Workflow Training

Agenda
Overview – What is Workflow?

Types of requests

Working a queue

Different ways to create a request

Finding requests

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Overview
What is the Workflow tool?
So what is the Workflow Tool really?
In short: A request management tool
How many of you have seen an email that’s this long?

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 TDOS Applications
• TDOS Quoting Tool
• Creating Quotes
• TDOS Launchpad
• Searching quotes and orders
• Advanced options for searching quotes and orders
• Team analytics
• TDOS Workflow
• Submitting Requests

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TDOS Workflow
https://r2o.as.techdata.com/queue/

Workflow home page = Queue

SSO Enabled

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Types of Requests
What do we use it for?
Request vs. Action
Request
– a transaction or “container” to hold all actions associated with an opportunity
Action
– the tasks that need to be done to complete the request
– can occur at one time or sequential

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Actions Available
Product Quote / Order
– The sales team or vendor team is being requested to complete a quote or an order
Material Add Review / Material New – Item Setup*
– The PM, SKU setup team, and/or PSG team is being requested to setup an item
Material Review / Material Change*
– The PM and/or PSG team is being requested to change an item
– Vendor Authorization*
Cisco Purchasing – “Supply Chain”
Smart Net Team – Cisco Net Price related actions
Profit
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Working a Queue
Team inbox
What is a Queue?
Internal “home” view – whether you have an assigned work queue or not
the queue view will be your landing page for the workflow tool
Manage new and open workflow Actions that you or your team is the
responsible responder
– Select a Queue:

Select a queue Number of open

Sets the selected actions in the selected
queue to default when queue
launching Workflow
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What is a Queue?
• Only Active actions will be listed

Clickable link to update the

Clickable link to request
status and work the request
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Queue Controls

Refresh Queue
Reset
Save Queue Preferences Preferences

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What can I customize?

Column Order
Column Sort
Column Visibility
Column Pinning
Column Length
Grouping
– Expand / Collapse Group

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Managing Workflow Actions
Manage Work Queue view
– Prioritize
– Timestamp indicators
– Team management
Action Notification email
– Open and work request from email link

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Creating Requests
3 different places to start
Sold-to Contact Required
The only requirement before starting a request is to have a Sold-to Contact

Customer contact must exist in SAP CRM

New Contacts can be added via the Workflow Tool and the Quoting Tool
Outlook Add-in will require creation of the contact elsewhere:

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Workflow Requests Via Quoting Tool
Why leave your quote to request something if you can do it in the quote?
Quote Tool – Material Request
Has your customer ever asked for something that is not setup in our system?
Have you ever been stuck waiting on a new item before you can move forward?
Have you received endless emails from sales asking you to create items?

The Quoting and Workflow Tools have the solution!

What is a Quote Tool Material Request?

• Adhoc items on a quote can seamlessly be sent off to be created without ever opening an email

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Quote Tool – Material Request
How do I perform a Material Request in the Quote Tool?
1. Set the quote to Budgetary
2. Click Solution  Material Request

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Quote Tool – Material Request
How do I perform a Material Request in the Quote Tool?
3. Select the Manufacturer and type a description (if one was provided)
4. Click ‘Submit’

Your quote will automatically save and generate a Request number

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Quote Tool – Material Request
‘Header’ Tab, under Quote Details - Request No has been generated
Select the blue arrow to the right to view the Material request in
Workflow

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 Quote Tool – Material Request
Viewing your Material Request in Workflow

R20 Request
Tab- displays
request as
“New”

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Quote Tool – Quote Confirmation
Allows you to download or email the quote to the reseller
Ability to capture the SLA for quote placement, quote submission and
order booking
Ability to export a quote with an adhoc material*

*A material request is required in order to send a quote confirmation with an adhoc material

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 Quote Tool – Quote Confirmation
How do I quote my Customer an adhoc Material?
1. Submit a Material Request

2. Enter in a manual price into Net Sell Price

3. Select Confirmation

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Quote Tool – Quote Confirmation
Select R20 – This sends the information to
workflow to capture SLA for quote

*Recommended to set R20 as default in User Preferences

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 Quote Tool – Quote Confirmation
Viewing your Quote in Workflow
Status shows “Complete”, the quote has been created and downloaded for the
customer
Actions tab- displays your Quotes Tab- displays
quote status the quote number

