Content Workbench 3.0 User Manual for Supplier
Contents
1. Content Workbench 3 0 User Manual for Supplier Publ no Version 1 0 Language English Table of Content Table of Content Welcome ei en Noo lUi D n 1 SUPDOM iva a aa 1 Logging into IBX Service site uuunuununnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 2 Requirements 2 2 anne 2 SeCU Vio Chettiar eee et 2 Log A A 3 Content Workbench u0uuoununnuonnonnunnnnnnnununnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn amp Catalog update Work ilO iii Ad 4 Catalog Statluses nia Ao 5 User interface Mmamageme mnt cinc a 6 Userintertace language cional iria iria acia 6 AAA A TO 6 Catalog Administration uuuuuuuuuunuunnunnnunnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 7 ig 22a samen tease See ee a a ab tenn sdatesseatatvanctdanesatadeesenetesee 7 SOMETIME FOS AP saniert 7 Upload supplemental files ccccsseeccesseeeeeeeseeeeeeeneneeeeeseneeeeeseeeeesessneeesessnneesesseeeesenseneeeenseneeseessneeeenseneees 8 Upload catalog icono ii allen 9 VIEW PlOOKESS soii 10 VIEW EIOFTEPON Een RL 11 Abort catalog rn 12 Publish Catala 12 Catalog details riiet eee iden 13 Histo Se Stalls til late ti 13 A ON 13 Welcome Welcome About IBX IBX is Europe s leading provider of services and solutions for efficient purchasing IBX supports large and medium sized organizations in transforming their sourcing procurement and payment functions enabling them to quickly capture spend and deliver measurable savings IBX customers ar2. 4 Test files for CVV 3 0 correct file changed xls error 2010 04 01 01 14 IBX Service Desk 2010 04 01 01 15 No actions system Test files for CW 3 0 correct file changed xis 2010 03 2904 19 P neemos published approved Schedule activation awaiting transfer Test files for CW 3 0 correct file xis 2010 03 2904 19 2010 03 28 04 22 2010 09 290432 2010 03 290440 2010 03 29 12 00 2010 03 29 04 45 Sr eis BX Service Desk Liviu Mara Liviu Mara Liviu Mara Liviu Mara pa E error 2010 03 29 04 15 Test files for CW 3 0 file with errors xls IX Service Desk 2010 03 29 04 15 system No actions Settings Click Settings to see the buyers settings for this catalog The buyers settings let you know if the buyer will approve the catalog manually or automatic Click Product List to see if the buyer has activated product list validation for this catalog If product list validation is activated you can t upload a catalog that contains other products than the ones the buyer has added in his product list The buyer can also select that Content Workbench shall remove the additional products automatically from the catalog You ll see the result of the product list validation in your error reports Efficient Purchasing aX 13
3. Criterion Calculated Score Minimum Required Score Product name 3 More than 30 have name same as vendor product number or consists of only one word 4 More than 15 have name same as vendor product number or consists of only one word Product description 2 More than 50 have no description or shorter than name or same as product name 4 More than 15 have no description or shorter than name or same as product name Pictures 3 Less than 60 have pictures 5 More than 90 have pictures Automatic scorecard Categorization 4 More than 5 are in level 3 2 trailing zeros 3 More than 5 are in level 2 4 trailing zeros Keywords 1 Less than 25 have keywords 4 Less than 90 have keywords Product identity 3 Less than 60 have manufacturer s name or number 4 Less than 90 have manufacturer s name or number Attachments 5 More than 90 have attachments 4 Less than 90 have attachments Filter report Errors Warnings Both Efficient Purchasing 11 F fa Catalog Administration Abort catalog If Automatic publishing was turned off or if your catalog file contained errors you will get the option to abort the catalog upload Select the Work list tab Find your catalog and see if the status is Error or Awaiting publishing Click the Abort link behind the catalogs name Confirm that you really want to abort this catalog upload ee T Publish catalog If Automatic publishing
4. was turned off and the catalog upload was successful you can select to publish the catalog to the buyer Select the Work list tab Find your catalog and see if the status is Awaiting publishing Click the Publish link behind the catalogs name You can change the Valid from date if you have changed your mind Click the Publish Catalog button PA REA a Catalog Administration Catalog details You can click a catalogs name to see its details History amp Status The history will display all update versions and you can select to download old catalog files and see old error reports Click the file name to download old catalog files or click the no errors or error links to see old upload reports You can also perform some actions from this page so that you don t need to go back to the Work list to perform them 1 Select the Work list or My catalogs tab 2 Find your catalog and click its name iBX CONTENT WORKBENCH Home Logout SUPPLEMENTAL FILES PROFILE HELP MARA LIVIU SUPPLIER SERVICE MANAGEMENT DEMO Catalog Details Catalog Name Description Catalog Type uyer SCMDEMO IBX_CONTENT_DEMO EN MIRJAM Test catalogue for Mirjam Product Price IBX_CONTENT_DEMO Upload catalog History amp Status Settings gt no errors published 2010 04 01 01 20 IBX Service Desk 2010 04 01 01 20 2010 04 01 01 21 e Abort system system
