SourceDogg

            Guided Buying & User Views user guide



            Introduction


            Guided Buying allows you:

            • Customise the homepage for each the categories of user in your organisation
            • Create tiles that link to external websites, external systems, custom messages, SourceDogg modules and more
            • Customise the tiles title, logo and help text
            • Build Guided buying workflows that ask users questions on what they need and then send them where they need go.

             

            Landing page customisation

            The default SourceDogg landing page consists of 8 tiles representing various features within the system. In some cases, these tiles might not be relevant to the user or the user should not have access to these. You may also want to present a simpler landing page aimed at less frequent user of the system, showing them only what they need to see. The landing page can now be fully customised in the Settings area by the Admin user. To access the Settings area, click on your user name in the top right-hand corner and then select “Settings”. 


            From the menu on the left, select the “Custom Tiles” option.


            On this page, you can see the list of already created custom tiles and you can edit or delete these if needed. To do this, click on the Cog wheel next to the tile and select the desired option.


            Editing the tile will bring you back to the settings when you can set up the action assigned to the tile. The options available are discussed in the next chapter. When selecting the Delete option, please note there is no undo option available and the tile will be deleted permanently. 

            Creating a new tile

            To create a new custom tile, click on the “Add Custom Tile” button on the top right-hand part of the page.


            There are then three basic types of tile you can create:

            1. External Link
            2. Custom Message
            3. Guide

            Using this option, the user will be redirected to an external address after clicking on the tile. This can be an internal policy document, login page to ERP, third-party service or product provider, e.g. stationery supplier, cleaning products provider, etc.

            The following information must be provided to set up the tile:





            1. Name – the name of the custom tile, this is a mandatory field
            2. Help Text Description – the text that the user will see after hovering above the “?” icon that is positioned in the left lower corner of the tile. The help text is a mandatory field. 
            3. Active – select to make the tile active, otherwise leave blank. The tile can be activated or reactivated at any time.
            4. Bring User to –  select the External Link option to set up the link to third party website
            5. External Link -  the website where the user will be taken. Please note this field only accepts the full URL, including the http(s):// part.
            6. Logo / Image – an optional field, add the logo or image to be added to the tile. Please note that the files types accepted are GIF, JPG, PNG and BMP. We recommend using a file with the size of 100x100 pixels. Maximum file size is 20MB.

            If no custom logo is used, the tile uses a generic icon as on the screenshot below.


            Custom Message

            This option can be used when you would like to display a message to a user when they click on the tile. Please note a character limited for custom message is set at 1000 characters and only plain text is supported. 

            The following information is needed to set up a custom message tile:

            1. Name – the name of the custom tile, this is a mandatory field
            2. Help Text Description – the text that the user will see after hovering above the “?” icon that is positioned in the left lower corner of the tile. The help text is a mandatory field. 
            3. Active – select to make the tile active, otherwise leave blank. The tile can be activated or reactivated at any time.
            4. Bring User to –  select the Custom Message option.
            5. Message – enter the message that you would like to display to the user. The message will be displayed as per the screenshot below



            Guide

            Using this option, you can link the custom tile to a Guide created in another part of the Settings menu. This guide can be configured to ask the user a series of questions and based on the answers provided, an action can be assigned, e.g. open a specific module, take users to third party website or display a message. The details on how to set up a Guide are part of this document, in the Guides section.




            1. Name – the name of the custom tile, this is a mandatory field
            2. Help Text Description – the text that the user will see after hovering above the “?” icon that is positioned in the left lower corner of the tile. The help text is a mandatory field. 
            3. Active – select to make the tile active, otherwise leave blank. The tile can be activated or reactivated at any time.
            4. Bring User to –  select option External Link to set up the link to third party website
            5. Guide – a list of existing Guides will be displayed, user must select one of the options to be able to save the settings
            6. Add new Guide – this option takes users to other part of the Settings where a new guide can be set up. Once set up if finished, this guide will then appear in the Guides dropdown list.

            Guides

            Guides within SourceDogg can be helpful to clarify the needs of the user and direct them to an appropriate resource, e.g. specific module, request template, requisition form, or the third-party link.

            Once a User clicks on the Guide tile, a customised message is displayed, as set up by the Admin. 


            This is followed by the questions to determine the current requirements of the User. Based on the answers provided, they will be redirected to a resource within SourceDogg, external system or a custom message will be displayed. 


            After user clicks on Finish button, the system will automatically redirect him to selected resource, optionally there will be a message displayed, if configured by the Admin user, such as on the example below.


            To access the settings for this feature, click on the Guides tab in the Settings menu.