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 Quote Tool – Quote Confirmation
Viewing the SLA on your Workflow Request

1. Status is New and time stamp reflects when Quote was created

2. Status is Complete and time stamp reflects when Quote Confirmation was performed and sent to customer

Under Audit tab- displays the time/SLA on your quote

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 Quote Tool – Order Booking
Linking back to the Quote in the Quoting tool
1. Navigate to the Quote tab

2. Click on the link to the quote and proceed to Book Order

Under Quote tab, click quote link

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 Quote Tool – Order Booking
After the order is booked, the Order information is captured in Workflow

Under Action Tab, Order is “Complete”

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 Quote Tool – Order Booking
Workflow has the complete SLA for this opportunity

Under Audit Tab, Order Status

and time will be visible

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 Create Workflow Request
Demo/Exercise

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Workflow Requests Via Outlook
But what about when my customer or sales sends me an email?
Outlook Add-in
Download the Add-in from the Software Center

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Creating a request from Outlook
Right-click an email to access the R2O options

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Quick create new R2O Request

1. Request name – populates subject line from email

2. Controls email notification when request is submitted

3. Vendor/Product Selection

4. Sender of email pre-populates, can be changed

6. Type of request

7. Sets attachment/notes as internal

8. Submit Options

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Creating a new R2O request using sender

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Material Maintenance/Creation

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Viewing the Email

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 Outlook Add-in
Demo/Exercise

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Workflow Requests Via Workflow Tool
But what about when my customer or sales calls me?

https://r2o.as.techdata.com
Creating a new request from the Workflow Tool

Search for an account using

Create a new request using the customer name or
the email address of an customer number
existing contact in CRM

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Searching For a Contact
Press enter

Click once

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 Searching For a Contact

Add a new contact if the

Search for a contact by name, reseller contact is not listed
or press enter to retrieve all
associated account contacts

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Sold-To Email Address

Press Enter

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 Managing Notifications
Give the Check if you do not want
request a name the customer notified

Add a subject to
the notification
email (optional)

Add external contacts to

Manage which recipients the notification
should be notified

Add TD employees to the

notification
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Managing Partners

Click here to
add EUI
Check the No End User for Add a new End
this request box if you do User
not have any End User
information

Select from a
list of recent
End Users

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 Adding Products
Find products
by filtering

Add from a list

of recent
products

Select a product
to bring it into
the request

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 Managing Products
Remove an item from the Update the description for Set the complexity of the
request the part if needed config needed

Select the services Add additional parts

needed- Quote, to the request
config, etc.
Update category your part
maps to

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Product Instructions and Attachments
Indicate if you’d like
comments and files to be
internal only
Select the product
you need to leave
comments for

Add additional
comments or
instructions

Add any relevant attachments

to the request (config files,
etc.)

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Final Details and Submitting
Indicate whether your
request will need integration
services

Mark whether special or Submit the request

standard pricing is needed

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Finding Requests
• In the Workflow Tool
• In the Quoting Tool
• In the Launchpad
In the Workflow Tool
Are you having trouble finding a request?
Search in Workflow based off of attributes of the request and/or action

Search by request number Use the create and

Search by name update dates or the
given to request end user name to help
narrow down search
results

Search by reseller name

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In the Quoting Tool
Are you looking for associated actions to your quote?
Pull up the quote in the quoting tool and launch into the request

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In the Launchpad
Are you looking for associated actions to documents in the Launchpad?
Find a document in the Launchpad and launch into the request

*You will need to add Work Flow Request ID to your view by selecting Columns on the far right

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Preferences -
Email Signature setup – send notifications
containing your Outlook signature

Team email options – select to send

notifications from your team email address

Request management default preferences

– Attach Files as Internal
– Create Notes as Internal
– Create Notes as BI Reportable
– Create Request with "Do not notify customer"

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Creating Notification Signature

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Team Email Address
When your response to customers requires a “from” of a team email
address this feature will allow you to select one or more teams to set as
alternates to select during a notification send

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Request Preferences
Request Preferences allow the user to customize certain information for
default settings - change the defaults to be more internal viewable only and
change as needed at a transaction level

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Questions?
Time for…

Quiz Evaluation Log Out

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