Documentation: Manager controls

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• 1 Extended menu
• 2 Request new password
• 3 Request certificate
• 4 Request user-accounts
• 5 Add business partners
• 6 Look up new business partners
• 7 Create new business partner

1 Extended menu

As manager, even more menu points appear on the left side of the blue bar. Here you get an overview of the additional content.

While the user can only see “My Profile”, the manager can also make even more settings in the portal.

My company

Under “My Company” you can see an overview of all data set up or created for your company. All tabs can be viewed here, but editing is only possible by the employees of myOpenFactory. The only exception is the “Certificates” tab, which can also be used by you as a manager.

My business partners

Here you can see all connections made between your company and your customers and/or suppliers through the platform. A distinction is made between productive connections and test connections. Test connections can be recognized by the yellow T symbol to the left of the company name.

We also distinguish between independent and sponsored business partners.

• Independent business partners are companies that have concluded their own users contract with us and therefore bear the costs for participating in the EDI platform themselves. You can recognize them in the overview of business partners by the green house symbol:

  

• sponsored business partners are companies for which independent business partners bear the costs for participating in the EDI platform. You can recognize them in the overview of business partners by the grey house symbol:

  

My colleagues

Here you can see all employees from your company who also have access to the portal. You are not listed here because you always make your personal settings under “My Profile”.

Filter for messages

There are already 6 standard filters in the mailboxes that can be selected. Here you can set up additional filters. However, we always recommend that you configure this in consultation with the myOpenFactory staff. If you need a filter, please contact us!

Workflows

When your company is created in the portal, your company is always set up with a standard workflow. There you can configure which document types can be processed, and you can also set mappings for unit of measure, country indicators, surcharges and other values. Again, we recommend that you make changes only in consultation with the employees of myOpenFactory.

2 Request new password

As a manager, you are the central point of contact for your colleagues. So if one of your colleagues has forgotten his password to log in to the portal, you can request a new password for him/her.

1. Click on “My colleagues”
2. Click on the user you want to receive a new password
3. Click on “Request a new password” in the upper right corner and confirm the message with “Create”
4. A message appears that the request has been successfully forwarded

The new password is generated by an employee of myOpenFactory and then automatically made available to the user by e-mail.

3 Request certificate

Certificates are always valid for 24 months, after which they must be reissued. In order to inform you in good time of the expiry of the validity of your certificate, notice messages will appear in the portal from 60 days before expiry.

Here you can request a new certificate directly via the link in the yellow box.

For users without manager rights, the following message appears:

This way, each employee is informed which colleague has the current certificate.

A new certificate is not automatically sent for security reasons. Therefore, you can apply for a new certificate from about one week before the current certificate expires:

1. Click on “My Company”
2. Open the “Certificates” tab

You will now see an overview of all certificates already issued, including validity and recipient of the certificate.

3. Click on “Request Certificate”
4. A new mask opens in which you must select the user to receive the certificate. Since it should be the key-user, probably it is you.

5. Confirm the user with “OK”
6. A message appears that the request has been successfully forwarded.

As with new users, the request is always checked by an employee of myOpenFactory. When the certificate is generated, the previously selected user automatically receives an e-mail with the new certificate. Only then will the new certificate be listed under “Certificates”.

4 Request user-accounts

Before you start, always check whether a colleague already has access to the portal. If a large number of colleagues already exists in your company account, you can also use the search mask at the top right for quicker orientation.

1. Click on “My colleagues”
2. In the upper right corner, click the + icon
3. A pop-up opens in which you can enter your colleague’s data.
4. If you have filled in all the fields, click on “Create”
5. The message appears that the request has been successfully forwarded.

If you added a new user, the request is always checked by an employee of myOpenFactory first. So the new colleague does not appear directly under “My colleagues” and it may take a moment for the user-request to be processed.

When the user is shared, the user will automatically receive an email with a user name and password. Please always provide all new users with the certificate that you received as a manager at the time of setup. Certificates are valid company-wide, so all employees in a company should have the same certificate in use.