            The list of existing guides will be displayed. If you need to edit or delete any of the existing Guides, click on the Cog wheel on the right of the title of the guides and select the appropriate option.


            Creating a new Guide

            To start to a new guide, click on the green “Add Guide” button.

            As a first step you need to enter the Guide Name and Introductory Text. This text will be displayed to the user once they open the guide and should therefore explain what the purpose of the Guide is. Please note both Guide Name and Introductory Text are mandatory fields. Once finished with these fields, click on Save button to continue. 

            Content

            Two new tabs will appear on the page; Content and Decision Logic. In the Content tab you can add the range of questions that you want to appear in the guide. In Decision Logic, you can set up rules for these and what actions should follow once the rules are matched.

            To continue, click on the Content tab.


            In Guides, only Radio button and Dropdown questions are permitted. Radio button question will allow the user to select one of the pre-defined options. 

            Radio button


            When creating a Radio Button question, follow the below workflow:

            • Enter the text of the question.
            • Enter options that the user will select from. Please note there must be at least 2 options added. 
            • To add more answer choices, click on the “Add Answer Choice” button. 
            • This action can be repeated as needed to achieve the required number of answer choices.
            • To delete one of the existing options, click on the small “x” button on the right of the answer choice.
            • When satisfied with the question, click on the “Save” button. 

            Once done, the question will now become the part of the content and will be displayed on the page, as in the picture below.


            By clicking on the small pencil icon, the question can be edited further, duplicated or removed. 

            Dropdown Lists are similar to the above Radio Button question, but the user can select the default option and also opt to re-use the Dropdown List in the future.


            To add a dropdown list question, follow the workflow below:

            • Enter the text of the question.
            • Select if the dropdown list used should be one of the pre-existing ones or it should be created from scratch. In the example here, a new dropdown list is created, with the two options added. 
            • If any additional options need to be added, the user can click on “Add Option” and repeat this as many times as needed. 
            • The dropdown list can then be saved for re-use by clicking on the checkbox “Save as reusable list”. 
            • The single option can be selected as a default option by clicking on the radio button in the “Is Default” settings or the dropdown list can be set up as “No default option”. 
            • Once the question is finished, click on the Save button to add it.


            The Dropdown List question can be edited, duplicated or removed in the same way as the Radio Button question above. 

            You can repeat this process and add more Radio Button or Dropdown List questions as needed. Once the content is ready, click on the Decision Logic tab to set up rules for the guide.

            Decision Logic

            In this tab, you can set up the rules and actions performed when the rules are matched.


            First, you select the Question (these will be the same as per the Content tab), then select whether the answer should equal or not equal the selected answer and then assign an action.


            If necessary, you can add additional rules by clicking on the “Add Logic Rule” button. Please note the system uses the “AND” logic, so the all rules must be matches before the selected action is performed. 

            The range of actions include taking the user to the selected SourceDogg module, External Link or Custom Message. When selecting the SourceDogg Module, the Link field offers the option to create a requisition or request, either from template or blank draft form.


            If any of the first two options from the above screenshot are created, the Admin can then select a specific template or requisition form that the user will be redirected to.

            Create a Requisition

            The following details must be selected to set up a requisition form action.


            1. Requisition type – select the type of the Requisition Form the guide will link to. The options are: Supplier Requisition, Product/Service Requisition and Purchase Order.
            2. Requisition Form – once one of the options from point 1 are selected, the system will offer the appropriate options in this field. These will be all the active Requisition Forms for the selected type of Requisition.
            3. Custom Redirect Message – this is the message that will be displayed to the user just before they are redirected to the selected Requisition form. 

            Create a Request

            In a similar way, you can select a specific Request Template to be used as an action. 


            1. Request Template – offers the selection of all the active templates within the account. The user must select one of these
            2. Custom Redirect Message - this is the message that will be displayed to the user just before they are redirected to the selected Requisition form. 

            Redirect options

            Apart from the options above, the user can direct to any of SourceDogg’s main features. See the list below.

                    

            Example of a Guide

            In order to better illustrate how the Guides work, in this section we will discuss a working example of a simple Guide, with action assigned to each of the possible options based on user’s answers.

            The example will work with only two questions, as below:

            1. Please select what is the value of this project? (Radio button question with just two options)
            2. Please select if this is Framework or Non-Framework project. (Dropdown list question with also only two questions)

            Based on these two questions, with the possible combination of the answers, there are 4 different possible outcomes, each of these will have an action assigned in the Decision Logic.


            Outcome 1 (Project <100,000 AND Framework)

            To set up a decision logic for this possible outcome, configure settings on the page as per the below screenshot.


