dol v2.0 user manual english catalogue + stationery for...

DATA Online Reference Guide

Table of Contents

Client Login 3

Accessing DATA Online (DOL) 3 Email Notification 3 Logging in 3 Self-Registration 4

The Home Page 6

User Profile 6 Change your Password 6 Creating an Order 7

Catalogues 8

Catalogue View Options 9 Item Detail 12

Customizing Stationery 13

The Proof 14 My Cart 16 Checkout 17

Shipping and Payment Screen 18

Orders 21

Order History 21 Order Detail 23 Active Orders 24

Additional Features 25

Rapid Order 25 Logout 26

Multiple Account Access 27

Why do i have access to multiple accounts? 27 How do I switch between accounts? 27

Client Login Accessing DATAOnline (DOL) To log in to DATA Online go to https://dol.datacm.com Email Notification If you are set up on DOL with a profile, you have received a secure email from IT Marketing - Support with your Username and Password. If you have not received this email please check your Spam / Junk email folder folder, and / or contact your IT department to help you track down the missing email. Logging in Enter in your Username and your Password and then click on the Login button. This will log you into the DATA Online application.

Enter Username / Password

Self Registration If you are not yet set up on DOL, you must self-register with the system to gain access. First ensure you have a valid Alberta Health Services email address. This is a requirement to gain access. example email format: [email protected] OR [email protected]

1. Enter your valid Alberta Health Services email address.

If you do not enter a valid Alberta Health Services email, the system will not recognize you as an AHS user, and you will not be able to self-register. Please contact customer support to be set up manually if so. (Note: you do not need a key for registration, you may ignore this field.)

2. Click the green ‘Register’ button to proceed. 3. Fill out the user information form.

Fields marked with an (*), require information to be entered.

DATA Online Home Page

The User Profile Change Password If you wish to change your password, you can do this at any time by clicking on the My Profile icon at the top right corner of your screen. A new window will open with your login information; in the fields indicated, enter your current password, then your new password. When completed, click on the Save button to save your changes.

You can also manage your other information that is set up in your user profile, including name, address, and e-mail address. PRO TIP: if you wish your contact address to be different from the shipping address you may have self-registered with, you may change it here. Changing your address here will not affect your shipping location once you are set up in the system with a profile.

Creating an Order To get started, click on the Create New Order link found in the left-hand panel under the Get Started menu.

Click here

Catalogues The left hand navigation panel will change and will open the Catalogue menu that will include all the folders available to your profile. 1. ORDERING BY CATALOGUE & ITEMS

A Catalogue of all items available for order is accessible on the left-hand file structure. Yellow file folders can be expanded by clicking on the arrow symbol (). The available items in the selected category will display in the middle of your screen.

2. ORDERING BY ITEM SEARCH

You can search for items by entering in the Item Number or the item Description in the Search field provided

3. ORDERING ITEMS – Enter the order quantity in the Qty/UOD field beside the item of choice and press the Add to Order button.

4. VIEW ITEM DETAIL - Click on the Form Code link to review the item details.

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Catalogue View Options Thumbnail images of the items in a catalogue can be optionally shown. Users actually have three views to choose from, Product image view, Grid view and Carousel view. By selecting one of the three image view buttons users can decide how they want the catalogue screens to appear. Example of Product Image View

Example of Grid View

Example of Carousel View In this view the images in the carousel move as they are highlighted in the Catalogue.

Item Detail To view specific information about an item, you make click on the item number link, or the ‘View Details’.

This feature will show you information about the document, Unit of Distribution that item will ship to you as, etc. For stock items, Inventory levels by warehouse location, will also appear on this screen if available.

Click here

Customizing Stationery Items In the middle of the page, enter the order quantity in the Qty/UOD field beside the item of choice and press the Customize button. This will open a variable information page that allows you to customize your Item. Fill in the customizable fields on the variable information page and press the Next Step (Proofing) button.

The Proof Once you have customized your item, a proof will be provided for review. Please review carefully. Review Proof: Review the online proof to ensure the information has been entered correctly. If everything has been entered accurately you can proceed by selecting the Add to basket button. If changes are required, click on the Edit button, this will take you back to the Customization screen.

Important note: When adding items to the basket, the following popup will display, reminding you that the proof should be reviewed for accuracy.

My Cart The My Cart feature is found on the top left-hand side of the page under the Home button. Here you can see a summary on the number of items, a total price estimate and the order number. Click on the My Cart option to view at a glance the item(s) on your order and the total price estimate. Continue ordering by repeating the steps listed on page 5 or proceed to the next step by clicking on the Checkout button.

