company administrator functionssame as the old company administrator. they will change an email...

Copyright © 2019 DXC Technology

August 16, 2019

Company Administrator FunctionsVersion: IMDS Release 7.0

August 16, 2019 2Copyright © 2019 DXC Technology

New in Release 7.0

Requirement to specify which Org Units and which users are allowed to publish

Requirement to specify which types of MDSs are allowed to be published.


Still the Same from Earlier ReleasesIT WILL BE THE RESPONSIBILITY OF EACH USER TO ENSURE THAT THEIR EMAIL ADDRESSES AND PHONE NUMBERS ARE CURRENT. If you are using the system and your email is not the one on the ID, then you are not a valid user of the system. IMDS considers it a violation of the IMDS Terms of Use to share IDs.

IMDS still recommends a minimum of 2 Company Administrators in each IMDS company. With over 120,000 companies and over 200,000 users registered in IMDS, it is beyond the scope of the IMDS Service Centers to know who in a company should have access – the Service Center will not add a user or change an email without adequate documentation – an email is not sufficient.

The Service Center will change a Company Administrator if the new Company Administrator has an email domain the same as the old Company Administrator. They will change an email address if the new email address is similar to the old and the user remains the same. You will have to create a new IMDS company and lose all the data if your company is sold and the email domain changes and the Company Administrator is no longer with your company. This can be prevented by following bullet #1. IMDS is a secure system that contains proprietary data. Please do not ask us to violate our security procedures put in place to safe guard the data in the system.

It is the Company Administrator’s responsibility to reset passwords for others in the company. The Service Center will only reset a password if there is one active Company Administrator in a company. Expect a password reset to take up to 2 business days. If you need it in a shorter period of time then we suggest you have more than one Company Administrator in your IMDS company.


The Administration MenuHere you can initiate a password change.

Change Address of Company and Define Org Units

Move MDSs between Org Units – both “own” and “received”

Define list of Contacts that are Displayed on Supplier Data Screen and define REACH contacts in your own company.

Search for REACH contacts in other companies

Give a specific User in another company access to view your substances marked confidential

Edit personal data like email address and phone number.

Previous Notifications can be browsed here.

Create users, change user profiles, reset passwords, assign users to Org Units

View your company’s statistics on Sent or Received MDSs

View Statistics on Inbox of “Orphan” Org Units (Org Units with no assigned users)

Many of these options involve Organizational Units – For an explanation on

Org Units, please see

under FAQ > System Usage

> What are Organizational Units and how

can I use them?


Administration > Company I

This screen works similarly to the ingredients page for a part.

For an explanation on

Org Units, please see

under FAQ > System Usage >

What are Organizational Units and how

can I use them?

You cannot change the company name at the top – If you are the

Company Administrator please send an email to the Service Center for a

name change from the email address on the ID

Add an Organizational Unit (Org Unit)

Please enter City, ST and other address information in this area

When done with changes, click Save


Administration > Company II

Please note that Org Units can

only be deleted if empty – no

users assigned, no MDSs

belonging to it (including MDSs

assigned but deleted), nothing

sent to it.

You can change the name of an Organizational Unit but it cannot be the same as the “roof” company or another Org Unit in the company

Delete an Organizational Unit (Org Unit)

You must click on Save before an ID is shownOrg ID – similar to

Company ID


Administration > Company III

When naming Org Units, there

is no need to repeat company name – as you

see, it appears in the left column

and only wastes valuable space. You can go up to 5 levels deep –

but as seen above , the

display does not show the

hierarchy. If you go more than

one level deep, you need to consider that

when you name the Org Unit.

Give your supplier this number to send to – note – if they send to 90724, you must

have that Org Unit assigned to your ID in order to see

MDSs sent to it

Every company has at least 1 Org Unit, the “roof” – you can tell the “roof” because it is a repeat of the column in

the left and will have the lowest number.


Unless a Company Administrator grants the company Publish privileges, no one in the company will be allowed to Publish.

Publishing rights are granted by Org Unit (or “roof” company) and by type of MDS.

When only a certain Org Unit is allowed to publish, the MDS must be assigned to the Org Unit (on the supplier page) in order to be published.

Company Administrator: Administration > Company


The names that appear on the Supplier Contact page of an MDS are created by the Company Administrator through Administration > Contact Person. This is also where the Company Administrator creates their REACH contact.

To create a Contact Person, click on the Create button.

Administration > Contact Person I

Contact persons and users are 2 separate lists –

Contact persons only appear on Supplier Data Page. Contact

persons are not associated with

Org.-Units. Contact persons are not the same as Users. If your email address

changes, it must be changed on

BOTH the contact person and User lists.


Administration > Contact Person II

Create Contact Person

ID used with off line systems

Find all Contact persons in company

Change details for a Contact Person

View details for a Contact Person

Copy the entry


Creating the Contact Person

You need to indicate what type of contact – IMDS, REACH, or you can check both.

