Workgroup Information

  • What is a Workgroup?
  • What Workgroup Information Can You Change?
  • How to Add Workgroup Members
  • How to Manage Workgroup Members
  • How to Add and Edit Terms and Conditions
  • How to Approve and Register Suppliers
  • How to Create a Spec Template
  • How to Create a Task Status
  • How to Create a Task Type
  • How to Create Price Breakouts
  • How to Designate a Default Project Status
  • How to Edit Workgroup Information
  • How to Specify Additional Unit Pricing
  • How to Create a Price Breakout
  • How to Edit Price Breakout Preferences
  • How to Specify the Project Milestone Fields

What is a Workgroup?

A workgroup is an organization within Noosh. A workgroup can be an individual corporation, a department within a larger organization, a title or function within an organization, a business or any other organization that works as an entity on projects.

What Workgroup Information Can You Change?

As a manager, you can change information related to your workgroup. You can change:

  • Workgroup information to change the workgroup name, address, and currency.
  • Workgroup members to invite, activate, and inactivate members.
  • Terms and Conditions to edit the terms and conditions related to estimates and purchases.
  • Price Breakouts to add price breakout information to your RFEs.

How to Add Workgroup Members

As a workgroup manager, you can add, or invite, new members to your workgroup.

To invite a new member:

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Members tab.
  3. Click Invite Member.
  4. Enter the member's First Name, Last Name, and Email address.
  5. Check if you'd like this member to be Public searchable within Noosh and choose the workgroup Role of the new member.
  6. You may include a personal Message to be included in your invitation, then click Save.
  7. You'll be presented with a confirmation page. Click Invite Member to invite the member to your workgroup. Click Cancel to cancel the invitation. 

How to Manage Workgroup Members

As a workgroup manager, you have privileges regarding members within your workgroup. You may:

  • Invite new members
  • Uninvite new members
  • Activate new members
  • Edit existing member roles
  • Inactivate existing members 

How to Add and Edit Terms and Conditions

As a workgroup manager you can change workgroup information, including the Terms and Conditions.

To add and edit Terms and Conditions:

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Terms and Conditions link.
  3. Enter terms and conditions in the RFE Terms and Conditions area, the Purchase Terms and Conditions area, the Estimate Submission Terms and Conditions area, and/or the Sales Terms and Conditions area.
  4. When you have entered all your changes, click Update Terms & Conditions to save your changes.

Note: Terms and conditions are immutable once used. The Terms and Conditions that are agreed upon when creating and accepting an order or change order, or when sending and responding to an RFE remain the terms and conditions in place as agreed upon by all parties. Any changes made to the terms and conditions will only affect future orders and RFEs. 

How to Approve and Register Suppliers

Workgroup managers can control the suppliers used by workgroup members when sending an RFE or an Order. To do so, workgroup managers can register suppliers. Once registered, workgroup managers can approve suppliers for use by workgroup members. Workgroup managers can choose to allow workgroup members to use suppliers that are not registered; once a supplier is registered and unapproved workgroup members will not be able to send RFEs or Orders to that supplier.

To register a supplier:

  1. Click Admin, then click My Group.
  2. Click Suppliers in the Third-party Options section.
  3. Click Add Supplier... in the Supplier List.
  4. Search for the supplier by using either the first name and last name, the workgroup member's email address, or by using the supplier workgroup name, then click Find Supplier.  Note: Only non-buyers will show up in the Find Supplier search.
  5. By default, your newly registered supplier will be Approved. To remove approval status from a supplier, see below.

To edit your supplier list:

You may edit the approval status of a registered supplier, or remove the supplier from your registered list.

  1. Click Admin, then click My Group.
  2. Click Suppliers.
  3. To edit a supplier, click the  Edit icon next to the supplier you'd like to edit in the Supplier List.

Click Yes or No to change the suppliers approval status.

If you want to assign a default CSR to the supplier, click the  Default CSR icon and follow the instructions in How to Specify the Default CSR for Suppliers.

Click Update.

To delete a supplier, click the  Delete icon next to the supplier you'd like to delete in the Supplier List. Click OK to confirm the deletion.

To set your approved supplier preferences:

Set approved supplier preferences to control whether workgroup members can send RFEs and/or Orders to unregistered suppliers. Workgroup members cannot send RFEs and/or Orders to registered and unapproved suppliers.

  1. Click Admin, then click My Group.
  2. Click Suppliers.
  3. Click Edit Preferences... in the Supplier Preferences section.
  4. Set preferences to:
  • Allow users to send RFEs to suppliers who are not registered (and therefore not approved).
  • Allow users to send Orders to suppliers who are not registered (and therefore not approved).
  • Close the RFE and dismiss unselected suppliers upon order creation.
  1. Click Update Preferences.

