eTrade Document Exchange (eTDE) System Organic Certifier User Guide

Apr. 2018

1 eTDE Application User Guide Baseline v1.3

Table of Contents

Organic Certifier User Guide ................................................................................................................................................. 1

1 Glossary of Terms and Acronyms ............................................................................................................................. 2

2 Accessing and using the eTDE Website ................................................................................................................... 2

3 Certifier user login ........................................................................................................................................................ 4 3.1 eTDE Welcome Page to login ...................................................................................................... 4 3.2 eTDE Login via USDA’s eAuthentication Page .......................................................................... 4 3.3 eTDE Home Page ......................................................................................................................... 5 3.4 eTDE User Profile Page ............................................................................................................... 6 3.5 eTDE Administrator Registration Request Page ......................................................................... 6 3.6 eTDE Entity Administrator Page ................................................................................................. 8 3.7 eTDE Manage Organic Registrations Page .................................................................................. 9 3.8 eTDE Manage Users Page ......................................................................................................... 10

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1 Glossary of Terms and Acronyms

Term / Acronym Definition or

Description

Certifier USDA-Accredited Certifying Agent

Certifier Integrity Lead A lead employee from USDA-Accredited Certifying Agent who will be the default Entity Admin in eTDE.

Certifier user An employee from USDAAccredited Certifying Agent

Operation Organic Producer or handler, or certified Organic Exporting company, or non-certified Exporting company

Operation user An employee from Operation

Entity Certifier or Operation

Entity Admin Administrator for associated Certifier or Operation, who can approve or deny subsequent user registrations

System Admin eTDE system administrator with full control

eTDE Registration A process, where a new user provides a set of information to get authorized to use eTDE and eDocs systems.

Registered Operation user An Operation user, who is authorized to use eTDE and eDocs system

Subsequent user User who is registered to the Entity that is already registered in eTDE. Not an Entity Admin. Subsequent users can access eTDE and eDocs system only when they get approved by Entity Admin

Nightly batch job A batch job in eTDE that is scheduled to run nightly to extract Certifier Entity and User data and Operation Entity data from Organic Integrity database and update eTDE system

2 Accessing and using the eTDE Website

The eTrade Document Exchange (eTDE) System supports the trade of US agricultural commodities domestically and internationally. This system makes trade documents, including official certificates, available via the internet to facilitate foreign and domestic trade of US agricultural products.

USDA-Accredited Certifier Agent information and their associated user information will be brought to eTDE system from the Organic Integrity database nightly. No separate eTDE registration process is required for these Certifiers. Certifier users can login to eTDE to verify and approve their associated Operations’ user registrations.

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An Operation (a farm and/or a processing operation unit that grows, processes and/or packages organic foods) that needs to create trade certificates in eDocs system needs to register first in eTDE. The Operation’s data and their Certifier association will be brought to eTDE system from INTEGRITY.

This document shows the actual eTDE Graphical User Interface (GUI) and provides instructions for each screen. The eTDE System can be accessed on the internet at http://www.etde.usda.gov .

Note: Users may have to disable pop ups in order to prevent “link not found” errors while navigating the eTDE system. If pop ups are allowed and a survey request appears, respond ‘NO’ to the

request. If a ‘page not found’ error occurs, refresh the page.

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3 Certifier user login

All Certifier users must first register for an INTEGRITY account. Certifier Staff Read Only accounts are available for users that do not need to manage INTEGRITY data. Use the same eAuthentication User ID and Password for INTEGRITY and eTDE.

3.1 eTDE Welcome Page to login

Click to Login to eTDE from welcome page, you will be taken to eAuthentication login page.

3.2 eTDE Login via USDA’s eAuthentication Page

Figure 2

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eTDE Users Login via the USDA’s eAuthentication Page (Figure 2)

1. Enter eAUTH Username in “User ID” text box and Password in “Password” text box

2. Click to login

a. Upon successful login, user is directed to the “eTDE Home Page”. (Certifier user data will be extracted from Integrity database and exported to eTDE system nightly.)

b. User can view Profile page by clicking on the “Profile” tab from “eTDE Home

Page” (figure 3).

c. Integrity lead of the Certifier organization will become the Certifying company entity

admin by default. Entity Admin can manage Certifier user associations, Operation

entity registrations, Entity locations, and any External system registrations.

3.3 eTDE Home Page

When Certifier users log in, they will be taken to eTDE Home page as shown in figure 3. Certifier Staff users will not have ‘Entity Admin” tab on the home page. Only Certifier Integrity Leads will have that tab.

Figure 3

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1. To update User demographic information from Profile page (figure 4)

a. Click on “Profile” tab from Home page. User can update the demographic information under “eTDE User Profile” section and click on “Update Profile” button. “Transaction successful” message will appear. Click “Ok”, to update the data.

b. User updated demographic data on eTDE will not be overwritten by certifier data updates by nightly batch job.

c. User cannot update “First Name”, “Last Name”, and “Primary Email” data in eTDE. User needs to update this data in eAuthentication. Nightly batch jobs will extract changes and update eTDE.

d. User cannot update data under “eTDE Entity Registration Request” section. Any changes to this information should be updated in INTEGRITY Certifier Locator by request to INTEGRITY@ams.usda.gov. Nightly batch job will extract changes and updates in eTDE.