IMDS is a global system – that means you need to include all dialing codes,

including country codes in the phone and fax numbers

Unchecking this box will remove the Contact Person from the drop down

list on the Supplier Data page. However, if the person has left the

company, a better idea is to overwrite this data with someone still in the

company so that customers will have a valid person to contact in case of

questions.


Supplier Data Page

New Contact Person added to Pull down.

Assign MDS to Org Unit on this page while in edit mode – You need to

have the Org Unit assigned to your ID in order to be able to select it.


When a Contact Person Leaves

With the turnover in a company, the Contact Person may leave the company. While you can create a new Contact Person and inactivate an old Contact Person, you may want to consider overwriting the old Contact Person with replacement information – then all the MDSs linked to the person no longer involved with this activity are automatically updated to a new contact.


Finding REACH Contact in Own Company

In your own company, the Company Administrator searches through the Contact Person link to find the IMDS, REACH or IMDS+REACH contact persons.


Administration > REACH Contact

From the REACH Contacts link, a Company Administrator can find the REACH contact in a supplier company – if the supplier company has designated one.

Use the Search button to find a specific supplier company and click on apply – or you may type

part of the name in as you would normally

After you have selected your supplier, click on the other Search button


Viewing REACH Contact in Supplier Company

The search returns all REACH contacts that meet your search criteria. The details can then be viewed.


Administration > User

You can see which users are assigned to a

particular Org.-Unit, search by User ID, Last Name, First

Name, or just hit Search for all users. If the Active Box is checked, only

Active users will be displayed –

Unchecked returns all users that have ever been created in

your IMDS company.

Search only on Active Users

Create users

Find all Users Export list of users


Administration > User > Search

Modify an entry

Delete user

There really isn’t that many users, but there is a display for each Org Unit on the User

ID


Administration > User > User-List

All users, User ID and Last Login displayed –You can use the Last Login date to help you

identify users who have no need of

access


Administration > User > Search > Edit

User is allowed to publish Material MDSs

UserID is active and can login – provided not past Valid Until

date

Deactivate UserID

Is filled by system, date UserIDwas created Most of this is self-explanatory – you

cannot change the User ID, but you can change most information. This is a global application, please include all dialing information including country codes and extensions Box checked –UserID is active and can login –provided not past Valid Until date If filled by system, date ID created

Use this button to request system to

change PW

Date entered here means user cannot login after this date!!!!!


Company Administrator: Administration > User

In Order to Publish, the user profile has to meet 2 requirements:

1. Has to have User(Publish) profile or a Company Administrator profile

2. Has to be assigned to Org.-Unit (or “roof” company) that has Publish Privileges

For publishing Material MDSs, the Publishing request by the user must be confirmed by one of the Company Administrators in the company.


New Password Email

The new password is sent to the mailbox associated with the Company Administrator’s ID –not the user’s. Although the above is shown in English, there are similar emails for

each of the languages supported by IMDS. It is your

responsibility to ensure you can receive these emails as it is the only method of communicating

login information.


Administration > User > Create

Most of this is self-explanatory –User ID is assigned when you hit Save, but you can change

most information Date entered here means user cannot login after this date!!!!!

User is allowed to see confidential

substances in the own company’s MDSs

Choose appropriate profile for the

respective User role

This is a global application, please include all dialing information including country codes and

extensions.


Possible Authorization Profiles

The following user profiles can be assigned by a Company Administrator:

Company Administrator – can do all the functions covered in this document, plus the functionality of User (Certification) and User (Publish). We strongly urge a minimum of 2 users with this profile per IMDS company. One Company Administrator is created when the company is registered.

User – works with MDSs – create, modify, delete, send, accept, reject

User (Certification) – all the functionality of User 1, plus Certification

User (Read-Only) – can only view MDSs

User (Publish) – can Publish MDSs if assigned to an Org.-Unit that has been set up for publishing data.

Every company MUST have at least ONE Company Administrator to perform administrative functions.

DO NOT REMOVE COMPANY ADMINISTRATOR FROM YOUR PROFILE UNTIL YOU HAVE ANOTHER USER ASSIGNED AS COMPANY ADMINISTRATOR !!!!! IMDS STRONGLY recommends a minimum of 2 Company

Administrators for backup purposes.


Administration > User > Create > Add Org.-Units

This section is only used if you have Org.-Units. The Add function works similarly to adding a recipient to the Recipient page of an MDS. To select more than one Org.-Unit, hold Ctrl + click on each Org.-Unit and then select Apply. You can also use the “Apply all” for applying all Org.-Units listed.

Only users with the Org.-Unit attached to them can view the MDSs in the Received by the

Org.-Unit and assign MDSs to the

Org.-Unit on the Supplier Data

Page. Every active user is assigned to the “roof” company and can view MDSs

sent to the “roof” company and select the “roof” company

on the company data page.


