datasheets user guide - sourcedogg€¦ · april 2019 copyright by sourcedogg 20 datasheets user...

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Contents

Quick Links ............................................................................................... Error! Bookmark not defined.

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

SRM Permissions ...................................................................................... Error! Bookmark not defined.

Where to find SRM ................................................................................... Error! Bookmark not defined.

SRM Page ................................................................................................. Error! Bookmark not defined.

View SRM ................................................................................................. Error! Bookmark not defined.

Datasheets

User Guide

Date: April 2019

April 2019 Copyright by SourceDogg 2

Datasheets User Guide

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Contents

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

Where to find them ................................................................................................................................ 4

Datasheet Search ................................................................................................................................ 4

1. View Details............................................................................................................................. 7

2. View Results For This Supplier ................................................................................................ 8

3. Copy Download Link................................................................................................................ 9

4. Requisition from This Datasheet ............................................................................................. 9

Datasheet Document .................................................................................................................... 11

Manage Suppliers – search for Datasheets ...................................................................................... 12

Viewing Datasheets........................................................................................................................... 14

Supplier Profile ...................................................................................................................................... 16

Uploading Datasheets ........................................................................................................................... 18

Requesting Datasheets from Suppliers ................................................................................................. 19

Datasheet Question .......................................................................................................................... 19

Supplier Sharing from their Account ................................................................................................ 20



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Introduction

Suppliers can now upload and share their Datasheets with Buyers. They can share them with specific

individuals, with an organisation as a whole, or make them available to all users in the system.

You can also ask suppliers to share datasheet with you by asking to respond to a Datasheet Question

in an RFx.

Once a supplier has shared a datasheet,

Collecting your supplier’s datasheet has numerous benefits:

• Staff have access to the latest information for risk assessments, PPE assessment, COSHH and

product / supplier selection.

• User can search for providers and invite them to RFQ, Tender or Auction.

• Business Users can search for a product or service and then raise a requisition for approval by

the Central Procurement Team.

• Suppliers can maintain / update their datasheets through their account meaning you don’t have

to chase them for new information each year.



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Where to find them

There are 2 ways of searching the SourceDogg Datasheet database.

Datasheet Search The first is by using the yellow tile marked ‘Datasheet Search’.

To add this tile to your list, click on the pencil icon in the top right corner of the page.

Then click on the + symbol to bring up the list of tiles, from this select ‘Datasheet Search’. When you

have done this you will see the new tile, click on the disc icon to save this.



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After you have saved this and clicked on the ‘Datasheet Search’ tile, you will see the following

screen.

1. This is the box you enter your search term into. You can search for a partial match by

including the character *, eg Dual* will display results for Dual, Dual 4G etc

2. You can filter the search results by ticking the boxes for Title – the name of the Datasheet

given by the supplier, Document Content – the text contained within the document, Buyer

Tags – tags the supplier has attached to the Datasheet to describe it and Supplier Tags – any

tags that you have attached to this Datasheet previously.

3. You can also refine the results by supplier by first clicking on ‘Refine by supplier’ and then

selecting All Supplier Directory, Supplier Pool Only (suppliers that have been approved

through your onboarding process), SRM Suppliers (suppliers that have been added to your

SRM module) or Saved Search (these are set up by your Account Admin in your organisations

settings).

4. There is also the option to filter results by the name of the Supplier and/or the country they

are based in. Note that you can only pick one of each at a time.

5. When you find a Datasheet of interest click on the image and this opens the document.

Clicking on the cog beside it brings up a list of options. These are both covered in the next

images.

6. Clicking on the small box next to the Datasheet shows you what text in the document, or

what tags, have matched your search terms.



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When you click on the cog next to the Datasheet it brings up a list of 4 different options.

1. View Details

2. View Results For This Supplier

3. Copy Download Link

4. Requisition From This Datasheet



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1. View Details

This gives you a look at the full details of the Datasheet including:

1. The description the Supplier has provided about this product/service.

2. When it was uploaded, last modified and any previous versions used

3. Any previous versions that have since been marked as obsolete by the Supplier

4. Any tags the supplier has attached to it to help Buyers find this Datasheet. Here, you can

also attach tags of your own which can be used for future searches.



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2. View Results For This Supplier

This takes you to the ‘Datasheets’ tab of the Supplier’s profile page.

1. This shows you any Datasheets that have matched your search terms.

2. From here you can also add this Supplier to your Supplier Pool or SRM module.

3. Clicking on the cog brings you to the Datasheets details.

4. Clicking on the small box next to the Datasheet shows you what text in the document, or

what tags, have matched your search terms.

To find out more on the Supplier’s profile page please click here.

https://www.sourcedogg.com/wp-content/uploads/2017/07/User-Guide-6.-Supplier-Profile.pdf



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3. Copy Download Link

Selecting this option gives you a link that can be shared. Please note this is a temporary link for

anyone outside of SourceDogg but will work permanently for anyone logged in.

4. Requisition from This Datasheet

If the Datasheet contains a product or service of interest to you this option allows you to create a

requisition to send to your local management or procurement team for approval. You will be

required to populate the form with the details of the product and those details will be put forward

to your buying team along with a copy of the Datasheet.

