training for partner portal administrators

Training for Partner Portal AdministratorsPPA Training Guide

Updated: March 2017

Setting expectations

This guide is intended to provide simple, step-by-step instructions to

carry out the roles and responsibilities required as your company’s

PPA.

There are other training materials available that cover the basic

functionality of the Partner Portal that are helpful and relevant to all

users. You can access those by clicking the Portal Tutorials link in the

footer of the Portal under Portal Resources.

About this guide

© Copyright 2017 Hewlett Packard Enterprise Development LP 2

Agenda

This training will cover:

• Introduction to the HPE Partner Ready Portal

• Overview of the PPA Role

• User account settings

• Details of the main activities to be performed by a PPA:

• Approving User Accounts

• Managing Users

• Providing Access to Tools

• Providing User Support


What’s new for existing PPAs?

• Instant User Registration

• New User Report

Topic 1Introduction to the HPE Partner Ready Portal


Topic objectives

After completing this topic, you will be able to:

• Describe the Partner Ready Portal

• List the main responsibilities of a Partner Portal Administrator (PPA)


Partner Ready Portal: a single gateway to doing business with HPE

Simply sign in for 24/7 access to Partner Portal Platform business tools, information, support and

everything you need to do business with Hewlett Packard Enterprise.

© Copyright 2017 Hewlett Packard Enterprise Development LP

partner.hpe.com

Single global entry point

Products

Programs

Planning

Marketing

Deal & Opportunity

Mgmt

Integrated Quoting

Compensation

170+ other services

6

http://partner.hp.com/

Becoming a HPE Partner Portal user

User registration

All users within a partner organization need to register for access from the login page.

Guest User

•Default access for a new user

•Sees only public information

Standard User

•Most common type of user

•Authorized to view company-specific information & take actionon behalf of his/her company

•Converted from Light User to Standard User by PPA

Partner Portal Administrator (PPA)

•Controls access to sensitive company data; grants and removes access from partner users

User access levels

Users are granted instant access. However, PPA approval is required for

access to transactional business tools such as pricing, ordering, etc.

7© Copyright 2017 Hewlett Packard Enterprise Development LP

What is your role as a PPA?

A Partner Portal Administrator (PPA) oversees the users of the Partner

Ready Portal on behalf of the Partner organization.

As the PPA, your main responsibility is to allow people from your

organization appropriate access to the business tools available via the

Partner Ready Portal.


You will also be the first point of contact for your colleagues for anything to do with the Partner Portal.

Your organization must have at least one PPA and multiple PPAs may be assigned.

The first user registering with Partner Ready Portal on behalf of an organization will be set up as a PPA in order to

facilitate the smooth migration of other users.

?

Summary of your responsibilities as a PPA

Manage user access to enterprise data and tools (pricing

terms, project/product information, claims and so on)

through the Partner Ready Portal

Keep your organization up to date with any changes to the

Partner Ready Portal

Handle communication between users and HPE Partner

Support

Approve Partner Ready Portal accounts for users within your

organization

Deactivate or terminate obsolete users from the Partner

Ready Portal

Approve New Users

Manage Users

Provide Access to Tools &

Information

First point of Contact for

Portal-Related Queries


Why PPAs are important

You are the gatekeeper of the relationship between Hewlett Packard Enterprise and your organization through Partner Ready Portal.

You have deeper insight into your organization’s structure.

WE COUNT ON YOU!

Ensuring security and updating data flow between

Hewlett Packard Enterprise and your organization are

among your main roles as a PPA. In addition, routinely

monitoring the access of users from your organization

to the portal is also a daily activity.

To best enable your organization and users, you

are advised to respond to internal requests within

5 business days.

You manage highly sensitive, personal and

confidential data. Always ensure this information is

safe in your hands.


PPA

Topic 2User account settings


Topic objectives

After completing this topic, you will be able to:

• Edit your account settings

• Describe your organization and sub-organization


Accessing your user account settings

Log in to the Partner Ready Portal at partner.hpe.com to access your user account settings.


Select Language drop-down to choose your preferred local language.

Enter your email and password and

then click the SIGN IN button.

http://partner.hp.com/

Editing your user account settings

You can view your user account settings, reset

passwords and view all PPA information by accessing

your PROFILE PREFERENCES.

1. After logging in to the partner portal, click the drop-

down arrow in the top right-hand corner next to your

user name.

2. Select PROFILE PREFERENCES to go to the Partner

Ready Portal Settings screen shown opposite.

3. You can review and update your personal details

here.


1

2

3

1

2

3

Editing your user account settings (continued)

4. You can reset your password by clicking Change

password in the My access details screen.

4. You will see your assigned role as a PPA when you

click My roles.

Your role enables you to grant permission and tool

access for all other users in your organization.

All other portal users will be designated the role of

guest user or authorized user. We will explain more

about guest and authorized users in Topic 3.