When a User Leaves

IMDS considers it a violation of the IMDS Terms of Use to use an ID not assigned to a user. Because a user must accept the IMDS Terms of Use at first login, we prefer that a new user ID be created instead of overwriting the name on the User ID.

Users are responsible for their own password resets.

To inactivate a user, uncheck the “active” box and enter the current date in the “Valid Until” field


Administration > Trust User

Trust User is where you can give a specific named user in your own or another IMDS company the capability to view substances you have marked confidential. For example: If you are a Tier 2 and you have a relationship with an OEM, you can give someone in the OEM’s company Trust User status. All the Tier 1 users

will see are “confidential substances” for those substances the Material MDS creator has flagged confidential.

Use the Search Function to find a specific IMDS company – or enter part of the name. Wildcard searches can also be used - e.g. *dxc.com in the e-mail field will return all users with emails in that domain.

Check this box to see all users who are allowed to see your confidential substances.


Administration > MDS Admin > All Org.-Units, Own I

This brings up the typical search screen when you can filter by the normal parameters – make sure you select versions All – as with other searches, you are limited to 500 returns.

Click on each MDS you wish to move (modules cannot be moved) and click on Apply or Apply all to select all on the screen. If more than one screen, you must Apply on one screen before moving to the next.


Administration > MDS Admin > All Org.-Units, Own II

The selected MDSs now appear in the middle of the screen. Select the Org Unit at the bottom of the screen and click Save.


Administration > MDS Admin > All Org.-Units, Own IIIAnd when you go to the search screen and select what has been assigned to the Org.-Unit…

… you get the 5 you just moved.


Administration > MDS Admin > All Org.-Units, Received I

Moving MDSs from the Received list is similar – click on the Search for received MDSs button and the Received screen appears

Once again, your returns are limited to 500, so use some intelligent filtering –


Administration > MDS Admin > All Org.-Units, Received II


Administration > MDS Admin > All Org.-Units, Received III

Select the Org Unit you want the MDSs moved to and click on Save


MDS Admin Cautions

If you are trying to delete an Org.-Unit, you must first make sure that there are no MDSs (company created or received) or users Assigned to the Org.-Unit. If an MDS created by your company and assigned to an Org.-Unit has been deleted, you will not see it in your search and cannot move it. You may need to contact the IMDS Service Center to move the deleted MDS. Before you call, make sure you have searched on Versions All and All received to clear it out as much as possible –otherwise, we may charge you for the move.

If you are moving MDSs between Org.-Units and the MDS has already been accepted by a Tier 1 customer who has an offline system, you may get a phone call. This counts as a “status change” for the date of the move and the MDS will appear in their download files. It does confuse them since they don’t know why they are getting it again.


Administration > MDS specific statistics > Sent

You can export this list to a .csv file

This shows the status of all MDSs sent by the company without having to go to the Sent box.


Administration > MDS specific statistics > Received


This shows the status of all MDSs received by the company without having to go to the Received box.


Administration > MDS specific statistics > Own


This shows the status of all MDSs created by your company and assigned to each Org.-Unit.


Administration > Org.-Unit Report

When Company Administrators have not read the instructions, they

frequently create Org.-Units and have MDSs sent to them, but forget to attach

the Org.-Unit to a User. Only those users with the Org.-Unit attached to their ID will be able to see the MDSs

received into that Org.-Unit. The Org.-Unit Report allows you to check and

see if all Org.-Units have users assigned to them. In this case, there are items Received by the Org.-Unit, but no user has been assigned to the

Org.-Unit.


In Conclusion

Administrative functions within IMDS are the responsibility of the Company Administrator(s) within each company. As long as a Company Administrator belongs to the same IMDS “roof” company, they can reset the password for any other user with a Company Administrator, User, User (certification) or User (read-only) profile – regardless of Organization Unit. The Service Center should only be contacted to reset a password if all Company Administrators within the “roof” company are locked out or have left the employ of the company. Since IMDS contains sensitive data and because the Service Center cannot know who in a company is trustworthy and should have access, we have to be extremely careful when creating a user ID – please understand our security process and do not ask us to violate it. Although your particular company may not be particularly concerned about access – many companies are and we have to use the same process for all companies. That is why we give each company the capability and responsibility for performing their own administrative functions and we recommend that you have sufficient backup in place. Please understand that if your company has been purchased and there is a name change and an email domain change and none of the users has thought to update their email address on the user ID –chances are than when you get locked out or want a Company Administrator change the Service Center will not fulfill your request and any data you have in the system will be “orphaned” – there is simply no proof you can offer that you should have access to the data and our security processes require proof that you should be granted access.

company administrator functionssame as the old company administrator. they will change an email...

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