For more information on the Requisitions module, please see the user guide here.

https://www.sourcedogg.com/wp-content/uploads/2018/04/User-Guide-17.-Requisitions.pdf



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Datasheet Document

Datasheets are typically uploaded in PDF format, clicking on the image opens this.

1. In the top left corner, you can search the document for some text or skip pages.

2. The + and – icons allow you to zoom in/out.

3. The icons in the top right corner allow you to save, print, download or expand the

document.



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Manage Suppliers – search for Datasheets

The second way to search through the SourceDogg database by first clicking on the ‘Manage

Suppliers’ tile on your homepage or ‘Supplier Management’ at the top of the page.



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1. On the Supplier Management screen, you can search through the database for Datasheets

by ticking the box next to ‘Datasheets’

2. Followed by typing your keyword into the search box and clicking ‘Search’.

3. This will bring up a list of the Suppliers that have Datasheets that feature this word. This

could be in the Datasheet title, a tag or a word in the text of the document. To access the

Datasheets, click on ‘View Datasheet Search Results’.

If your search word is broad and returning too many results, you can also use it in conjunction with

the other search filters, such as limiting results to suppliers in your Supplier Pool and/or which

country they are based in, as shown above.



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Viewing Datasheets Clicking on the “View Datasheet Search Results” option will open the Datasheets tab on the Supplier

Profile of the related supplier

1. Clicking on this will bring you directly to the Datasheets tab of the Supplier’s profile page.

2. You can further filter down your search results by ticking or unticking the boxes here to

show results from the Datasheet Title, Buyer tags, Supplier Tags and Document content.

3. Clicking on this icon will show you the section of the document that contained your search

word.

4. Clicking on the “thumbnail” image of the datasheet will allow you to view the file in a pop-

out window. See example below:



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At the top of the “full view” screen you have the following options:

1. Search the text of the document

2. Cycle backward and forwards between pages / slides in the datasheet

3. Zoom in and out

4. Print the datasheet or download to your computer



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Supplier Profile

You can also access any Datasheet uploaded by a Supplier and shared publicly by going to their

Supplier Profile page.

To find this, locate the Supplier by searching for them in the ‘Supplier Name’ box (1) and then

clicking on ‘View full profile’ under their name from the search results.



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1. Once their profile is opened click on the ‘Datasheets’ tab.

2. It is also possible to search the Supplier’s profile page from anywhere using the ‘Search this

supplier’ box.

3. If you do this you can further filter down your search results by ticking or unticking the boxes

to show results from the Datasheet Title, Buyer tags, Supplier Tags and Document content.

4. To open a specific Datasheet, click on the cog opposite it and select ‘View details’. This gives

you a summary of the Datasheets details (see next graphic). Clicking directly on the image

will open it directly.



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1. The description the Supplier has given this Datasheet.

2. All current, and previous, versions of the Datasheet are listed here.

3. Clicking on the document link downloads and opens the document.

4. Any tags the Supplier has attached to this Datasheet as well as any tags your organisation

have attached.

Uploading Datasheets

As part of your SourceDogg licence, your account can also perform Supplier functions and so it’s

possible for you to upload your own Datasheets if you so wish.

There’s a guide on how to upload and manage your Datasheets in the Suppliers section of the User

Guides.



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Requesting Datasheets from Suppliers

Suppliers can share their datasheets with you in two ways:

1. You can ask for their datasheets using the “Datasheets Question” in an RFx.

2. Suppliers can share independently from their account.

Datasheet Question There is a new “Datasheet” question available in the “Content” section of requests.

A draft Datasheet Question will appear as below:



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1. Text box where you can specify what Datasheet you want or give instructions.

2. Tags entered in this field will be applied to all Datasheets uploaded by the Supplier in

response to this question.

3. Set the question as mandatory by ticking this box. If the question is mandatory the Supplier

must upload at least on Datasheet in order for the system to allow them to submit.

4. This an example of what the question will look like from the Suppliers point of view. As you

can see, the Supplier has the option to group their Datasheets into “Batches” and enter tags

to be assigned to each batch. The Supplier can create as many Batches as required, each

with a unique set of tags.

Datasheets will only become available to search and view on Supplier Profiles after the Supplier has

submitted their response and the request deadline has passed.

Supplier Sharing from their Account Every Supplier account has a Datasheet area of the Settings menu where Suppliers can upload

Datasheets, manage and update datasheets and choose who to share Datasheets with. For more

information on this area, please reference the Supplier version on the Datasheets guide.

In this area Suppliers have the option to make Datasheets “Visible to All Buyers”, in which case every

User in a SourceDogg Buyer account with access to Supplier Management area will be able to view

this Datasheet or Batch of Datasheets.

Suppliers can also share with your account specifically by entering your email in the “Share with

Individuals” area of their Datasheets settings. If you request that a Supplier share with you using this

method, please note that the view permissions for the Datasheet will not be limited to the User

whose email is entered. All other User’s in their account will also have access to the Datasheet via

the Supplier Profile.

datasheets user guide - sourcedogg€¦ · april 2019 copyright by sourcedogg 20 datasheets user...

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