5 Add business partners

1. 1. Open “My business partners”
2. 2. Click on “Available partners” in the upper right corner

You will now see all partners who have any connection to the myOpenFactory platform (sponsored or independent).

3. 3. In the search box, enter the name of your business partner and confirm with |Enter|
4. 4. Select the correct partner by clicking on the company name

5. 5. Click “Save” in the top right corner to add the partner to your business partners
6. 6. A message appears that the business partner has been successfully saved

You are now back in the Business Partner view and the new partner will appear in your list. All partners that are newly added are by default in test state (indicated by yellow field with “T” next to the company name).

Test or productive connection

When a business partner is added to your business partners, the entire connection is always in test status. Since tests should be carried out before each productive connection, the platform ensures that no goods are sent by mistake. Regardless of whether you send a test flag in your messages or not, all documents are will arrive as test-messages at the receiver.

If you would like to set a connection to productive state after completing the tests, please contact our Support team.

Sponsored or independent business partner

In the overview of available business partners you can see whether you will incur costs as a result of connecting a specific partner.

• Independent business partners are companies that have concluded their own users contract with us and therefore bear the costs for participating in the EDI platform themselves. You can recognize them in the overview of business partners by the green house symbol:

  

• sponsored business partners are companies for which independent business partners bear the costs for participating in the EDI platform. You can recognize them in the overview of business partners by the grey house symbol:

  

6 Look up new business partners

1. Open “My business partners”
2. Click on “Available partners” in the upper right corner

You will now see all partners who have any connection to the myOpenFactory platform (sponsored or independent). In the upper right corner you see two icons left from the search-field.

Now you can filter the list by name (ascending and descending). You can switch the list by clicking on the icon again.

Or you can filter the list by the creation-date of the business-accounts (ascending and descending). You can switch the list by clicking on the icon again. This is especially useful if you want to regularly check which companies were recently added to the platform.

If you would like more information about the company you´re intereted in, you can always contact our Support team to gather information about whether the company is productive yet, is it selling or purchasing and which message-types are in use.

7 Create new business partner

1. Open “My business partners”.
2. Click on “Available partners” in the upper right corner.

All available business partners that are either sponsored or independent are displayed.In the upper right corner you will also find the search bar and two filter elements. If it turns out that the desired business partner is not yet connected, you can create a new business partner on the platform, if you have agreed on a new EDI connection via out platform.

3. Hit the “+” icon next to the search bar. A blue pop-up appears.

4. The connection type depends on the agreement you made with your partner.

• Does your customer or supplier have an ERP system with an EDI interface and wants to exchange data via EDI with you? Then choose ERP connection (sponsored).
• Your supplier doesn’t have an ERP system or a system which is not able to perform EDI processes? Then choose WebEDI supplier (sponsored).

5. In the next step, enter the data of your business partner. On the left we are expecting company data and on the right we are expecting data about the contact person.

Mandatory:

• Company name
• name of the contact person at your business partner
• Email address of the contact person at your business partner

6. Click Create.

7. A notification is displayed that informs you about our team checking your request.

Your request will now be checked by our of staff members. If the request is approved, your new business partner can be found under “My business partners”. By default, all partners that are added appear in test state (yellow box with “T” next to the company name) until you want us to change it to production.

Here you can find further information as a sponsor of WebEDI supplier: Requirements WebEDI

Sending login data and certificate

For WebEDI

Two Emails are sent to the contact person you entered in the request.

• One E-Mail including the username and password of the user and a link to this manual and to the portal.
• One E-Mail including the certificate and certificate password for authentication.

A guide on how to use the certificate can be found here: How to use the certificate.

For an ERP connection

Sponsored partners with an ERP connection usually do not get access to the portal. The contact of your sponsored partner is required though to set up the connection between your partner and the platform. Please make sure to loop us in in mail conversations with your partner. This way we can clarify all technical questions directly with your partner.