editing company profile and company contacts user guide

Editing Your Company Profile &

Company Contacts User Guide For the Reliance Assessment Database

Contents

Logging into Reliance .................................................................................................................................... 2

Locating Your Company Profile ..................................................................................................................... 4

Viewing Your Company Profile ..................................................................................................................... 6

Adding & Removing a Company Website ..................................................................................................... 8

Selecting Applicable Food Sector Categories .............................................................................................. 11

Adding & Removing Buyers to your Company Profile ................................................................................ 14

Selecting an SQFI Licensed Certification Body ............................................................................................ 16

Removing and Replacing an SQFI Licensed Certification Body ................................................................... 18

Viewing Registration, Certificate, and Gross Sales Information for Non-Certified & Certified Suppliers .. 18

Viewing Company Contacts & Company Contacts User Rights .................................................................. 20

Adding New & Existing Contact(s) to Your Company Profile ...................................................................... 21

Reorganizing or Deleting Contacts from Your Company Profile ................................................................. 25

If completing a particular task within your Company Profile, it is highly

recommended that you first review the Logging into Reliance and Locating Your

Company Profile sections (pages 2-6) before moving forward with this user guide.

Editing Company Profile and Company Contacts Guide. Copyright ©Food Marketing Institute 2012. All Rights Reserved. of 26

Logging into Reliance

1) For existing users, log in to Reliance via the SQF website, www.sqfi.com, under the “Suppliers” tab,

then “Existing Users.”

After opening the Reliance login page via the SQF website, simply type in your username and

password into the correct fields as demonstrated below. If logging into Reliance for the first time,

you will be prompted to change your password and select your time zone for security purposes.

If at any time you have lost your password, simply type in your username then select “Forgot your

password?” Your username must first be entered in order to use this feature. Once selecting

“Forgot your password?,” an automated email from the system will be distributed to the username’s

corresponding email address. If you do not receive this email immediately, be sure to check your

spam filter.

Once receiving your password, you will be prompted to change that password when re-entering the

system for the first time. Simply type in the temporary password you received via the distributed

email, then your desired password. The password rules will be listed for you, as shown below. When

completed, select “OK.” Do note that you also have the opportunity to change your login

information in your user profile within the system (refer to “Editing My User Profile User Guide”).


To change your password at any time, you must first know your existing username and password.

Simply type in your username and password into the correct fields, then select “Change Password.”

Your username and password must first be entered in order to use this feature. After selecting

“Change Password,” you will be prompted to change your password. Simply type in your existing

password, followed by your desired password. The password rules will be listed for you, as shown

below. When completed, select “OK.” Do note that you also have the opportunity to change your

login information in your user profile within the system (refer to “Editing My User Profile User

Guide”).

It is important to note the “End User License Agreement” housed on the Reliance login page. By

signing into the Reliance System using your personal username and password, you are

acknowledging your understanding and acceptance of the terms and conditions listed in the “End

User License Agreement.”


Locating Your Company Profile

1) When logging into Reliance after having been registered, you will first land on what is known as your

Reliance portal. Your portal houses your user information, assignments, and applications.

EXAMPLE SQFI RELIANCE USERS

Josh Richards Supplier Primary Contact

Lindsey Proctor Supplier Secondary Contact

RELIANCE PORTAL

User Information – houses your login information; your Display Name, Username, and User ID

Number. This area also informs you as to when you last logged in.

My Assignments – houses any information that is in your hands. Do you need to re-register a

company? Do you need to enter corrective actions? What do you need to have done? This area is

your hot spot for all items that you must have completed within Reliance at any given time.

My Applications – houses all of your applications. You can find all of your information within this

area, including your Companies, Audits, and Registration history. You will spend the majority of your

time within the system in your applications.

2) Within your portal, select “Companies” from “My Applications.” A new tab will open for you, similar

to that of a web browser. You will be able to navigate back and forth between tabs freely when

working within the system.


3) Once within the “Companies” application, you can locate any company you are currently listed as a

contact for, whether it is one company or forty companies. Under the “My Companies” view from

the left navigation bar, you will be able to view each company you are associated with in the right

window.

4) To access a company, simply select on the company name, as show below.

5) If you are a contact for many companies, you can easily search for a company via the “Search View”

field, by completing a column search, or by sorting your companies per column.

6) As mentioned in Step 2 above, you have the ability to navigate the system via the database tabbing.

This works exactly like that of a web browser. To access other pages outside of the tab you are

currently in, simply select the desired tab you would like to access. If closing out of a tab (via the “X”

on the right hand side of the tab), you will be directed back to the tab you were most recently on

prior to closing out your current tab.

NOTE: Within Reliance, it is important that you utilize Reliance features. It is suggested that

you do not use your web browser back, forward, or refresh buttons when within the

system. To refresh the page at any time, select “Refresh” within the Reliance toolbar.

