What are Connections?
Connections are the channels through which both documents and communications flow between customers and suppliers across the TraceGains Gather® network.
How do Connections work in the TraceGains system?
TraceGains customers send connection requests to suppliers at the location and item level. Suppliers must accept connections at both levels to be fully connected and enable the fulfillment of location and item level documentation.
TraceGains customers will also request location-specific documents (like 3rd Party Audit Certificates and Insurance forms) AND item-specific documents (like CoAs and Specification Sheets). Whenever a connection request is received, double-check that the location and/or item are accurate before accepting the request.
Only TraceGains customers can initiate a Connection Request. But, with TraceGains Gather®, Non-TraceGains customers can now be added and sent documents as well. For additional information, please refer to this article: Managing Customers
Access pending Connection requests
Step 1: From the left side navigation, select the Customer Management dropdown.
Step 2: Click ‘Connections’
The Customer Management Dashboard displays any pending connection requests waiting for response.
Though users can freely navigate between locations and items in the Connections section, location connections must be accepted to view and accept related item connections.
Tips for Navigating the Connections page
Use the tabs at the top to navigate between location and item connections
The system defaults to the “Pending” status filter, but to see a history of all connections, simply close the filter using the ‘x’.
To find a specific request, utilize sorting by clicking on the different table headers or open filters to search by keyword, status, or date
Respond to pending Location-Level Connection Requests
Don’t keep customers waiting too long! Responsiveness and reliability are important to customers, so connection requests must be accepted before fulfilling their document requests.
Respond to a single request or accept or decline requests in bulk.
To respond to a single request:
Step 1: Click ‘Choose Action’ at the far right of the request.
Step 2: Select either ‘Accept’, ‘Connect to another location’, or 'Decline' Always double check that the customer has connected to the proper location and use the ‘Connect to another location’ option if it isn’t correct.
To respond to location requests in bulk:
Step 1: Use the checkbox at the left of each request to select multiple rows.
Step 2: Use the ‘Actions’ dropdown at the top of the table to Approve or Decline all selected requests.
Once a location request is accepted and location-level documents are in the system, PostOnce will give the option to autofill these documents immediately.
This article goes into greater depth how PostOnce™ supports automating document fulfillment: Utilizing PostOnce™
Respond to pending Item-Level Connection Requests
Item-level connections must be accepted after location-level connections. Use the tabs at the top of the page to navigate to Items.
To respond to a single item-level connection request:
Step 1: Use the 'Choose Action' button to the right of the request row.
Step 2: Select one of the following actions: 'Connect to new item', 'Connect to existing item', or 'Decline'. Refer to the following list to determine the best option:
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Choose 'Connect to a New Item' if the item listing has not been created. Fill out the information to create a new item listing and connect the customer to this item:
- Item ID: the alphanumeric ID internal to your organization
- Item Name: the name that displays in Marketplace and to customers
- Item Category Group: select the best fit from the drop-down list
- Item Category: Select a subcategory for the item based on the above selection.
- Toggle Marketplace Visibility on or off. This should be toggled on unless this is a custom or limited item offering.
- Description: any extra information to include about this item to improve search optimization within the Marketplace
- Item Declaration: declare component parts
- Accept Connection after all of the information has been successfully added.
- Choose 'Connect to Existing Item' if the customer is trying to connect to an item listing that already exists. Select the appropriate item from the list. Click on Accept Connection.
- Choose ‘Decline’ if the Item ID/Name pre-selected by the customer is not the correct item to match their Customer Item ID/Name.
To respond to item requests in bulk:
Step 1: Use the checkbox at the left of each request to select multiple rows.
Step 2: Use the ‘Actions’ dropdown at the top of the table to accept or decline all selected requests.
This action is only available for item connection requests that have already been connected to an existing item in the system.