How to Specify the Default CSR for Suppliers

This release on Noosh 5 provides allows you to specify the default CSR for approved suppliers.

To specify the default CSR for Approved Suppliers:

  1. Navigate to the Supplier screen by clicking Admin > My Group > Suppliers.
  2. Click the Edit icon beside the appropriate supplier.
  3. Click the Default CSR icon.
  4. Check the supplier that you want to be the default CSR and click Done.
  5. The default CSR status is added to the supplier and appears in the Default CSR column on the Supplier page.

How to Create a Spec Template

Workgroup Managers can create templates all workgroup members can use when creating specs within a project. There are two different ways to create a spec template.

Method 1:

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Spec Templates link in the Procurement and Spec Options section.
  3. Click Create Spec Template....
  4. Select a spec type, then click Continue.
  5. Click Locked to prevent the spec from being edited or deleted.
  6. Click Active to make the spec template available to workgroup members.
  7. Enter a Name, then complete the other spec information.
  8. Click Update Spec Template.

Method 2:

  1. Navigate to the Project Home page.
  2. Click Specs in the Project Menu.
  3. Click List in the Spec drop-down menu.
  4. Click the spec to use as a basis for the new template.
  5. Click Save as Template.
  6. Make any required changes and click Save Template.

To edit a spec template:

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Spec Templates tab.
  3. Click the  Edit icon next to the spec template you'd like to edit.
  4. Enter any edits, then click Update Spec Template.

To delete a spec template:

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Spec Templates tab.
  3. Click the  Delete icon next to the spec you'd like to delete.
  4. Click OK to confirm the deletion.

Note: You cannot delete or edit a locked spec template. You may make a locked spec template inactive. 

How to Create a Task Status

Workgroup managers can create tasks statuses to help track the steps for tasks. In addition, workgroup managers can designate a single status as the default status for all newly created workgroup tasks.

To create a task status:

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Tasks link.
  3. Click Create Task Status....
  4. Enter a Name, then enter a Description.
  5. Choose an activation status, then specify if the task status is the default.
  6. Click Create Task Status.

To edit a task status:

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Tasks tab.
  3. Click the  Edit icon next to the task status you'd like to edit.
  4. Modify any information, then click Update Task Status

How to Create a Task Type

Workgroup managers can create task types for tasks most often used by their workgroup. Once created, workgroup managers can edit or delete task types.

To create a task type:

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Tasks tab.
  3. Click Create Task Type....
  4. Enter a Name for your task type, then enter a Description.
  5. Select Yes or No to make the task type Active.
  6. Select Yes or No to make the task type a milestone.
  7. Click Create Task Type.

To edit a task type:

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Tasks tab.
  3. Click the  Edit icon next to the task type you'd like to edit.
  4. Modify any information, then click Update Task Type.

To delete a task type:

Note: You cannot delete a task type that is in use.

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Tasks tab.
  3. Click the  Delete icon next to the task type you'd like to delete.
  4. Click OK to confirm the deletion.

How to Designate a Default Project Status

Workgroup managers can designate a status as the default status for all projects. By default, this status is New.

To change the default status:

  1. Click the Admin tab, then click My Group.
  2. Click the Project Status link.
  3. Click Default next to the status you'd like to designate as the default, then click Update Default.

How to Edit Workgroup Information

As a workgroup manager, you can change the workgroup information such as Workgroup Name, Address, and Currency.

To change workgroup information:

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Info tab.
  3. Click Edit in the Workgroup information area.
  4. Enter information in the fields, and/or choose a country or currency from the pull-down menus.
  5. When you've completed your edits, click Save.

The changes you enter will be seen by all workgroup members.

How to Specify Additional Unit Pricing

Workgroup managers can specify if additional unit pricing information appears and is required for selected spec types. Additional unit pricing can be used to adjust pricing for overs and unders within an order.

Additional unit pricing is enabled for each spec type. For each spec type three selections are available:

  • None: Additional unit pricing will not appear for that spec type.
  • Optional: Additional unit pricing will appear for that spec type, but will not be required to be completed by the buyer or seller.
  • Required: Additional unit pricing will appear for the selected spec type. The additional unit pricing is required if a price is entered for the spec item on an estimate or quick order.

If Additional Unit Pricing is specified, the quantity for a spec item is editable and the charges adjusted based on the additional unit pricing charge.