3.4 eTDE User Profile Page

Figure 4

1. To Request Entity or System Administrator role (figure 5)

a. Click on “”Administrator Registration Request” button

b. User is directed to “Administrator Registration Request” page

2. Click to Cancel a. User is directed to Homepage

3.5 eTDE Administrator Registration Request Page

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eTDE User Requests Entity or System Administrator Registration

1. Click “Request to be an Entity Administrator” radio button

a. Associated/Subsequent Users will have the ability to request Entity Administrator Registrations

b. If user has already submitted an Entity Administrator request and awaiting approval,

the user will not be allowed to submit another request

c. If user has been deactivated as an Entity Administrator for their associated Entity, the

user will not be able to submit another request

d. If user is currently an Entity Administrator for their associated Entity, the user will not

be able to submit another request.

Click “Request Registration” button

Figure 5

e. Entity Administrator Registration Request sent to System Administrator for approval

f. User remains in Administrator Registration Request page

2. Click “Request to be a System Administrator” radio button

a. Associated Users will have the ability to request System Administrator Registrations

b. If user has already submitted an System Administrator request and awaiting

approval, the user will not be allowed to submit another request

c. If user has been deactivated as an System Administrator, the user will not be able to

submit another request

d. If user is currently an System Administrator, , the user will not be able to submit

another request

3. Click “Request Registration” button

a. System Administrator Registration Request sent to System Administrator for approval

b. User remains in Administrator Registration Request page

4. Click to Cancel a. User directed to User Profile Page.

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3.6 eTDE Entity Administrator Page

Figure 8

3.6.1 eTDE Entity Administrator Page (figure 8) 1. Click on Manage Organic Registrations Button to approve/deny Operation Entity registrations

on this page a. Entity Administrator is directed to Manage Organic Entity Registration page (figure 9)

2. Click on Manage Users Button to approve/deny associated/subsequent Certifier entity users

a. Entity Administrator is directed to Manage Users page

3. Click on Manage Entity Locations Button to submit new location details for the associated Certifier entity

a. Entity Administrator is directed to Manage Entity Locations page

4. Click on Manage External System Registrations Button to approve/deny External System Registration requests from Certifier users

a. Entity Administrator is directed to Manage External Systems Registration page

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3.7 eTDE Manage Organic Registrations Page

Figure 9

1. Click on Manage Organic Registrations Page from Entity Administration page (figure 9)

2. Certifier Entity Admin can approve/deny registration requests of associated Operation Entities in

eTDE. When Operation is registered in eTDE, it will be in “Pending” status until Certifier Entity

Admin approves or denies the registration request.

3. User can click on the Operation Name from “Pending Organic Entity Registrations –

Approve/Deny” section and from “Registered Entities” section to view the Operation Entity

information and registered user information associated to that Operation.

4. To approve one or more Operation Entity Registration Requests - Select the checkbox for

one ore many Operation(s) and click on Approve Radio Button for all the selected Operations and

then click on Submit button (Pending Organic Entity Registrations - Approve / Deny section)

a. Entity Registration(s) approved. Entity Registration Request Approval Notification sent

to Requestor, System Administrator receives confirmation.

5. To Deny one or more Operation Entity Registration Requests - Click on Deny Radio Button

and Click on Submit button (Pending Organic Entity Registrations - Approve / Deny section)

a. Entity Registration Denied. Entity Registration Request Denial Notification sent to

Requestor. System Administrator receives confirmation.

6. To unregister one or more approved Operation Entities - Select the check box(s) for one or

more Operations and Click on Unregister button (Registered Entities section)

a. Select the check box under “Organic Entity” column and click on ‘Unregister” button.

Entity Registration Unregistered. Entity Administrator and all users associated to Entity are

automatically disassociated.

b. Unregistered Entity Registration Notification sent to Entity Administrator and all users

associated to Entity. System Administrator receives confirmation.

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7. Click Cancel button (Registered Entities section or Pending Organic Entity Registrations – Approve/Deny section) to come of the Entity Admin page

a. User is directed to System Administrator page

3.8 eTDE Manage Users Page

Figure 11

1. Click on Manage Users Page, user is directed to Manage Users page (figure 11)

2. To activate users - Click on Activate Radio Button and Click on Submit button (Activate /

Deactivate User Association section)

a. User Association activated. User Association Activation Notification sent to Requestor. Entity

or System Administrator receives confirmation.

b. User associated to Entity

3. To deactivate users - Click on Deactivate Radio Button and Click on Submit button (Activate /

Deactivate User Association section)

a. User Association deactivated. User Association Deactivation Notification sent to Requestor.

Entity or System Administrator receives confirmation.

b. User no longer as access to eTDE System

4. To disassociate user - Click on Disassociate Radio Button and Click on Submit button

(Activate / Deactivate User Association section)

a. User dissociated from Entity. User Disassociation Notification sent to Requestor. Entity or

System Administrator receives confirmation.

b. User no longer associated to Entity, but will remain active and have access to system as an

unassociated user.

5. Click Cancel button (Activate / Deactivate User Association section) to come out of Entity Admin page

a. User is directed to Entity or System Administrator page

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