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C&MS Client User Guide Aberdeenshire & Aberdeen City Councils Version 2 (04/07/2017)

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Contents Page No

Contents….. ..................................................................................................... ………… 2

Introduction ................................................................................................................. 3

Self-Registration ........................................................................................................... 3

Client Portal .................................................................................................................. 3

My Account .................................................................................................................. 4

Personal Information .................................................................................................... 4

Order History ................................................................................................................ 5

Delivery Addresses ....................................................................................................... 5

Placing an Order ........................................................................................................... 6

Submit ID Badge Request .............................................................................................. 6

Configure Badge ID Request .......................................................................................... 7

Uploading Image ........................................................................................................... 7

Proof Approval ............................................................................................................. 8

Confirm Proof Approval ................................................................................................ 8

Shopping Cart ............................................................................................................... 9

Delivery Address and Cost Centre ................................................................................. 9

Submit Order .............................................................................................................. 10

Order Confirmation .................................................................................................... 10

Email Order Confirmation ........................................................................................... 11

Delivery & Finance Options ......................................................................................... 12

Request Quotation ..................................................................................................... 12

Shopping Cart Check Out ............................................................................................ 13

Confirm Delivery Address & Cost Centre ..................................................................... 13

Request Quote Ad Hoc ................................................................................................ 14

Ad Hoc Order Confirmation ......................................................................................... 14

Ad Hoc Email Notification ........................................................................................... 15

Drafts ......................................................................................................................... 15

Help............................................................................................................................ 16

Signing Out ................................................................................................................. 16

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Introduction

This guide will detail how to complete orders for both Aberdeenshire and Aberdeen City Councils. Self-Registration

‘Self-Registration’ is available via an approval process, complete the required fields to start the approval process. After approval, the user will be sent an email with their account credentials, avoiding any delay in accessing the system. Click on the ‘Register’ button to start the ‘Self-Registration’ process.

Enter your ‘Email Credentials’ and click ‘Sign in’ to enter the platform.

Client Portal

The ‘Client Portal’ enables the ordering of ‘Adhoc Work Requests’ > ‘Business Cards’ > ‘Certificates’ > ‘ID Badges’ and ‘Letterhead Papers.’

*** The products listed are Council dependent ***.

The navigation bar at the top enables easy access to the ‘Homepage’ > ‘My Account’ > ‘Cart’ > ‘Drafts’ > ‘Help’ and ‘Sign out’ buttons.

NB: Catalogue items cannot be combined in an order with any Adhoc items.

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My Account

‘My Account’ details all information for previous created orders, these can be accessed through ‘Order History’.

‘Personal information’ is used to create your ‘Profile’ in order to populate new orders with your details. ‘Cart’ shows any saved orders that are stored in your shopping trolley. ‘Drafts’ displays any stored orders that have not yet been submitted. ‘Help’ provides access to the ‘User Guides’. ‘Sign out’ will sign you out of your session.

Personal Information

‘Personal Information’ is used to store the individual’s details. Orders created will then be populated with the information recorded.

Confirm details by selecting the ‘Save’ button. To return to ‘My Account’ select the ‘Back’ button, or to place an order select the ‘Home’ button from the Navigation bar.

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Order History

‘Order History’ provides information on orders previously placed and their order ‘Status’, as the order progresses from ‘Order in Pre-Production’ to ‘Shipped’ it will update in ‘Order History’. ‘Searches’ can also be carried out in order to easily locate previous placed orders.

Select the ‘Back’ button to return to ‘My Account’ or the ‘Home’ button to return to the ‘Homepage’. Delivery Addresses

‘Delivery Addresses’ can be added to simplify the ordering process. Select ‘My Account’ > ‘Add’ to add a new address.

Editing existing addresses can also be done by selecting the ‘Edit’ option, or alternatively by selecting the ‘Delete’ option to delete the address from the account.

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Placing an Order

Select the required product from the options highlighted on the left to start the ‘Order’ request process.

NB: Each individual’s user account configuration will only show ‘Products’ relevant to them.

‘Ad Hoc’ orders and ‘Catalogue’ items cannot be combined.

Submit ID Badge Request

‘ID Badges’ provide a number of options relating to security clearance, ‘Coded Badge’ allow the option for additional security to be added to provide access to Council secure areas.

After selecting the required item, click the ‘Submit Request’ button to initiate the details of the order request.

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Configure Badge ID Request

When creating orders details are populated from the stored ‘Personal Information’ and imported into the order, however this can be overwritten.

The facility to add a ‘First Aider’ or ‘Dual Logo’ is available from the drop down list identifying staff who are on secondment or a ‘First Aider’.

All mandatory fields are indicated by the red * asterisk.

‘ID Badges’ require a photo to be uploaded, click on the photo image to enable the option ‘Click to change picture’.

Uploading Image

With your image selected, use the mouse to adjust the size as required, select ‘Done’ to confirm the process.

NB: Please make sure that the ‘Editing Box’ remains within your photograph to avoid any white space being introduced into your badge image.