            As a last step we need enter the action that will take please once the user answers the questions as per above logic. 

            In this example, the user will be redirected to an external website, as below:


            To finish the set-up of this workflow, click on the Save button. Once done, the system will show a summary of this rule on the page. 


            This rule can be edited, cloned or deleted by using the cog wheel button on the right.


            To continue with the setup of other 3 possibly outcomes, click on the Add Another Workflow button displayed just below the existing rules.


            Outcome 2 (Project <100,000 AND Non-Framework)

            Repeating the steps from the below, we can set up the Decision Logic for the second outcome as follows:


            Once the rules are matched, we specify that the user is taken to a Requisition form where they will provide the details of the products or service they are buying, and the procurement team will have to Approve or Reject this activity. 


            When using this option, it is also possible to add the Custom Redirect Message, this will be displayed to user just before they are taken to this resource. To finish the setup of this rule, click on the Save button.

            Outcome 3 (Project >100,000 AND Framework)

            Repeating the steps above for the third possible outcome. The setup of the decision logic looks as follows:


            For this outcome the user will be redirected to a standard SourceDogg module, e.g. All Requests. The list of possible options using this setting is added in this document, section Redirect options.


            To finish with this setting, click on Save button. 

            Outcome 4 (Project >100,000, AND Non-Framework)

            The last possible option will be covered by the Decision Logic set up as below.


            For this outcome, we will set up a Custom Message redirect. This means that if a logic is matched, this message will be displayed to user with no further action will be taken. To set this up, select the Custom Message option from the “Bring User To” box and enter the message, as in the picture below:


            Once this is saved, all 4 rules will be listed on the page. 

            We suggest you use similar approach for covering all of the possible outcomes of your questions’ combination, if user selects a combination that does not have any action defined, the below message is displayed:


            For any assistance with the Guides, please contact SourceDogg Customer Service team by sending email to customerservice@sourcedogg.com or using the Livechat button available in the SourceDogg platform.

            Notes

            • When setting up the Decision Logic, you can add multiples of logic rules, but the system operates using AND logic only.
            • The Templates and Requisitions Forms must be set up a and correctly configured before they will be available for selecting in the Guides Decision Logic
            • Please note you can also use the option “is not equal to” when setting up a decision logic

            User Views

            In this setting you can configure which tiles should appear to which users or group of users. Start with click on the settings button in the top right-hand part of the screen and then selecting the User Views.

                   


            If any customised User Views already exist in your account, these will be displayed to you. Any of these can be deleted or edited if needed, using the cog wheel button on the right-hand side of the page.



            1. Name – the name of the User View
            2. Permission Type – this shows what type of the permission is applied to this view. Depending the setting of the view, this can be “Roles” or Users/Groups”.
            3. Permissions – this will show the specific user permission, or user, or user group, that has been assigned to this view. 

            Creating a new User View

            To create a new View, click on the green button Add User View in the top right-hand part of the page.


            1. User View Name -  this will be the name of the User View, it is a mandatory field
            2. Permission Type -  here you can decide how this User View will be assigned to users. The options are:
            1. All Users – the view will be available to all users using SourceDogg. This will also affect the users that are created after the User View is set up. 
            2. Users / Groups – individual Users or User Groups are selected from the list of registered users when using this option. P
            3. Permission Roles – the User View will be assigned to all users with selected permission roles. If several User Views apply to the same user, their default page will contain the tiles from all assigned views and any duplicates (if the tiles in the custom views are the same) will be removed. In the example below, this view will be available to all Users that are either “Editor” or “Requisitioner”





            Standard Tiles Mode – 
            here you decide if you would like to display the standard set of tiles available to all SourceDogg users by default. These cover the main modules, such as Contract Management, Requests or Supplier Management. If you select the No option, these will be hidden, and user will not have access to these.
            Add User View Tiles – here you add individual tiles to the view. You can select the Standard tiles that represent one of the SourceDogg’s main features or use the tiles that you previously created.


            To add a new tile to the view, click on the “Select User Tile Type” box and select one of the options there. This will then filter the appropriate options in the “Select User Tile” box. Finish adding the tile by clicking on the green Add Tile button.


            Repeat this process until all required tiles are added. Your screen will look similar to this screenshot.



            You can reorganise the order in which the tiles appear to users by simply drag & drop and place them into required position. 


            By clicking on a cog wheel button in the top right corner of the tile, you can edit or delete the tile from the view. If you have finished with the setup, click on the Save button at the bottom of the page. This User View is then added to the list of Views and will show the settings of the view on the main page. 






            Updated: 13 Dec 2018 01:15 AM
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