5. SCMDEMO IBX_CONTENT_DEMO EN MIRJAM Description Test catalogue for Mirjam Input File Test files for CW 3 0 file with errors xls 463 Init SSS Process QASOLSTICEAPP2 2010 03 29 04 15 2010 03 29 04 15 00 00 00 187 Finished 464 Format Conversion QASOLSTICEAPP2 2010 03 29 04 15 2010 03 29 04 15 00 00 06 360 Finished 465 Classification Mapping QASOLSTICEAPP2 2010 03 29 04 15 2010 03 29 04 15 00 00 00 157 Finished 466 Init Rules QASOLSTICEAPP2 2010 03 29 04 15 00 00 00 00 491 In progress 2009 2010 IBX Group AB All rights reserved aba IK 10 Catalog Administration View error report When Content Workbench uploads the catalog it will go through all products and validate that the catalog doesn t contain any errors If the validation detects errors you can see which products you must correct in the error report 1 Go to the Work list tab 2 Find your catalog and see if the status is Error 3 Click the View error report link behind the catalogs name You can select if you want the error report to display only errors or if you would like to see warnings as well A warning is just for your information You can also select to group the errors my product number or error category aX CONTENT WORKBENCH Home Logout WORK LIST 1 MY CATALOGS SUPPLEMENTAL FILES PROFILE HELP 8 MARA LIVIU SUPPLIER SERVICE MANAGEMENT DEMO Validation of Catalog Completed With Errors Summary of Proc
6. zip Catalog Administration Upload catalog Go to the tab My catalogs and click the Upload link behind the catalogs name If you can t see the Upload link it s because the previous catalog version still is waiting for your or your buyers action Select the My catalogs tab Find your catalog and click the Upload link behind its name Select Valid From date Select Automatic publishing on or off depending on if you would like Content Workbench to directly send the catalog for buyer approval if it passes the validation Select Input format Select your catalog file Select pictures or attachments if you haven t uploaded them already Click the Upload button u e INA IIK CONTENT WORKBENCH Home Logout WORK LIST 0 MY CATALOGS SUPPLEMENTAL FILES PROFILE HELP 8 MARA LIVIU SUPPLIER SERVICE MANAGEMENT DEMO Upload catalog 49 Help Configure the catalog settings and then browse for the catalog file and then press Execute button Catalog Name Description Catalog Type Version SCMDEMO IBX_CONTENT_DEMO EN MIRJAM Test catalogue for Mirjam Product Price 1 Buyer IBX_CONTENT_DEMO Step1 Configure catalogs settings Valid From Ross EA Automatic publishing o Input Format Exceuax Standard Excel Import Input file F30 tie with errors xis Browse Step2 Select Supplemental Files Catalog supplemental file or archi
7. Login Login Go to http www ibxnordic net and choose language in the left menu Click LOG ON to go to the login page Fill in your User ID Org ID and Password and click Submit required field User IDs and passwords are personal but the organization ID is the same throughout your company Contact your administrator if you need assistance You are now logged in to the IBX Service site and the Workspace page is displayed on your screen In the left menu you find administrative functions settings and services By navigating in the top bar you can read about other services provided by IBX Under Workspace you ll see a list of the available services Click on the service you wish to use To open Content Workbench where you can manage your catalogs click Content Workbench 3 0 below Workspace SEK HOME LOG OFF SUPPORT Account a Mirjam Godo Welcome to IBX IBX The IBX solutions enable buyers and sellers to efficiently manage the purchase to pay process Please res select your service below Administration Company Data Review Profile Information Content Workbench 3 0 My Profile Update Profile Change Password Manage Certificates Efficient Purchasing Content Workbench Content Workbench The Content Workbench application displays all your catalogs and enables you to upload catalog content and supplemental files Thi
8. ch for catalogs If you only want to see catalogs that fulfil a certain criteria go to My catalogs enter your criteria in the Search for textbox and select click Search 1 Select the My catalogs tab 2 Enter your criteria in the Search for textbox 3 Click Search to see the result Sort the result table The search result table can be sorted by clicking a column header field The little arrow shows if the field is sorted ascending or descending 1 Sort the search result by clicking a column header 2 Create multiple sorting by sorting by the least important field first and sorting by the most important field last Catalog Administration Upload supplemental files Pictures and attachments must be uploaded before you upload the catalog because Content Workbench will validate that the file exists when you upload the catalog You can either upload pictures and attachments under the tab Upload supplemental files or you can upload pictures at the same time you upload your catalog All your files will be placed in the same folder so you don t need to upload the same picture twice if it s used in two different catalogs You can only select one file per textbox so if you have many pictures you should zip them to one file 1 Go to the tab Upload supplemental files 2 Select your file or zip archive Note that you only can upload these file types gif jpg jpeg png pdf and
