You can upload your organisational hierarchy into Enable by going into Config > Structure > Hierarchy:
Here, you can use the hierarchy in your approval workflow to determine your sign-off process. Within the hierarchy tab, there are five different mappings to choose from. Each of which will allow you to upload data to inform how your users will be able to sign off on your trade agreements.
Note: 'Trading partner' is the generic term for your customers/suppliers. For demonstration purposes, screenshots and gifs will display 'suppliers'.
The various mappings that are available in Trading Programs are the following.
This mapping is used if you would like a user to be invited for sign-off based on the trading partner. So if you have a large number of users set up on workflow roles, however a number of them are relevant to a number of trading partners, then you can use this mapping to give only the relevant users access to their trading partners. This will prove useful if some of your users have different sign-off permissions depending on the trading partners in question.
To set up the mapping, first choose which trading programs to apply this mapping to, if default is selected, this will map to all trading program types no hierarchy has been mapped to.
Next there is the template download, this is where you can add your users to the mapping. There are three columns to fill out:
Trading Partner Reference: This is the reference for the trading partner you wish to map the user to.
User Email Address: The Email of the user you wish to match to a supplier. This email address must be for a user within the current channel.
Lead User Flag: This will flag whether the user is the lead user for that trading partner. If true, input 'Y', otherwise leave this field blank. The lead user will receive emails when an agreement is rejected in workflow for the trading partner(s) they are lead for.
You are able to assign as many users as you wish to each trading partner, however there can only be one lead per trading partner.
Once you have filled in and completed the template, upload it by selecting 'browse' and finding the file on your computer. Usually this will be in your downloads folder. Once the completed template is selected, you should see the file name next to 'Browse' button. If so, click on 'Upload' at the bottom left of the screen and the hierarchy will be applied.
This mapping is used if you would like a user to be invited based on the managerial hierarchy of your company. For example, if the line manager of Category Manager A is the Head of Procurement, and the Head of Procurement needs to sign off all trading agreements that Category Manager A signs off, you will need to map Category Manager A to the Procurement Manager. This could be beneficial to use in conjunction with the trading partner to user mapping. You could map the subordinates to a given trading partner, and by default, their line manager would be automatically mapped to that trading partner too. This process can be completed a number of times to give the full hierarchy as you move up the company.
To set up the mapping, first choose which trading programs to apply this mapping to, if default is selected, this will map to all trading program types no hierarchy has been mapped to.
Next there is the template download, this is where you can add your users to the mapping. There are two columns to fill out:
Line Manager Email Address: The email address of the line manager. This email address must be for a user within the current channel.
Subordinate Email Address: The email address of the subordinate. This email address must be for a user within the current channel.
Each email address can only be listed once within the subordinate column, but can be listed many times within the line manager column. In other words, a line manager can have many subordinates, however each subordinate can only have one line manager.
Once you have filled in and completed the template, upload it by selecting 'browse' and finding the file on your computer. Usually this will be in your downloads folder. Once the completed template is selected, you should see the file name next to 'Browse' button. If so, click on 'Upload' at the bottom left of the screen and the hierarchy will be applied.
This mapping is used if you would like a user to be invited based on the client divisions of your company. For example, if Category Manager A only signs off trading agreements for Division A, you will need to map Category Manager A to Division A. This can prove useful if you have a number of divisions across your company and you wish for your users to only sign-off on agreements that relate to their division. However, if your business doesn't include clear cut divisions, this mapping is not required.
Here you just need to download, fill in and upload your completed template. There is no need to add the trading program types since this will automatically apply to all trading programs that apply to a specific division.
On the template, there are two columns to fill out:
User Account Email Address: The email address for the user you wish to map to a division. This email address must be for a user within the current channel.
Client Division: The division you wish to map the user to.
Once you have filled in and completed the template, upload it by selecting 'browse' and finding the file on your computer. Usually this will be in your downloads folder. Once the completed template is selected, you should see the file name next to 'Browse' button. If so, click on 'Upload' at the bottom left of the screen and the hierarchy will be applied.
In order to set up your approval workflow, this mapping is mandatory to complete. This is where you can assign your users to a role within your companies hierarchy, defining the order in which trading programs will be signed off within your organisation.
This mapping is used to map a user to an approval workflow role. For example, if John Smith is a Category Manager who needs to sign off trading agreements in Enable, you will need to map John Smith as a Category Manager. This can prove useful if you have a pre-defined workflow hierarchy, and you wish to apply your users directly to their position as defined in the 'Workflow roles' tab.
To set up the mapping, first choose which trading programs to apply this mapping to, if default is selected, this will map to all trading program types no hierarchy has been mapped to.
Next there is the template download, this is where you can add your users to the mapping. There are two columns to fill out:
User Account Email Address: The email address for the user you wish to match to a workflow role. This email address must be for a user within the current channel.
Approval Workflow Role: The role which you wish to map the user too. This must match the name of a workflow role defined in the 'Workflow Roles' tab.
Once you have filled in and completed the template, upload it by selecting 'browse' and finding the file on your computer. Usually this will be in your downloads folder. Once the completed template is selected, you should see the file name next to 'Browse' button. If so, click on 'Upload' at the bottom left of the screen and the hierarchy will be applied.
This mapping is used if your trading partners have separate divisions and you would like your trading partner contacts to be invited based on their trading partner divisions. For example, if Trading Partner A has two divisions (Division X and Division Y), a trading partner contact mapped to Division X would only be included in the approval hierarchy for a trading program that relates to Division X. This can be useful where you have agreements with your trading partners, but which users have access to these agreements is dependent on the division within the trading partner the agreement has come from. This mapping is only useful where you work with trading partners that have clear cut divisions, and the users that would be invited for sign off would depend on the trading partner division.
Here you just need to download, fill in and upload your completed template. There is no need to add the trading program types since this will automatically apply to all trading programs that apply to a specific division.
On the template, there are three columns to fill out:
Trading Partner Reference: The reference of the trading partner you wish to map the user to.
User Email Address: The email address of the user you wish to map to a trading partner division. This email address must be for a user within the current channel.
Division name: The division name within the defined trading partner that you wish to map the user to.
Once you have filled in and completed the template, upload it by selecting 'browse' and finding the file on your computer. Usually this will be in your downloads folder. Once the completed template is selected, you should see the file name next to 'Browse' button. If so, click on 'Upload' at the bottom left of the screen and the hierarchy will be applied.
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