Bulletin Subscriptions

In order to empower customers to utilize the portal’s capabilities in the most efficient and optimal manner, IENT offers the users with Bulletin Manager and Bulletin Approver roles to create and publish the bulletins across their organization. IENT offers the capability to publish the bulletins only to partners (suppliers) or to all subscribers. Subscribers of bulletins can be from both the tenant organization and their partners (suppliers). All users of IENT applications have the option to subscribe to bulletins as per their requirement.

This section describes the following tasks/features.

As an Org Admin (Buyer Admin), you have the ability to maintain the data required for bulletin creation. User with Bulletin Manager role is the creator of bulletins and users with Bulletin Approver role is the approver of bulletins. Buyer Admin can only create and approve the bulletins if those roles are provided by the tenant organization to the Buyer Admin. Additionally, both Bulletin Manager and Bulletin Approver roles are provided with the ability to check which users have viewed the published bulletins and also generated report based on attributes, such as date, bulletin type and category.

Subscribing Bulletins

The IENT Application allows all users to subscribe to bulletins based on categories, divisions and regions. This section describes how you can subscribe or unsubscribe from bulletin subscriptions.

To do this:

1. Log in to the IENT Application.

2. Click on your username on the top right corner of the screen and select Bulletin Subscriptions from the dropdown.

   

3. The Bulletin Subscriptions screen is displayed.

   

   By default, Categories subscription options are opened.

4. Click Subscribe against the category which you want to subscribe.

5. Click Unsubscribe against the category which you want to unsubscribe (if already subscribed).

6. You can use the All, Subscribed and Not subscribed options to filter the list of subscribed/unsubscribed bulletins.

   

7. Click Divisions and Regions options on the left pane to subscribe/unsubscribe to these bulletins.

Note: User is required to subscribe at least one option each from Categories, Divisions and Regions options. Based on the options selected, they will get the bulletins in the Bulletins app under My Apps option in IENT homescreen.

Prerequisites for Bulletin Creation

Buyer Admin has to create/maintain the records in Category Management, Division Management and Region Management modules related to bulletins before bulletins can be created. Refer to these modules how to create or modify the records in these modules.

Creating Bulletin

User with Bulletin Manager role can create bulletins. Bulletin Manager has the Bulletins Board option to view the published bulletins and also the My Bulletins option to manage the bulletins. The Bulletins Board also has the Filter option and Filter Management option to sort/filter the records displayed on the screen.

To create bulletins:

1. Log in to the IENT Application.

2. On the homescreen, under My Apps section, click the Bulletins app.
   The Bulletins screen is displayed.

   

   
   
   See here to explore how you can search, view, sort, and filter all the displayed records.

3. Click on the + button on the top right corner.
   The Create Bulletin screen is displayed.
   

   

4. Enter/select the following mandatory details of the bulletin:

   • Approver: From the dropdown list, select the user who will approve the bulletin being created.

   • Expiration Date: Select the date when the bulletin will expire after its publication.

   • Publish To: From the dropdown list, select the audience to which the bulletin will be published. Available options are:

     • All Subscribed

     • All Suppliers (All Partners)

   • Bulletin Type: From the dropdown list, select the type of bulletin, such as News.

   • Category: Click the category field to view the available categories and select the applicable category for the bulletin. You can select multiple categories.

   • Division: Click the division field to view the available divisions and select the applicable division for the bulletin. You can select multiple divisions.

   • Region: Click the region field to view the available regions and select the applicable region for the bulletin. You can select multiple regions.

   • Subject: Enter a subject for the bulletin.

   • Body: Enter the information for the bulletin being created. You can insert image, link, and provide video link or formula in the body.

   • Attachments (optional)

5. Click Preview to preview the bulletin.

6. Click Submit.

My Bulletins

My Bulletins option allows the Bulletin Manager to view all the bulletins created, drafted, submitted for approval, or under rework. Filters to view the bulletin approved, rejected, under draft, need rework and with remarks are provided.

Only bulletins which are in draft stage can be deleted and edited. Edit option will also be available for bulletins that are sent back for rework from Bulletin Approver.

Bulletin Manager can create a new bulletin by duplicating any existing bulletin whether it is in draft stage or rejected. Any bulletin can be duplicated. When a bulletin is duplicated, all the existing data except Expiration Date is available for creating the new bulletin. Bulletin Manager can edit the data/options as required.

Click the kebab menu of any bulletin to access the Delete or Duplicate Bulletins options for that bulletin. The View Report option will be available only for the approved bulletins

Note: The Filter and Filter Management options are not available for My Bulletins and only available for Bulletins Board.