9. e among others Ericsson Volvo Group Skanska SEB Norwegian State and Arla Foods www ibxeurope com Support IBX Support email address and toll free telephone numbers Email support ibxgroup com Sweden Call 020 313 200 Norway Call 800 167 57 Finland Call 0800 114 671 Denmark Call 808 89 961 United Kingdom Call 0808 234 9169 Germany Call 0800 181 1539 USA Call 866 823 6518 Global Support Call 46 8 5534 6000 not toll free IBX Support is open week days between 08 00 and 17 00 CET 2010 IBX Logging into IBX Service site Logging into IBX Service site Requirements We strongly recommend that you use Microsoft Internet Explorer 6 0 or higher alternatively Mozilla Firefox to avoid problems Internet access speeds should be a minimum of 56 kbps single user and 128 kbps when two users use the system at the same time Security A User Id and Password are provided by IBX When you first login you are prompted to change this Password Keep your password in a secure place and do not share it with others Do not use a combination of letters and digits that are easy to figure out your name phone number etc Do not leave your computer without logging off from the system as others could use the service on your behalf Always use your antivirus program to control the files you save on your hard disk and files attached to emails Be attentive to programs you can download from the Internet
10. e displayed until the workflow step has completed and the new status is displayed Content Workbench User interface management Use the top menu to navigate between the different modules of Content Workbench N CONTENT WORKBENCH Home Logout SUPPLEMENTAL FILES PROFILE HELP MARA LIVIU SUPPLIER SERVICE MANAGEMENT DEMO My Catalogs Help There are 0 catalog s waiting for your action in WorkList Select the catalog you want and perform the action you need by clicking the hyperlink in Actions column Find more For catalog updating search for your catalog and click Upload catalog hyperlink in Actions column catalog details under the hyperlink on Catalog Name column Search for Search Upload selected catalogs Ea Catalog Name Catalog Description 5 Buyermameo Latest Activation Status Actions gt SCMDEMO IBX_CONTENT DEMO EN MIRJAM Test catalogue for Mirjam IBX_CONTENT_DEMO a Upload catalog 2009 2010 IBX Group AB All rights reserved R User interface language If Content Workbench is not displayed in the language you wish you must log out log in to the start page again and change language under Update Profile Profile Note This tab is only visible for administrators In the tab Profile you can select the default settings for your company Select email address default classification standard and default input format BX CONTENT WORKBENCH Home Logo
11. essing Catalog Supplier Supplier Service Management Demo Customer IBX_CONTENT_DEMO Catalog name SCMDEMO IBX_CONTENT_DEMO EN MIRJAM Version 1 Catalog description Test catalogue for Mirjam Catalog type PRODUCT_PRICE Validation summary Products 5 Prices 35 Errors 2 Warnings 0 Filter report C Errors warnings Both Group errors warnings by Product ErrorivVarning category During the processing of Test files for CW 3 0 file with errors xls the following issues were found Errors are displayed red Warnings are displayed blue R e field BMECAT T_NEW_CATALOG PRODUCT PRODUCT_PRICE_DETAILS PRODUCT_PRICE 1 price_type net_customer PRODUCT_PRICE_DETAILS PRODUCT_PRICE error type price required The product with vendor product number 81701010 contains following issues The product with vendor product number 32706 contains following issues e field BMECAT T_NEW_CATALOG PRODUCT PRODUCT_FEATURES REFERENCE_FEATURE_SYSTEM_NAME classification assignment missing 2009 2010 IBX Group AB All rights reserved If the buyer has activated automatic scorecard validation you ll see your scores at the top of the report The first column will display your score and the second column will display the buyers minimum requirements Update your catalog and fulfill the minimum requirements to be able to upload the catalog successfully Validation summary Products 50 Prices 350 Errors 5 Warnings 26