This toolbar will be made accessible to you when within an application at any time, as

the toolbar moves up and down your screen as you scroll up and down a form. To

navigate back and forth, simply utilize the tabs as you would in a web browser.


Once selecting on your company name, you have entered your Company Profile.

Viewing Your Company Profile

1) When entering your Company Profile, a new tab will open. Within your Company Profile, you will

notice what is known as a phase tracker. This phase tracker simply tracks the status of your Reliance

assessment database registration at any given time.

PHASE TRACKER

Registered – when your company is within the “Registered” phase, your facility is considered active.

Company registration is annual and is based on gross annual sales. You will not be able to re-register

a company during this phase.

Due for Re-registration – your company will enter the “Due for Re-registration” phase exactly 90

days prior to your company registration’s expiration. Each company contact will receive an

automated email notification when entering this phase. You will be able to have your company re-

registered during this phase.

Expired – your company will enter the “Expired” phase on the date of your registration expiration. It

is important that you re-register your company prior to this date. If your company enters the

“Expiration” phase, your current SQF certificate can be suspended due to registration expiration.

NOTE: For further specific assessment database registration status information, please refer to page

18.

2) Beneath the phase tracker within your company profile, is what is known as your company profile

form. As shown below, you will be able to view your company address, and edit your website,

applicable food sector categories (FSC’s), Certification Body, customers, and contact information.


EDITABLE FIELDS IN COMPANY INFORMATION SUBFORM

• Phone Number & Fax Number

• Company Website

• Company Description

• Applicable Food Sector Categories

• Buyers

• Certification Body

READ-ONLY FIELDS IN COMPANY INFORMATION SUBFORM

• Company Number

• Company Name

• Company Type

• Company Address

• Site Type

NOTE: Because SQF audits are site specific, SQFI is managing all company address information.

If you have a change needed at any time to any of the read-only fields listed above

(bottom of page 7), please contact your Certification Body, or SQFI at

[email protected], to assist in having this information updated on your behalf.


Adding & Removing a Company Website

1) If entering your Company Profile for the first time, you must first fill in information for each of the

editable fields list above (bottom of page 7).

To enter your company website, simply select the hyperlink icon, as shown below.

A new window will open, to which you may enter the “Link Description” (wording that will appear

on your Company Profile) and the corresponding web address. You may also enter a generic

company email address. You may enter as many websites as you please, as there is no limitation as

to how many websites you can have on a Company Profile.

To add new websites, simply select the “Add Record” button at the bottom left hand corner of the

last website listed. A new “Link Description” and “URL” field will appear for you.


NOTE: When entering a web address within Reliance, you must ensure that the entire link is

placed within the “URL” field. This includes http://. It is suggested that you copy and

paste the web address directly into the “URL” field to ensure the web address is entered

correctly. When entering a generic email address, you must include the words mailto:

prior to the email address itself to ensure that the email address links correctly on your

Company Profile.

To remove an unwanted link, simply select the to the right of the “URL” field.

When selecting the to the right of the “URL” field, you will be prompted with a message, asking

you to finalize the deletion. If you are okay with the removal of the unwanted website, select “OK.”


You also have the opportunity to reorder multiple web addresses to your desired order via the

or buttons to the right of the “URL” fields, as demonstrated below.

When happy with your entered websites, simply select “OK.”


Once selecting “OK,” you will be brought back to your Company Profile, to which you will now notice

your new websites listed per the “Link Description” you entered.

You may also delete an unwanted website in the future by simply scrolling over the unwanted

website, and selecting the red “X” that appears to the right of the link description, as shown below.

2) You may have a “Company Description” added to your Company Profile, as shown below.

Selecting Applicable Food Sector Categories

1) To select your applicable food sector categories, or FSC’s, simply click on the search icon to the right

of the “Applicable Food Sector Categories” field.

This will open a new window, to which you will be able to select and choose which particular FSC’s

apply to your facility. This field is very important, as it represents the FSC’s to which you will be

audited against.


To have an FSC, or FSC’s, added, select your desired FSC(s) from the left hand window. You can

select one by clicking on it, select a cluster by holding down the “Shift” key on your keyboard and

clicking a the first and last of your desired cluster, or select multiple by holding down the “Control”

key on your keyboard and making your selections.

FOOD SECTOR CATEGORY (FSC) SELECTION SHORT CUTS

Clicking One Holding Down Shift Key

Holding Down Control Key


Once your selections have been made, you can have your selected FSC’s added to the right window

by clicking on the “Add” button, as shown below.

When you are happy with your selected FSC’s, select “OK.”


your selected FSC’s listed.

You may also remove an unwanted FSC in the future by simply scrolling over the unwanted FSC, and

selecting the “X” that appears to the right, as shown below.