Viewing Remarks and Reworking Bulletin

When a bulletin is send back for rework, Bulletin Manager can view the remarks provided by the Bulletin Approver and respond to the remarks. These remarks are viewable only to the Bulletin Approver and Bulletin Manager.

To do this:

1. On the My Bulletins dashboard.

2. Click the Rework Filter to view all the Bulletins that have been send back for rework.
   

   

   Note: The Filter and Filter Management options are not available for My Bulletins and only available for Bulletins Board.

3. Click the Bulletin tile to view the remarks and respond or edit the bulletin.
   

   

4. Click the Remarks link on the ribbon to view the remarks. The ribbon also shows the latest remark and count of the other remarks.

   

5. You can provide your remarks and Click Submit.

6. Click Edit option on the ribbon to rework the bulletin.

   

7. Edit the details as required.

8. Click Preview to preview the bulletin, if needed.

9. Click Submit.

Approving Bulletin

User with Bulletin Approver role can approve the bulletins which are submitted for approval. Bulletin Approver is provided with Bulletins Board and For Approval options. In the Bulletins Board user can view the published bulletins which the user has subscribed to. For Approval option allows the Bulletin Approver to approve or reject the bulletin or send the bulletin back for rework with remarks. The remarks can be initiated by Bulletin Approver and can be responded by the Bulletin Manager. These remarks are viewable only to the Bulletin Approver and Bulletin Manager.

To approve bulletins:

1. Log in to the IENT Application.

2. On the homescreen, under My Apps section, click the Bulletins App.
   The Bulletins screen is displayed.
   

   

   
   
   See here to explore how you can search, view, sort, and filter all the displayed records.

3. Click For Approval.
   

   

   Bulletin Approver can view all the requests sent for approval. Filters are provided to view the bulletins based on status such as approved, rejected, or rework.
   Note: The Filter and Filter Management options are not available for For Approval and only available for Bulletins Board.

4. Click the bulletin that you want to approve or reject or send back for rework.
   

   

5. Review the bulletin and take any of the following actions as required:

   • Click Reject, provide the rejection remarks and then click Reject Bulletin.

   • Click Rework, provide the remarks for rework and then click Send to Rework.

   • Click Approve and then click Approve on the confirmation message for publication.

6. Click Bulletins Board option.
   The published bulletin will be listed here, if your bulletin subscription matches to bulletin’s publication criteria.
   

   

7. Click the Bulletin tile to view the bulletin.

Viewing and Generating Bulletins Report

Users with Bulletin Manager or Bulletin Approver role can view number of users who viewed a particular published bulletin and also generate bulletins report based on attributes such as date, region, division and category. 

In this section, we will describe how to view the statics related to a particular published bulletin and how to generate the bulletins report.

To view a published bulletin’s statistics:

1. Log in to the IENT Application.

2. On the homescreen, under My Apps section, click the Bulletins App.
   The Bulletins screen is displayed with Bulletins Board selected by default.

   

   

3. See here to explore how you can search, view, sort, and filter all the displayed records.

4. Click the bulletin for which you want to view the statistics.

   

5. From the kebab menu for the particular bulletin, click View report..

   

   The Bulletins report for the particular bulletin is displayed. It displays the total number of users who viewed the published bulletin, bulletin’s publication date, expiry date and approval details.

6. Click Download report to download the report in the required format.

To generate bulletin reports based on multiple attributes:

1. Log in to the IENT Application.

2. On the homescreen, under My Apps section, click the Bulletins App.
   The Bulletins screen is displayed with Bulletins Board selected by default.

   

   

3. See here to explore how you can search, view, sort, and filter all the displayed records.

4. Click the kebab menu on the top right corner of the screen and click Bulletins Report.

   

   The Bulletin Reports screen is displayed.

   

5. Select the date range, type, region and other options based on which you want to generate the bulletins report.

6. Click Generate report.
   The Bulletin Reports screen is displayed along with the bulletins which match report generation criteria.

   

7. The report displays the following details for the bulletins:

   • Sender

   • Subject

   • Published on

   • Approved by

   • Sent to

   • People Viewed

8. You can download list of all the reports or the selected reports by clicking the kebab menu above the reports and click Download Options and select the PDF or CSV option as required.

   

9. You can also view and download report for a particular bulletin. To do so, click the kebab menu against the particular report and click View report to view the report or Download PDF/Download CSV to download the report.

   

   The following Bulletins report is displayed when View report option is clicked.

   

10. You can also download this report from this screen. Click Download report to download it.