12. et to Error and you can read the error message to see which errors you must correct Awaiting publishing If the catalog upload was successful without errors the status will be Awaiting publishing Awaiting approval When you have published the catalog the status will be Awaiting approval Awaiting enrichment When buyer has approved the catalog he may add his own internal information to the catalog The status will be Awaiting enrichment until the buyer has completed the enrichment for the catalog Awaiting activation When the buyer has approved and perhaps enriched the catalog the status will be Awaiting activation Transfer to SE in progress When the buyer has activated the catalog the status will be Transfer to SE in progress Activated When the catalog successfully has been transferred to buyers Search Engine or external path folder the status will be activated Rejected If the buyer rejected the catalog the status will be Rejected Aborted If you aborted the catalog the status will be Aborted Reschedule activation If a buyer selected to set a Valid from date in the future he may reschedule this date until the catalog has been activated The status Reschedule activation will be displayed as long as the catalog is waiting for the Valid from date System processing When a catalog status is changed the status System processing will b
13. s application logs all actions and archives all documents so you can access this information whenever you want Note that only the two last approved catalog versions will be kept in the application so please have a copy of all catalog files yourself in case you ll need them later Catalog update workflow The workflow for a catalog update is 1 Upload supplemental files first 2 Upload catalog file 3 Publish catalog to buyer 4 5 6 7 Buyer approves or rejects catalog Buyer enriches the catalog Buyer activates catalog Catalog is transferred to buyers Search Engine You as a supplier are responsible for the first 3 steps and you can abort the catalog update in step 3 if the catalog contained an error or if you changed your mind Note that you may not upload a new catalog update if the previous catalog version is in step 4 7 Content Workbench will automatically disable the upload function when a catalog is waiting for buyers action Content Workbench Catalog statuses For each new step in the workflow a new status will be displayed for the catalog This status is displayed in the Status field in the data table Order statuses New All new catalogs will have the status New In progress The catalog is automatically given the status In Progress once you have started a catalog upload Error If Content Workbench detected any errors in the catalog update file the status will be s
14. ut MY CATALOGS SUPPLEMENTAL FILES PROFILE SUPPLIER USER ADMIN SUPPLIER SERVICE MANAGEMENT DEMO Manage Organization Profile 8 Helo Organization name Supplier Service Management Demo Organization External ID TPID SCMDEMO Email Icw demo ibx se Classification standard UNSPSC 13 1 fd Default input format for new ExceviBx Standard Excel import catalogs ExcelIBX Standard Excel Import Copyright 2000 2010 IBX Group AB Efficient Purchasing Catalog Administration Catalog Administration Your catalogs will be displayed in two different tabs Work list where all the catalogs waiting for your action is displayed and My catalogs where all catalogs regardless of status is displayed BX CONTENT WORKBENCH Home Logout RK LIST 0 MY CATALOGS SUPPLEMENTAL FILES PROFILE HELP MARA LIVIU SUPPLIER SERVICE MANAGEMENT DEMO 8 Help There are 0 catalog s waiting for your action in WorkList Select the catalog you want and perform the action you need by clicking the hyperlink in Actions column Find more For catalog updating search for your catalog and click Upload catalog hyperlink in Actions column catalog details under the hyperlink on Catalog Name column Search for Search Upload selected catalogs COI Bj SCMDEMO IBX CONTENT DEMO EN MIRJAM Test catalogue for Mirjam IBX_CONTENT_DEMO New Upload catalog 2009 2010 IBX Group AB All rights reserved R Sear
15. ve Browse IN Catalog supplemental file or archive Browse Catalog supplemental file or archive Browse 2009 2010 IBX Group AB All rights reserved If you want to upload the same catalog file to several catalogs you can save time by using the Multi upload function On My catalogs just check the desired catalogs and click the Upload button at the top of the list Then the catalog will be uploaded to all the selected catalogs at the same time Note that the check box will be inactive if the previous catalog version is waiting for action Efficient Purchasing Catalog Administration View progress If you wonder how the upload progress looks like you can look at the process report Note that this report is only available as long as the catalog is in the status In progress 1 Go to the Work list tab 2 Find your catalog and see if the status is In progress 3 Click the View progress link behind the catalogs name 4 Click the Back button or Work List when you re done Home Logout MARA LIVIU SUPPLIER SERVICE MANAGEMENT DEMO IPPLEMENTAL FILES PROFILE HELP Catalog Process Monitor Process Info Process ID supplierSelfService 480025 Workflow Hame supplierSelfService 2 Start Date 2010 03 29 04 15 End Date Log File processLogFile log Catalog Info Buyer IBX_CONTENT_DEMO Supplier Supplier Service Management Demo Catalog Name
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