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Frequently asked questions

Look here for answers to questions most frequently asked


What is ESI?
Does the supplier require a website of their own?
What affects the system speed?
I get Error - "Your Server may be disconnected or shutdown...". What that means?
How do I register/enroll (New IBM supplier)?
How do I register/enroll (for existing IBM supplier)?
What is the status of my registration?
When do I need to supply ID and password?
I lost my password, what should I do?
How do I change my Profile?
How do I change my role?
The information I typed is not displayed. What happened?
I cannot find or see my document after submitting the document. What happened?
I cannot find or see my a document after receiving notifcation of document creation. What happened?
How do I get access to another council?
How do I receive documents? (Supplier Only)
How do I attach multiple files?
How do I unattach a file from a document I already created?
How do I retrieve an unsaved document?
Why am I getting 'Field validation error' message?
User still appears in the Keyword database after access was removed. Why?
(IBM Users) How do I access ESI Application?
(IBM Users) What is the approval process?
(IBM Users) How can I include part of a file in a commodity document?
(IBM Users) I got a "Field Contains Incorrect Value" error message. What should I do?
(IBM Users) What type of data can a guest receive?
(IBM Users) My name is not appearing in the e-mail list. How can I add it there?
(IBM Users) I just received notification that a document has been posted on ESI, but when I access ESI the document is not there. Why is this?
(IBM Users) What are the types of restricted access in ESI?
(IBM Users) I deleted a document but the supplier still can see it.Why?
(IBM Users) How can I automate the attachment process?
(IBM Users) How can I delete a document from ESI?
(IBM Users) How do I receive documents?
(IBM Users) How do I get access to another council?
 
What is ESI?   ESI - E-collaboration Supply chain Interlock Management (commodity) database is designed to enhance communication between the host (IBM) and its guests (suppliers). It provides links to the Part Number, Keyword and Archive databases.

The ESI database includes forms for creating documents to facilitate important procurement processes. These forms are designed to facilitate information exchange by the use of attachments with minimal manual input of data. The type of files that can be attached to a document is virtually unlimited.

The host coordinators are responsible for authorizing user access to databases using the Supply Portal. The ESI administrator will update the groups and roles accordingly. If you do not have the proper authority, you may not be able to see some of the action buttons mentioned in this help.

The ESI database makes it possible to create documents to facilitate collaboration for these important procurement business processes / categories.
    Award
    EC Release Request
    EOL Submission
    Forecast
    Meeting Agenda
    Others
    Part Number Data Integrity
    PCN Submission
    Reconciliation
    Supplier Performance Reporting
    RFI-RFQ
    RoadMaps
    Assembly Technical Documents
    Contract Document categories
Once you are properly registered in one or more of these business processes, you will be allowed to read / create / modify documents according to your role into the system.
Does the Supplier require a website of their own?   The only requirement is access to internet via Internet Explore 5.0 or Netscape 4.0 or higher.
What affects the system speed?   The response time is effected by how you access the internet. If you are accessing via a modem, then the response time will be much slower than if you accessed by a broad band connection.
I get Error - "Your Server may be disconnected or shutdown...". What that means?   Server connection dropped or Internet Service Provider (ISP) version needs updating. Call internal IT support to restore connection or dowload the most current version from your ISP's web site.
How do I register/enroll (New IBM supplier)?   Go to the Supply Portal and follow the instructions to register for ESI application(s). After completing the application request form, a notification will be sent to the council coordinator for approval. A confirmation notification will be sent to the requester by the ESI administrator after the final approval.
How do I register/enroll (for existing IBM supplier)?   Go to the Supply Portal and follow the instructions to register for ESI application(s). After completing the application request form, a notification will be sent to the council coordinator for approval. A confirmation notification will be sent to the requester by the ESI administrator after the final approval.
What is the status of my registration?   When you are registered, you receive a confirmatin number. You must send that confirmation number to your coordinator to get a status of your registration or Help desk can confirm by using the Supply Portal Report Generator.
When do I need to supply ID and password?   ID and password is required at the Supply Portal. Once you have provided your userid/password to begin a session, you will not have to provide them again to link to a commodity management document.
I lost my password. What should I do?   At the Supply Portal, select Forgot Password from the navigator pane on the left hand side of the page.
How do I change my Profile?   To update your profile go to your personalized My Portal page at the Supply Portal web site and select the Update Profile option.
How do I change my role?   Go to Supply Portal and under user section select Modify Application Access and fill in fields to modify your role (ie: regular user, coordinator).
The information I typed is not displayed. What happened?   When you make a selection in a field, the system refreshes the document. Do not enter text until the refresh is complete (hourglass will disappear) or that information will be lost..
I cannot find or see my document after submitting the document. What happened?   To save a document you must change the submit option to SAVE first and then click submit.
I cannot find or see my a document after receiving notifcation of document creation. What happened?   There are two possible reasons the document could not be seen. Either the document has restricted access or the document has not yet been copied to the location where you are trying viewing it.

