What are Specification Requests?
Customers may be using a TraceGains product called Specification Management (SpM), which allows them to maintain their specifications. They may need confirmation that the specification is accurate.
Review, Edit, and Approve Specification Requests
Under the Specification section of Requests, users can view, edit and approve shared specifications from customers.
Step 1: In the left side navigation menu, click 'Customer Management' to open the dropdown menu, and select 'Specification Requests'.
If you do not see an option for 'Specification Requests,' it may be due to your role. Contact your System Admin to inspect your permissions for handling specifications. You may need them to adjust Settings and turn on the toggle under Collaboration.
Step 2: Click the Customer name/item ID to load the specification.
Step 3: Review the data related to the item. Update the fields directly, or click on ‘Comments’ at the top to reach out to the customer.
Step 4: For need help fulfilling specification requests, forward shared specs to colleagues or even a Supplier if their help is required to complete it.
Step 5: To attach a document, click the 'Documents' button. Then select 'Load Documents' at the bottom of the specification. Simply drag and drop the desired file to the section.
Documents can only be removed from the specification by your customer on the Enterprise side, so make your selections carefully.
Step 6: Once the data is updated and the specification looks accurate, click ‘Actions’ at the top and then click ‘Submit’. If the information is inaccurate and the customer needs to change it first, decline the specification. To come back later, click ‘Save Your Work.’
Declining a Specification Request:
Users can explain why they are declining the specification using the text box. After the user clicks ‘Submit,’ the panel will close, and the customer is sent any updates immediately.
Collaborating on Shared Specs with Customers
Whether the specification is approved or declined, the customer’s personnel may need to:
- Analyze and possibly research some of the updates.
- Get the updated spec vetted by a manager.
- Write up further comments to send.
- If all is approved, update their item primary spec
Customers will review the shared specification and may Approve or Decline the changes. They may also revise and return the Shared Spec again for further updates and discussion.
If a customer does revise and return, the user will be re-notified. When clicking that row on the Specification Requests page, the shared spec will reopen in the "In Process" status to make additional edits, add more data, and make new comments, if needed.
Finally, use the ‘Submit’ button under Actions to approve and submit the spec to the customer.