Adding & Removing Buyers to your Company Profile

1) To select your desired Buyer(s), simply click on the search icon to the right of the “Buyers” field.

This will open a new window, to which you will be able to select and choose which particular Buyers

you would like added to your Company Profile. Adding a Buyer to your Company Profile is only

granting that Buyer access to your Audit Reports. Your Buyer will not be able to view any additional

information within Reliance.

To have a Buyer(s) added, select your desired Buyer(s) from the left hand window via the check box.

You can select multiple Buyers at once, and have them added to the right hand window with one

click.


NOTE: Only Buyers who have existing Company Profiles within Reliance will be made available to

you. If a Buyer does not appear within the system, and you have search for that Buyer within the

“Search View” field, then the Buyer does not exist within Reliance.

If a Buyer would like to be added to the Reliance system, a contact from that Buyer will need to

contact SQFI at [email protected] requesting to be added into the system. Once added into the

system, you will be able to have them added as a Buyer to your Company Profile, to which they will

be able to access your audit reports in the future.

When you are happy with your selected Buyer(s), select “OK.”


your selected Buyer(s) listed.


You may also remove an unwanted Buyer in the future by simply scrolling over the unwanted Buyer,

and selecting the “X” that appears to the right, as shown below.

Selecting an SQFI Licensed Certification Body

1) To select your desired Certification Body, simply click on the search icon to the right of the

“Certification Body” field.

This will open a new window, to which you will be able to select and choose which particular

Certification Body you would like added to your Company Profile. Once your desired Certification

Body has been selected, they will be able to view your Company Profile from their end within

Reliance. They will also be able to prepare audit materials for your facility.

NOTE: Selecting a Certification Body should be the first item you update within your Company

Profile when entering Reliance for the first time.


To have a Certification Body added, select your desired Certification Body from the left hand

window via the radio button.

You may also search for your desired Certification Body via the “Search Field.”

When you are happy with your selected Certification Body, select “OK.”


your selected Certification Body listed.


Removing and Replacing an SQFI Licensed Certification Body

To remove and replace a Certification Body, you must not have any open audits within Reliance. You

will be unable to remove and replace a Certification Body within your Company Profile if you are

undergoing an SQF audit with the Certification Body you are attempting to replace.

If no audits are taking place, and you would like to replace your Certification Body, you can do so by

selecting the search icon to the right of the “Certification Body” field.

This will open a new window, to which you will be able to deselect your current Certification Body

and choose which particular Certification Body you would like added to your Company Profile. Once

your desired Certification Body has been deselected, and your new Certification Body has been

selected, your new Certification Body will appear on your Company Profile. Your new Certification

Body will then be granted access to your Company Profile. They will also be able to prepare audit

materials for your facility.

Viewing Registration, Certificate, and Gross Sales Information for

Non-Certified & Certified Suppliers

1) Your most current assessment database registration status can always be found on your Company

Profile at any time. This information is housed beneath your selected Certification Body within your

Company Profile.

NOTE: The “Registration Status” corresponds with the phase tracker at the top of your

Company Profile (refer to page 6 of this guide).

The “Registration Expiration Date” is the specific date that your company is set to expire. It is

crucial that your company is re-registered prior to this date to ensure that you are active and

registered within the system. The system will send out automatic notifications to all contacts when

your company has entered either the “Due for Re-registration” or “Expired” phases.


2) Your most recent certificate information will also be made available to you on your Company Profile

beneath your assessment database registration status. This information will be visible to a Supplier

not yet certified and certified, as demonstrated below.

NOT YET CERTIFIED

CERTIFIED

3) The most recent gross sales range selection, classification, and amount (USD), are made available to

you beneath your company certificate information. This information is specific to your most recent

registration or re-registration with Reliance.


Viewing Company Contacts & Company Contacts User Rights

1) All company contact information is housed within your Company Profile at the bottom of the form,

in sub-forms known as “Contacts Detail.” One sub-form represents one contact. This is so to keep

your contacts clean, concise, and organized all in one area; easily visible to the user. You can have

multiple contacts, or multiple sub-forms, for any Company Profile. If a contact is listed for a within a

particular Company Profile, that contact will be able to view that particular Company Profile

information. Contacts will only be able to view Company Profiles they are set as contacts for.

