions when connecting to SRM for passwords reset Management of user / password a) Unlocking the user b) Reject request c) New password Security code (Coordinator) Cancel Page 2

3 1. DESIGNATING THE COORDINATOR AND CREATING CONTACT PERSONS The first time you access the SRM application, by default the system will display the window Contact Person Management", where the following message will appear prompting you to name a user and password Coordinator for all the persons at your company who log in to SRM: The Coordinator mainly acts as a centralised SRM user and password manager within your company and is the only person with the power to reset the password if locked or forgotten. Once designated in the system, the Coordinator will receive an containing a security code with which they can access the tool and perform actions that are exclusive to the Coordinator. With this security code, the Coordinator can: a) Unlock the user after too many failed login attempts. b) Process new password requests from other persons who forgot it. c) Name another Coordinator to replace them. d) Update their details as Coordinator. e) Change the security code. The first time you log in to our SRM application, you must designate the Coordinator from among all the Contact Persons that exist in the system. The person requesting access to SRM and who has received the user and password for the first time will appear as the first Contact Person in the tool: Page 3

4 There are two options: 1.1 Designating the first Contact Person as the Coordinator: you can select the person already created as the first Contact Person and designate them to be the user and password Coordinator. To do so, select the entire line by left-clicking on it and then click on Assign/Change Coordinator : The following window will appear asking you to confirm your choice. Click on Ok to continue: Page 4

5 You will receive the following confirmation message and the recently-designated Coordinator will receive an , at the provided address, containing their security code: SUPPLIER NAME XXXXXXXX Page 5

6 1.2 Creation of multiple Contact Persons and designating the Coordinator: Alternatively, you can first create one or more additional Contact Persons and then select one to be Coordinator at your company. To do so, click on Contact Person Management" in the section Suppliers, where the company details will be displayed: XXXX Supplier name Country Region XXXXX City Street Select your company's line by left-clicking on it and then click on Create Contact Person With Reference : XXXX Supplier name Country Region XXXXX City Street A new window will appear containing a form where you have to complete at least the required fields. In the tab "Contact Person Data": - Title - First name - Last name - Language Page 6

7 In the tab "Contact Data" - Telephone number - Country - Standard (just select this button) - address. Bear in mind that this address will be used for all system notifications and password changes. - Standard (just select this button) Select the phone number country from the drop-down list: Page 7

8 Complete all required fields and click on "Save": A message will appear confirming that the Contact Person has been created successfully. Click on "Close" to return to the previous screen: Page 8

9 To view the Contact Person that you have just added in the section Contact Persons, click on Refresh : Supplier name Supplier name Supplier name You can repeat this process to create as many Contact Persons as you wish and then designate one to be Coordinator, as described above. As soon as the Coordinator has been designated, they will receive an containing the security code, and all other Contact Persons will receive an telling them who the Coordinator is at their company: Page 9

10 SUPPLIER NAME If after your first log on you want to add more Contact Persons, you will have to follow this same procedure. 1.3 Viewing and modifying Contact Persons: you can view and change the details of the Contact Persons at any time in the section Contact Person Management by selecting the line you wish to view/process and then selecting the corresponding option: Page 10

11 Whenever your company has both profiles in SRM for accessing Tenders and My Information (and only in the case of having both of them), you have the option to specify whether the Contact Person is for My Information. This means that this person is not involved in tendering processes and the use they make of the application is focused on the My Information section. 1.4 Blocking / Unblocking Contact Persons: Contact Persons can also be blocked/unblocked if they are going to stop using the tool. In this section you can block/unblock all Contact Persons except the Coordinator, who will be specified at the top of the screen: Page 11

12 The following confirmation message will be displayed. If you wish to block that Contact Person, click on Yes : A message will appear confirming that the Contact Person has been successfully blocked and is now shown as blocked: Page 12