To specify additional unit pricing:

  1. Click Admin, then click My Group.
  2. Click Additional Unit Pricing.
  3. Select None, Optional, or Required for each registered spec type, then click Update.

 The additional unit pricing field will appear as specified for each new spec created for each spec type.

How to Create a Price Breakout

Workgroup managers can create price breakouts for spec types used by their workgroups. In addition, they can assign system-created price breakouts to spec types. When a price breakout is assigned to a spec type, that price breakout appears on any RFE and Order that includes that spec type.

To create a price breakout:

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Price Breakouts link in the Procurement and Spec Options section.
  3. Click Add Price Breakout Type....
  4. Enter a name and description for the price breakout.
  5. Specify whether or not this price breakout is a required field and whether or not it is a quantity field.
  6. Select the Price Per value from the Price Per drop-down list. The Price Per value forces suppliers to respond to an RFE in a standardized way. For example, if you select "100" from the Price Perdrop-down list, the supplier must specify his quote price in units per 100 when submitting a estimate.
  7. Check the box beside the spec forms that will use this price breakout.
  8. Select the suppliers that will use this new price breakout.
  9. Click Create.

How to Rearrange the Order of Price Breakouts

You can rearrange the order in which Price Breakouts appear on the Estimates and Orders pages.

To rearrange the order of Price Breakouts:

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Price Breakouts link in the Procurement and Spec Options section.
  3. Use the arrows beside the Name column in the Price Breakouts sections to move price breakouts up and down the list.

How to Edit Price Breakout Preferences

To edit price breakout preferences:

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Price Breakouts link in the Procurement and Spec Options section.
  3. Click Edit Preferences....
  4. Make any required changes and click Update Preferences.

How to Specify the Project Milestone Fields

To specify project milestone fields:

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Project Milestones link in the Collaboration Options section.
  3. Use the right and left arrows to add the required fields to the project milestones and use the up and down arrows to rearrange the ordering of these columns.
  4. Click Update.

Note: The Project Overview fields and Milestones listing shows all Project Overview fields, including custom fields and form fields, as well as all Tasks identified as a milestone.

 How to Set Order Preferences

The Order Preferences page allows you to specify a percentage of product, over or under the quantity ordered, that you will accept. Buyers can override the values set on this page when creating an order, whereas Suppliers can only view the values.

To set the order preferences:

  1. Click Admin on the main navigation bar, then click My Group.
  2. Click Order in the Procurement and Spec Options section.
  3. If you want to change the pre-set values, click Edit.
  4. Enter the value you want and click Update.

The Unders and Overs values are updated and you are returned to the Order Preferences page. 

How to Change the RFEs and Estimates Preferences

You can control the automatic extension of an open bid and set open bid deadline increments from theRFEs and Estimates page.

To Edit the RFEs and Estimates Default Settings:

  1. Click Admin on the main navigation bar, then click My Group.
  2. Click RFEs & Estimates in the Procurement and Spec Options section.
  3. Click Edit.
  4. In the Open Bid RFE end time increment: field, enter the end time increment for open bids.
  5. In the Allow limiting Open Bid RFE end time extensions: field, enter the time extension you want.
  6. In the Open Bid Default Settings section, enter the time by which you want open bids to be extended in the Extended Open Bid the end time to the next increment is a supplier estimate is received within the last: field.
  7. Click Update.

How to Handle Exchange Rates

The Exchange Rates page allows you to set an exchange rate that is applied to any transactions between your workgroup and a child workgroup that uses a different currency.

To configure the exchange rate:

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Currency link in the Workgroup Options section.
  3. Click Edit.
  4. Make any required changes and click Update.

How to Add a Client

The Clients page allows you to add Noosh and non-Noosh clients to your Noosh system. If you want to use Proposal Writer to deliver a proposal to a client outside the Noosh system, you must add this non-Noosh client to your system.

To add a client:

  1. Click Admin, then click My Group.
  2. Click Clients in the Third-party Options section.
  3. Click Add Client.
  4. Check the Noosh Client radio button if you want to add a Noosh client to the system, or check the Offline Client who is not on Noosh radio button if you want to add a client that is outside the Noosh system.
  5. Click Continue....
  6. If you select the Noosh Client radio button, the Find Client page appears.
  7. Enter the client details in the fields provided and click Find.  Any clients in the system that match the search criteria you entered will appear on the Members Found page.
  8. Check the members you want to add to the system and click Add Client(s).

If you select the Offline Client who is not on Noosh radio button, the Add Non-Noosh Client page appears.

Enter the client details and click Add Client.

The client details are added to the system and you are returned to the Clients page.

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