Additonal Info:

About Restricted Access: When access to the document has been restricted to certain users, if you have not been assigned to a restricted ACL (Access Control List) group, you won't be able to view restricted access documents.

About Document Location: Each document is "replicated," or copied, from the server where its creator originally saved it to the server from which you access ESI. I fit has not finished replicating, you will not be able to see it. Depending on your location, it will take either one or two hours for ESI documents to replicate. In contrast, outbound e-mail notifications going from the host to guests are sent immediately; inbound e-mail notifications coming to the host from guests are replicated according to a schedule (currently 11:00 a.m., 7:00 p.m.). Therefore, it is likely that you may receive the e-mail before you can actually view the document.
How do I get access to another council?   Go to My Portal on the Supply Portal web site. Choose Request App. Access, select an application as ESI Commodity, select your commodity, select a Sub Commodity, and submit the request.
How do I receive documents? (Supplier Only)   Most ESI documents accommodate the attachment of data files. Yet, any type of file can be attached. Host and guest users should agree on compatible software and versions for attachments.
How do I attach multiple files?   To attach additional files, click the 'Refresh to add additional files' button directly under the browse button then click browse to attach additional file. Repeat as needed.
How do I unattach a file from a document I already created?   If attachment is listed in the Click to attach file(s) box, select the text, press delete key on keyboard. If it is listed under Mark Att's for deletion, click box next to file name, then click Submit.
How do I retrieve an unsaved document?   To retrieve a document go to E-collaboration Commodity Management database, then choosing the By Category/Customer Council-Submitted view. Look up your document under the appropriate category.
Why am I getting 'Field validation error' message?   Fields preceded by an asterisk (*) are required fields. The Field Validation Error results when you try to save and submit a document without completing all the required fields.
User still appears in the Keyword database after access was removed. Why?   The user who was removed may have access to another application that also uses the keyword database. Therefore, their name will still appear in the database.
(IBM Users) How do I access ESI Application?   Go to the Supply Portal web site.
  1. Follow the instructions to register ESI application(s).
  2. After completing the application request form, a notification will be sent to the council coordinator for approval.
  3. A confirmation notification will be sent to the requester by the ESI administrator after the final approval.
(IBM Users) What is the approval process?   There is a two steps approval process:
  1. the council coordinator will approve/reject of the new request, and
  2. the ESI administrator will setup the proper access security after the request is approved by the council coordinator.The requester will receive a confirmation from the ESI administrator when access authorization is completed.
(IBM Users) How can I include part of a file in a commodity document?   You can copy a portion(s) of another document and paste it into the Details/Additional comments box.
(IBM Users) I got a "Field Contains Incorrect Value" error message. What should I do?   Fields preceded by an asterisk (*) are required fields. The Field Contains Incorrect Value message results when you try to submit a document without completing all the required fields. This error message identifies which required field has been omitted. Click OK, then complete the necessary required fields.
(IBM Users) What type of data can a guest receive?   The guest users that you specify will receive an e-mail notification that an ESI document is awaiting their attention. ESI documents accommodate the attachment of data files. While any type of file can be attached, host users should attempt to attach files saved in a compatible software version. The guest and its host buyer should agree on which software to use for attachments. RFQs (requests for quotation) utilize spreadsheet attachments saved in .wk4 format to maintain software compatibility between Microsoft and Lotus users.
(IBM Users) My name is not appearing in the e-mail list. How can I add it there?   The ESI Keyword database mapping documents need updating. Contact the ESI aministrator to make appropriate updates. The ESI Keyword database contains mapping documents that map each combination of company, commodity and council to the appropriate contact names and the contacts' e-mail addresses. These determine which contact names/e-mail addresses should appear in the Send to list.
(IBM Users) I just received notification that a document has been posted on ESI, but when I access ESI the document is not there. Why is this?   There is a short replication time between servers for IBM access and supplier access.
(IBM Users) What are the types of restricted access in ESI?  
  • Council Nonrestricted - viewable by all supplier employees and buyers.
  • Council Restricted - viewable by all supplier employees and buyers with restricted access
  • Council-Person Restricted - viewable by all with council restricted access, plus you select any additional supplier or IBM employees who do not have restricted access.
  • Person Level - only viewable by the specific supplier and IBM employees you select.
  • (IBM Users) I deleted a document but the supplier still can see it.Why?   Documents marked delete must replicate from web to lotus notes, this may take 1 to 2.5 hours.
    (IBM Users) How can I automate the attachment process?   There is no automated attachment functionality in this application. However, you may contact your company IT group to create a program to do this.
    (IBM Users) How can I delete a document from ESI?   Select document, click edit, then select 'Mark Delete' and submit.
    (IBM Users) How do I receive documents?   The host users specified will receive an e-mail notification that an ESI document is awaiting their attention. To ensure viewable attachments, a compatible software should be used.
    (IBM Users) How do I get access to another council?   Go to the Supply Portal web site. Choose Request App. Access, select an application as ESI Commodity, select your commodity, select a Sub Commodity, and submit the request.

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