13 You can unblock them at any time by clicking on "Unblock" and confirming your selection: Page 13

14 2. MANAGEMENT ACTIONS PERFORMED BY THE COORDINATOR 2.1 Actions within SRM relating to changes If, as Coordinator, you wish to access functions that are exclusive to the Coordinator, click on Security Coordinator Management : To access this section, enter the security code you received by when designated as Coordinator: to: Once the security code has been verified, the Coordinator will have access within the tool Change the security code: you can enter a new security code to replace the one assigned to you by default. If you forget the security code, below we explain how to generate a new one. Page 14

15 Enter the new security code with the specified requirements to ensure that it is correct and then click on Modificar código de seguridad (Change Security Code): Assigning/Changing Coordinator: whenever the Coordinator is changed, a new security code will be generated along with the corresponding notifications telling the new Coordinator and all other Contact Persons in the system about the change. To designate a new Coordinator, follow the steps described in point 1.1 of this manual. 2.2 SRM login actions to reset passwords The Coordinator is also the only person with the power to reset the SRM access password. Whenever someone logging in to SRM (including the Coordinator) locks their user after too many failed login attempts or simply does not know or remember the password, they must click on Password Forgotten. The Coordinator can also use this option if, despite knowing the password, they wish to generate a new one anyway: Page 15

16 The system will first prompt them to select the language: Next, whether you, as Coordinator, wish to change the password, or another Contact Person has forgotten the password or locked their user after too many failed login attempts, you must complete the following form and submit the request. In the field Additional Information, state whether your user has been locked or you want a new password to facilitate the Coordinator's subsequent management of the request: A new window will open containing various options: User / password management: select this option if you are someone who uses the application (including the Coordinator) and have forgotten your password or locked your user. You will receive a confirmation message and an will be sent to the Page 16

17 Coordinator asking them to process the request for a new password or unlock a user: SUPPLIER NAME Upon receiving this as Coordinator, click on the link to process the request and you will be prompted for your security code to continue: You will then access SRM user/password management, with 3 possibilities: a) Desbloqueo de usuario (Unlock User): if the user has been locked because they have entered an incorrect password more than 5 times, the Coordinator can unlock them for 5 more attempts. In such cases, the Coordinator should inform the person who has locked the user as to which is the correct password. To unlock, click on Desbloquear usuario (Unlock User): Page 17

18 SUPPLIER NAME You'll receive a message telling you that the user has been successfully unlocked: SUPPLIER NAME The person who requested the unlock will in turn receive an notifying them that their request has been dealt with: b) Rechazar petición (Reject Request): if the person who attempted to log in does not know or has forgotten the password without actually locking the user, and the Coordinator does not want to generate a new password, or if they believe that the person should no longer have access to the application, they can reject the new password request: Page 18

19 SUPPLIER NAME A window will open where you can add a reply that will be ed to the contact person who submitted the password request. Here, the Coordinator can remind them of the valid password or explain why they have decided to reject the request. A message will appear stating that the request has been discarded: SUPPLIER NAME The person who requested the new password will in turn receive an telling them that their request has been rejected, but including the Coordinator's comments: c) Nueva clave (New Password): if the Coordinator wishes to generate a new password (because a contact person or the Coordinator has forgotten it). A message will appear stating that the new password has been generated successfully: Page 19

20 SUPPLIER NAME SUPPLIER NAME The Coordinator receives an containing the new password: And all contact persons automatically receive an telling them that the password has been changed and they must contact their Coordinator to get the new one: Page 20

21 2.2.2 Security Code (Coordinator): if the Coordinator has forgotten the security code for accessing their procedures as Coordinator, they can request a new one by clicking on Security Code (Coordinator) : The system tells us that an is going to be sent to the Coordinator to verify that the new password request is correct. Click on Ok : A message will appear confirming that the has been sent to the Coordinator: The Coordinator receives this , which includes a link that they must click on to confirm the generation of a new security code: Page 21

22 SUPPLIER NAME Clicking on the link opens a new window prompting us to confirm that the new security code should be sent to the Coordinator. Click on Ok The new code is automatically generated and the following message appears: The Coordinator receives an containing the new security code: Cancel: if you wish to cancel the new password/security code request process, click on Cancel : Page 22

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