CONTACT TYPES

Primary Contact – Primary Contacts are those users who will work within Reliance regularly. These

individuals will have the most editing rights to information within your Company Profile. There is

absolutely no limit to how many Primary Contacts there are for a particular company. This contact type

will be granted editable access to the following information:

• Company Phone and Fax Numbers • Add/Remove/Reorder Company Contacts

• Company Website • Own User Profile

• Company Description • Create Internal Audit Plan

• Applicable Food Sector Categories • Schedule Internal Audit

• Buyers • Corrective Actions

• Certification Body • Export Reports

• Registration/Re-registration Forms

Billing Contact – Billing Contacts are those users who will register or re-register your company(ies). The

Billing Contact can be the same individual as the Primary Contact. There is absolutely no limit to how

many Billing Contacts there are for a particular company. This contact type will be granted editable

access to the following information:

• Own User Profile

• Registration/Re-registration Forms

Secondary Contact – Secondary Contacts are those additional users who will assist in managing audit

information. This contact type will be granted editable access to the following:

• Own User Profile

• Create Internal Audit Plan

• Schedule Internal Audit

• Corrective Actions

• Export Reports

• Registration/Re-registration Form


Adding New & Existing Contact(s) to Your Company Profile

If logged into Reliance as a Primary Contact, you have the ability to add as many contacts to your

Company Profile as you like. These contacts can consist of new users (those not yet having a user

account in Reliance) or existing users (those with an existing user account in Reliance). Only a Primary

Contact has the ability to add contacts to a Company Profile.

ADDING NEW CONTACTS TO YOUR COMPANY PROFILE

1) In order to add a new contact to your Company Profile, you must first create their user profile, then

have them added as a contact to your Profile. At the bottom of your Company Profile, select the

“New User” button.

2) After selecting “New User,” you have entered into a blank “User Profile.” Simply fill in the correct

information into the new User Profile.


NOTE: Any field denoted with a red asterisk must be filled with data. If you attempt to save the

User Profile without filling out all of the required fields, you will be prompted with an

error message.

NOTE: It is important to make a note of the username you are creating for your new user. You

will provide the new user with this information. The new user will have the ability to

edit their User Profile once entering the system if they choose to utilize a different user

name. Their temporary password will always be “etq.” The new user will be prompted

to change this temporary password when entering the system for the first time.

3) Once you have completed filling out the User Profile, select “Save & Close.”

NOTE: By clicking “Save,” you will remain within the User Profile. “Save & Close” will bring you

back to your Company Profile.

4) After selecting “Save & Close,” you will be brought out to your Company Profile, to which you will

now need to add the new user you just created as a contact to your Profile. Beneath your existing

Contact sub-form, select “Add Record.”


5) Once selecting “Add Record,” a new, blank contact sub-form will appear for you. You may now

search for the contact you just created by either typing in their name into the Contact Display Name

Lookup field, or by selecting on the Contact Search icon to the right of the Contact Display Name

Lookup field, typing in the new contact’s name, selecting the search magnifying glass icon, selecting

the radio button on the correct new contact, then having them added and selecting “OK.”

OR

Type in name, then Select me!

1. Type in name

2. Select Magnifying Glass icon to pull up

new contact record

3. Select radio button to left of

new contact

4. Select “Add”

Button

5. Select “OK”


6) After having the new contact added via Step 5 above, all of the appropriate details will auto-

populate within the contact sub-form. As a Primary Contact, you now have the ability to either

designate this new contact as a Primary Contact, a Billing Contact, both, or neither.

NOTE: If both the Primary and Billing Contact checkboxes are left unchecked, the new contact

would be considered a Secondary Contact for that Company. If you are unsure as to

what a Secondary Contact is (or any Contact type) refer to page 20 of this user guide.

ADDING EXISTING CONTACTS TO YOUR COMPANY PROFILE

7) Follow Step 5 in “Adding New Contacts to your Company Profile” (refer to above). Because the

contact already exists as a user within Reliance, you simply need to select “Add Record,” then

search for the contact to have added to your Company Profile.

As stated in Step 5, as a Primary Contact, you now have the ability to either designate this new

contact as a Primary Contact, a Billing Contact, both, or neither. This contact will now have access to

your Company Profile, and any other Company Profiles they may be associated with within Reliance.


Reorganizing or Deleting Contacts from Your Company Profile

1) To reorder any of your existing Company Profile contacts, simply scroll down to the bottom of your

Company Profile, and utilize or to the right of each contact sub-form, as demonstrated below.


2) As a Primary Contact, you have editable rights to delete contacts from your Company Profile. To

delete a contact from your Company Profile, simply select the to the right of the contact sub-

form.

NOTE: If you accidentally delete a contact from your Company Profile, you can easily have

them added back to your Company Profile by following Step 5 on page 23. Deleting a

contact from your Company Profile does not delete them from Reliance, only the

Company Profile they are being removed from.

To log out of the Reliance system at any time, simply enter your portal, then select “Log Out” via your

User Information, or at the top right hand corner of your screen. You will be prompted to save any

incomplete information prior to logging out of the system.

OR

CONTACT INFORMATION

If you are to have any questions, or experience any issues with the viewing or

editing of information within your Company Profile, you will want to contact

your Certification Body.

You may also contact SQFI for assistance at [email protected] or 202-220-0635.

editing company profile and company contacts user guide

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