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Proof Approval

A preview of the file is displayed on the right, to view the actual proof, select the ‘Click Here for Proof’ button, followed by ‘Open’, or ‘Save’ to download a PDF file. ‘Proof Approval’ is provided, check all details and make any adjustments as required, select the checkbox ‘Proof is approved’ tick box followed by ‘Add to Cart’ to continue with the order process.

NB: If the ‘Click here for Proof’ button does not show the proof, as per the example below, please disable your ‘Browser’s’ ‘Popup Blocker’ via ‘Tools’ ‘Dropdown Menu’, highlighted above. Confirm Proof Approval

‘Proof Approval’ is provided, to confirm ‘Approval’, select the checkbox ‘Proof is Approved’ > ‘Add to cart,’ to continue with the order process.

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Shopping Cart

The shopping ‘Cart’ displays the selected product together with the cost(s). Options are available to ‘Delete this item’ > ‘Checkout Item later’, > which will move the item to the ‘Drafts’, ‘Edit’ > ‘Continue shopping’ > ‘Proceed’.

If happy with the order, select ‘Proceed’ to continue.

Delivery Address and Cost Centre

Select the ‘Delivery Address’ from the options available, or alternatively select ‘Add’ to add any additional addresses. Add the ‘Cost Centre’ details and select ‘Proceed to checkout’ to continue.

NB: That delivery will not be charged when Council’s internal transportation facility is used. E.g. Legal Post /City Van.

- Standard (delivered within 2 days depending on location) - Express (Delivered next day/same day depending on location - premium charge applied) - Delivery charge will be calculated based upon Weight, Distance & Selected Urgency and will be added to your final invoice.

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Submit Order

With the ‘Delivery Address’ selected check all details, if required, to amend anything select the ‘Back’ button.

To proceed with the order, select the ‘Submit’ button.

Order Confirmation

Confirmation of the ‘Order’ is provided with the order number. To order further items select ‘Continue Shopping’ or select ‘Home’ from the navigation bar to return to the ‘Homepage’.

An email confirmation will also be sent providing details of the order.

Details of the order and the status will be available in the ‘Order History’ accessed from ‘My Account’.

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Email Order Confirmation

An email notification is received confirming all details of the order, example shown above.

Ad Hoc Quote Request

Any orders that are ‘Non-Standard Catalogue Items’ will require an ‘Ad Hoc Quote Request’ creating.

‘Ad Hoc’ requests are requests for quotations and must be submitted as individual requests, as highlighted above.

Select ‘Ad Hoc Quote Request’ > ‘Submit Request’ to begin the order process.

Ad Hoc Quote Request Ad Hoc Quote Request

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Delivery & Finance Options

Information is pre populated from ‘My Profile’, check all details and ensure all mandatory fields are completed. To progress with the order select ‘Next’, as highlighted above. Request Quotation

At ‘Step 2’ complete all fields as required providing details of your order. The option, ‘Hard Copy Proof Required’, when selected enables the ‘Proof Date’ to be added.

Click ‘Browse’ to ‘Upload Artwork’, with the file selected click on the ‘Upload’ button, if there are multiple files to be uploaded, these can be added as a ‘Zip’ file.

NB: Clicking the highlighted ‘Arrow’ shows the ‘File Name’ of the ‘Uploaded File’. ‘Delete’ allows file deletion.

Select the ‘Request Quotation’ button to continue with the order request.

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Shopping Cart Check Out

The ‘Shopping Cart’ displays the ‘Ad Hoc’ order request, there is no price displayed as this is a ‘Non-Standard Catalogue Item’ and is priced offline.

To continue with the order, select ‘Proceed’, or alternatively click on the ‘Shopping Cart’ button to move the item into ‘Drafts’.

Confirm Delivery Address & Cost Centre

Select the ‘Delivery Address’ from the drop down menu, to add an additional address select ‘Add’. Insert the ‘Cost Centre’ details and select ‘Proceed to Checkout’ to continue with the order request.

To make any amendments select the ‘Back’ button at any time.

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Request Quote Ad Hoc

Check all details of the order and click on the ‘Request Quote’ button to complete.

Ad Hoc Order Confirmation

Confirmation of the order number will be provided and an email notification will be received with the details of the order.

Select ‘Continue Shopping’ to order further products and to return to the ‘Homepage’ screen.

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Ad Hoc Email Notification

An email notification is received confirming all details of the order, example shown above.

Drafts

Any incomplete orders will be stored in the ‘Drafts’ section. To continue with a ‘Draft’ order, locate the order, select the ‘Edit Product’ option, or alternatively, select ‘Delete this Item’, if the item is no longer required.

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Help

The ‘Help’ menu provides access to the ‘User Guides’. Signing Out

Click on the ‘Sign Out’ button, as highlighted above, at the top of the screen to log out of the platform or click the ‘Home’ button to be returned back to the ‘Homepage’.

Click here to return to the ‘Contents Page’.