15© Copyright 2017 Hewlett Packard Enterprise Development LP

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5

4

5


6. You can set your time zone by selecting from the

drop-down menu in the My time zone section.

7. View your communication preferences when you

click My subscriptions.

You can choose to receive updates from HPE via

email, mail, call, SMS and fax.


6

7

6

7


8. When you click My locations, it will show your

country location information.

9. You can find details of any other PPAs that might

exist in your organization by accessing My

contacts.


8

9

8

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Topic 3Details of the main activities to be performed by a PPA


User Support

Approve New

Users

Your PPA activities: Provide access to tools

•Assist with support

requests

•Communicate any

updates and changes

concerning the Portal

and tools

•Grant Users access to

business tools

•Assign the Partner

Education Manager

(PEM) role

Manage Users

•Edit User details

•Promote Users to PPA

•Trigger Password Reset

•Deactivate / Delete

Users

•New User Approval,

when a new domain is

requested

Provide Access


Providing access to tools

There are two types of tools your Users may need to use:

1. Tools that require training to be completed prior to access

Access to tools that require training is provided automatically to users after they complete the tool training course on The Learning Center.

2. Tools that do not require any training for access

As a PPA, you may receive an email or a call from a User asking you to provide access to a specific tool. You may respond using the steps on the next slide.Note that User access requests are not system-generated.


Overview: Providing access to tools

Profile Preferences > Users and organizations > Tool Management

Select Tool or Select Partner Learning Management Tool for PEM Select Access Level

View Available Users Select User > Save Confirm by Viewing Current

1 2 3

4 5 6


Providing access to tools – select tool

22

1. Select the tool

a) Go to: Profile Preferences > Users and

organizations >Tool Management

b) A list of tools is displayed the Tool

Management section

c) Click the icon under Assign Users for this

tool to see the access mode assigned to

the tool


As a PPA, you may provide User access to specific tools by taking the following steps:

1

1

Providing access to tools – set Access Mode

23

2. Set the Tool Access Mode

• A list of access modes associated with the tool is displayed

• The Tool Name and Access Mode description columns allow you to give different levels of access to the tool depending on

the user’s request, role and business need

In this example, we will be granting a

user Order Status with Net Pricing

access to the Order Status Tool.


2

2

Providing access to tools – assign to users

24

3. View available Users for the tool

• Click Available to see a list of users that can be given this level of

access

• Or you can search for a specific user based on: First Name, Last

Name, Screen Name, Email Address, Status using the SEARCH

function

• Select the user you are providing access to; you can provide

multiple access at once by selecting the checkbox on the left

SaveWhen you have completed Assigning access to

select User(s) you should click Save

5

4

3


3 4

ConfirmValidate your changes by viewing the Current tab

5

3

Approve New

Users

User Support

Your PPA activities: manage users


requests

•Communicate any

updates and changes


and tools

•Grant Users access to

business tools


Education Manager

(PEM) role

Manage Users

•Edit user details

•Promote Users to PPA

•Trigger password reset

•Deactivate / delete

users

•New user approval,


requested

Provide Access


Overview: managing users from your Actions button


• After deactivating a user, the

status shows as “Inactive”

• You can promote a user to

PPA by clicking the link

• If a user is already a PPA, use

this link to demote them to a

user

• Edit the user’s personal

details (Email, Name, Phone

Number)

• Trigger Email to be sent to

user with reset instructions

• A deactivated user can be

reactivated or deleted

• User follows instructions to

reset their password

Managing users – editing user details


Option 1: via Profile Preferences

a) Go to Profile Preferences > Users and

organizations > My Users (Search All

Users)

b) Search for User

c) Click on the Actions button available

to each User and select Edit

Option 2: via Manage Users

a) Go to My Workspace > Manage Users

> Manage Account Users > My users

(Search All Users)

b) Search for User

c) Click on the Actions button available

to each User and select Edit

1

2

As a PPA you may edit user details (email, name, phone number) if requested, using your choice of two navigation

paths:

Managing users – promoting a user to be a PPA

28

Option 1: via Profile Preferences

a. Go to Profile Preferences > Users and organizations

> My Users (Search All Users)

b. Search for User

c. Click on the Actions button available to each user

and select Promote as PPA

Option 2: via Manage Users (see previous slide)

a) Go to My Workspace > Manage Users > Manage

Account Users > My Users (Search All Users)

b) Search for User

c) Click on the Actions button available to each user

and select Promote as PPA

a

1

b

c


As a PPA, you may promote a user from your organization to be a PPA using

your choice of two navigation paths:

Managing users – deactivating user access

29

As a PPA you may deactivate a user’s access—for example, when business roles change—using the following

steps:

1. Click your username drop-down menu and select PROFILE PREFERENCES (see previous slide)

2. Click Users and organizations from the left-hand menu

3. Select the Search All Users link in the My users section; search the user you need to deactivate

4. To deactivate multiple users, select each user’s check box

5. Click Deactivate

6. To deactivate a single user, use the Actions button and select Deactivate in the drop-down menu


5

4

6

Managing users – deleting user accounts

30

As a PPA, you may delete user accounts—for example, when they leave your organization—using the following

steps:

1. Before Deleting a User Account, you first Deactivate the User (see previous slide)

2. Click your username drop-down menu and select PROFILE PREFERENCES

3. Click Users and organizations from the left-hand menu

4. Select the Search All Users link at the bottom of the My Users section

5. Enter the email address or name of the User you want to delete, ensure that under Status you choose ‘Inactive’ user

6. When you have identified the user, click the Actions button and select Delete*


*Once you have deleted a User Account, you are unable to ‘undo’. You must recreate it to bring it back.

Managing users – resetting a user’s password

31

Users can reset their own Passwords using their Profile Preferences.

If users can’t access their accounts, they may use the ‘Forgot Password’ option on the login screen.

Or as a PPA, you can also reset a password using the following steps:

a) Go to Profile Preferences > Users and organizations > ( scroll down to ) My Users (search All Users)

b) Search for user

c) Click on the Actions button available to each user and select Trigger reset password

d) A new window will open – enter the user’s email address in the Email address section

e) Click Next

a

b

c

d

e


a

b

c

d

e

Managing users – resetting a user’s password (continued)

32

Once you have completed the previous steps, the following email notification is sent to the

user:

Users should click the ‘Choose a new password’ link to reset their passwords


Approve New

Users

User Support

Your PPA activities: approve new users


requests

•Communicate any

updates and changes


and tools

•Grant users access to

business tools


Education Manager

(PEM) role

Manage Users


•Promote users to PPA



users



requested

Provide Access


Overview: approving new users

Email Notification of New Registration Profile Preferences My Workflow Tasks Action Button Assign to Me

Review Request Update Due Date (if not approving now) Approve (or Reject) Request

1 2 3

4 5 6


Email notification of new user registration

As a PPA you will receive notifications from the Partner Ready Portal to inform you that:

35

A new user from your company received Partner

Ready Portal access after the user’s email domain

matched your company’s domain.

1 A new user registered for the Partner Ready Portal

but the user’s email domain did not match your

company domain.

2

Ignore(no action)

Reject Approve Reject


or or

New user reportQuick overview of recently registered users

Now you can view all your recently registered users in one place. Go to Profile Preferences > Users and Organizations and click the User Reports tab.

This will bring you to a table view where you may see the recent users. In addition, you may choose to download the report using Export as PDF or Export as Excel from the top right of the table.

1

2

1

2


Approving new users – using My Workflow Tasks

37

In most cases, new users do not require PPA approval.

Where a different domain name has been requested, you will need to approve the user account by performing the

following steps:

a) Click the username drop-down menu

b) Click PROFILE PREFERENCES

c) Click My Workflow Tasks


a

a

b

c

b

c

Approving new users – assigning a task

38

• If you are the only PPA for your organization, you will simply assign the task to yourself

• If your organization has more than one PPA, you will share tasks with the others.


Assigning a task to yourself:

a) Scroll to ASSIGNED TO MY ROLES

SECTION

b) Click on the ACTIONS button

c) Click on ASSIGN TO ME

• When a task is assigned to the PPA user role, all PPAs within your

organization are able to respond to it.

• The person who chooses to work on the task needs to assign it to

themselves to make them the owner of this task.

• Once you have assigned the task, you are responsible for

completing it.

a

b

c

a

b

c

Approving new users – reviewing requests

39

Where PPA approval is required, you can review the request by clicking Review Registration Request


Approving new users – updating the due date for registration review task

40

a) Click to Review the

Registration and User

details

b) If you are unable to

approve or reject the

registration at this time,

you can update the due

date for later approvala

b


a

b

Approving new users – approving or rejecting the access request

41

a) Review the registration

and user details

b) Click Approve or Reject

based on your review and

the business need for this

user to have access

c) Enter a comment to

provide further

explanation for your

decision and click OK

a

b

c


a

b

c

Approve New

Users

User Support

Your PPA activities: user support


requests

•Communicate any

updates and changes


and tools

•Grant users access to

business tools


Education Manager

(PEM) role

Manage Users


•Promote users to PPA



users



requested

Provide Access


If Portal users need support, they are encouraged to first contact their PPA.

Users will find you or their other PPA contacts, as follows:

Providing user support

a) Go to Profile Preferences

b) Select My Account

c) Click on My Contacts

d) View the list of PPAs


RecapNow that you have completed this training


PPA training summary

Having completed this training, you are now able to:

• Describe the Hewlett Packard Enterprise Partner Ready Portal

• Edit account settings

• Approve user accounts

• Manage users


Thank youYour role as a Partner Portal Administrator (PPA) is important to your organization and to Hewlett Packard Enterprise.


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