My Cart

Checkout Step one: Checkout is step one of a two step process for completing your order. Here, you can review the items for order, change their quantities or delete items. If you have forgotten something, you can also add items to the order directly from this page. 1. UPDATING QUANTITIES

You can update quantities by changing the quantity beside each chosen item and clicking the Update link.

2. DELETING ITEMS

On this screen, you can delete items from your order by checking the box beside each chosen item and clicking on Delete at the bottom of the list.

3. ADD ITEMS

You can add additional items directly to your order by selecting the Add an item button 4. INCLUDE A DESCRIPTION - You can enter an order Description in the field near the top of

the page and click the Save button.

PRO TIP: This will help you identify your orders when tracking, or place repeat orders. You can also add an order description in the My Cart feature.

Continue ordering: To proceed to the next step, click the Step 2 button.

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Shipping and Payment Screen Step two: The Prepare Order page is step two of a two step process for completing your order. This is where your contact, payment and shipping information is entered.

Any field that has a (*) is a Mandatory Field and must be filled in.

Shipping Address: Your specific shipping address will automatically appear in the Shipping Information section. However, some users have access to order for more than one location. To select a different shipping address, click on the Add/Change button and select the shipping address from the listing of addresses provided.

Cost Centre (if required): Key in the required code or you can select a billing code from a list of codes by clicking on the Change button and selecting the required code. The codes that are available have been pre assigned to your profile.

Complete Order: To complete the order, click the Place Order button.

Order Confirmation The order confirmation screen displays that the order has been submitted. Clicking on the Done button will take you back to the DATA Online home page.

Order Email Notification Once your order has been submitted, an email confirmation will be sent to you outlining the details of your order.

Click here to go back to the home page.

Orders In the Orders section, click on the Order History link to track the status of your orders. In this same section you can also view saved orders but have not yet been completed, to do so, click Unsubmitted Active Orders.

Order History

Here, you can view past orders. Once orders have been submitted and/or approved, they will appear under the Order History option.

1. DETAILS To display details of an order, click the document image icon on the far right of the page. You can also see the order status beside it, either: OS (Order Shipped) OT (Order Transmitted)

2. SEARCH You can search for orders by using the web order number or by the description you previously assigned the order. To search for orders, choose the order number from the drop-down menu, or enter in a description and click the Search button.

Click here

3. OTHER FEATURES OF ORDER HISTORY Repeat orders: You can copy a previously submitted order by clicking in the check box beside the order and clicking on Repeat at the bottom of the page. (Note: if you have customized items on your past orders, make sure you go back and look at the previously supplied information to ensure it is still correct).

Export order details: You can export an order to Excel or PDF by also clicking in the check box beside the order and clicking on Export at the bottom of the page.

Email copies of orders: You can email a copy of an order by clicking in the check box that appears beside the order and clicking on Email at the bottom of the page.

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Order Detail Order Transmitted: OT for Order Transmitted This status indicates your order was successfully placed and has been received by our automated systems. Order Shipped: OS for Order Shipped This status indicates that your order has been processed by our systems and has been shipped.

Active Orders Orders not submitted: Once you begin an order, it is automatically saved under the Unsubmitted Active Orders option until the order has been submitted.

Additional Features

PRO TIP

Rapid Order Add items directly to the Cart without having to search the Catalogues. From the home page, or from the navigation section at the left, under Get Started, simply click on Rapid Order and enter the form code and quantities required and press the Add to order button. When quantities have been entered the item added using the Rapid Order feature will appear in the shopping Cart.

Logout Press the Logout button to exit the system. For security reasons, please remember to logout each time you are finished using the DATA Online.

Multiple Account Access Some users accessing DATA Online may require to be able to order product from under more than one account. For those users that may need to requisition product from additional accounts, you will need to ‘switch’ between those accounts. Orders are submitted under each account per account. They will be treated as separate orders. The most common access to have for an additional account, would be for Alberta Health Services to access government forms. On the welcome page of DATA Online, there is information regarding how to request access from the government, to gain access to their material on DATA Online. PRO TIP:

1. To change between your accounts, simply click the ‘Change’ link next to the Customer name, this appears on the upper right portion of your ‘HOME’ screen’.

2. Select the account from the window that appears, and you will be redirected to that account.

3. To switch back to your first account, repeat that same process.

dol v2.0 user manual english catalogue + stationery for...

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