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Workgroup Information

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Johnson Nguyen
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This article describes the workgroup functionalities in Noosh. You will find out how to manage your workgroup information and perform tasks that will impact how a workgroup can be utilized for your company.

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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 Workgroup Manager, you can edit certain information related to the workgroup. A few examples of updates you can make are:

  • Invite, activate, and deactivate workgroup members.
  • Edit the terms and conditions related to estimates and purchases.
  • Add price breakout information to your RFEs.

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
  • Deactivate existing members 

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. Hover over the icon in the upper right, select My Group.
  2. Click the Members link.
  3. Click Invite Member...
  4. Enter the member's First name, Last name, Email address, and select the Workgroup role.
  5. Check the box if you'd like this member to be Publicly searchable within Noosh.
  6. You may include a personal Message to be included in your invitation, then click Invite New Member.
  7. You'll be presented with a confirmation page. Click Invite This Person to invite the member to your workgroup or Cancel to cancel the invitation. 

How to Add and Edit Terms and Conditions

As a Workgroup Manager you can change certain workgroup information, including the Terms and Conditions.

To add and edit Terms and Conditions:

  1. Hover over the icon in the upper right, select My Group.
  2. Click the Terms and Conditions link.
  3. Enter terms and conditions into RFE Terms and Conditions, Purchase Terms and Conditions, Estimate Terms and Conditions, and/or Sales Terms and Conditions, as applicable.
  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 and approve suppliers for use by workgroup members. Workgroup managers can also 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. Hover over the icon in the upper right, select My Group.
  2. Click Suppliers in the Third-party Options section.
  3. Click Add Supplier... in the Supplier List.
  4. Select which workgroup the supplier is to be added to using the All or Limited to... radio buttons in the For Workgroup section.
  5. Search for the supplier by first and last name, email address, or by the supplier's workgroup name, then click Find Supplier. You can also search by capabilities and business classifications, or keyword. Note: Only non-buyers will show up in the Find Supplier search.
  6. Select the supplier from the search results and click Add Supplier(s).
  7. 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, remove the supplier from your registered list, and more.

  1. Hover over the icon in the upper right, select My Group.
  2. Click Suppliers.
  3. To edit a supplier, click the Edit Pencil icon beside the appropriate supplier.

Some details you can edit are:

You can add a Supplier code.

Click the Yes or No radio button to change the suppliers approval status.

If you want to assign a Default CSR, please see article How to Specify the Default CSR for Suppliers.

Denote if the supplier has any classifications. 

Select if you would like to apply the changes to the other workgroups the supplier belongs to.

Click Update.

To remove a supplier, click the trash can icon next to the supplier you'd like to remove 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. Hover over the icon in the upper right, select 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).
  1. Click Update Preferences.

How to Specify the Default CSR for Suppliers

To specify the default CSR (customer service representative) for Approved Suppliers:

  1. Navigate to My Group > Suppliers.
  2. Click the Edit icon beside the appropriate supplier.
  3. Begin typing the CSR name in the Default CSR box, or click the Contacts hyperlink to bring up your address book. 
  4. Select the supplier that you want to be the default CSR and click Update.
  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. Hover over the icon in the upper right, select My Group.
  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 the spec to use as a basis for the new template.
  4. Click Save as Template.
  5. Make any required changes and click Save Template.

To edit a spec template:

  1. Hover over the icon in the upper right, select My Group.
  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. Hover over the icon in the upper right, select My Group.
  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. Hover over the icon in the upper right, select My Group.
  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. Hover over the icon in the upper right, select My Group.
  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. Hover over the icon in the upper right, select My Group.
  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. Hover over the icon in the upper right, select My Group.
  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. Hover over the icon in the upper right, select My Group.
  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. Hover over the icon in the upper right, select 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. Hover over the icon in the upper right, select My Group.
  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. Hover over the icon in the upper right, select 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. Hover over the icon in the upper right, select My Group.
  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 Per drop-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. Hover over the icon in the upper right, select My Group.
  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. Hover over the icon in the upper right, select My Group.
  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. Hover over the icon in the upper right, select My Group.
  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. Hover over the icon in the upper right, select 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 the RFEs and Estimates page.

To Edit the RFEs and Estimates Default Settings:

  1. Hover over the icon in the upper right, select 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 if 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. Hover over the icon in the upper right, select My Group.
  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. Hover over the icon in the upper right, select 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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