Managing the Supply Chain Library

The Supply Chain Library is where you can centrally store documents that you want to be made available to all organisations that use your Supply Chain portal. In this article we will look at;

1. Setting up and maintaining the library.

2. Accessing files from the library.

Article Index.

Creating the structure

Resources > Onsite Supply Library

Open

The screen above is the one that you see when you are logged in as a contact with an administration role. In this view you have two additional functions which are not available to standard contacts.

• You can create a folder \ subfolder structure to organise all of your supply documents.

• You can upload documents into those folders.

Adding a folder

When you click on the Add Folder button the following screen is displayed.

Open

1. Give the folder a name.

2. Select the icon that you want to be displayed on the folder.

3. Select the colour that you want to be used on the folder.

4. Click Save.

When you save the Folder you will then see it displayed as below;

If you click on the Contracts folder you will then go into that folder.

You can add subfolders as required by repeating the above process.

You can have as many folders \ subfolders as required but you should try and keep the structure easy to navigate for the contacts that will be accessing that information stored here.

Removing Folders

If you want to remove a folder from the structure click on the Archive button;

The following message will be displayed;

If you want to restore the archived folder follow these steps;

1. Select Archived so that archived folders are visible.

2. Click on Restore.

Adding Documents

When your structure is in place you can start adding the documents that you want the portal contacts to be able to access. To do this go to the folder where you want to add the document to and press the Add Document button. The following screen will be displayed.

1. You can browse for the document that you want to attach or you can drag and drop it into the File dialogue.

2. Give the document a Name.

3. Enter a description for the document.

4. Click Add.

The following screen will then be displayed;

The Folder button will be updated to show how many documents are contained below it.

Working With Document

With the documents, that you have uploaded, you have 2 main functions which you can do with them;

1. Edit the details displayed when someone sees the document in the library

2. Archive the document so that it is not directly visible in the library any more.

When you archive a document it is not deleted. You can view archived documents by ticking the Archived filter;

If you want the document to be visible again click on the Restore button.

Accessing the documents

When your suppliers want to access the documents they will log into the portal and go to the Resources > Library screen.

1. They can enter text in the Search Library box to search through the entire library structure for the required document.

2. They can click on the folder that they want to view.