This system administration guide contains key information to setup Manufacturing Sales Platform (MSP) Guided Selling effectively. The guide provides the concepts and detailed definition of the functions, aiming to enable administrator to have sufficient knowledge to setup the function with minimal supervision.
The document will be continually edited and updated based on latest product releases. Taking into the consideration of expensive effort keeping the document updated and effective usage of it, only major and complex features should be covered.
To better illustrate how to setup certain feature, some examples are given. It also contains the steps linked to relevant screens. Each step contains actions which the administrator needs to perform to complete the setup.
This administration guide is based on Manufacturing X (MX) release version 1902.
The Product Engineering Team
2 Guided Selling Introduction
When the product catalog has grown to contain thousands of items, it can be a massive undertaking to choose the correct/appropriate product(s) according to specifications and requirements. This is particularly an issue when onboarding a new sales person. With this Guided Selling feature, the sales person only needs to fill up a simple ‘Questionnaire’ form and our platform will present the appropriate products that fits the parameters (selected answers).
As administrators can define their own questions and answers according to their frequently-used scenario, this feature can be adapted for different use-cases in different industry verticals, across different subscribers.
3. Question Set Management Through the UI
Management of Question Sets is done from the Guided Selling Management screen, which can be accessed from Administration > Guided Selling.
3.1 Creating a new Question Set
In the Guided Selling Management screen, click on the ‘Plus’ icon to create a new Question Set. The newly created Question Set will be immediately added to the list at the top. This Question Set will be created with a blank name and inactive status, and no Question.
3.2 Editing Question Set data
In the Guided Selling Management screen, click on a Question Set row. The Question Set Management screen will be displayed. In this screen, the data for the selected Question Set and all of its Questions and Answers are shown.
The Question Set data is displayed at the top of the page. The fields that can be edited are as shown in the following table. After making the desired changes, click on the “Save” button at the bottom of the page.
|Question Set||The Object Name of the Question Set. When the Question Set is accessed, this will be displayed by default unless a language-specific label has been defined.|
|Active||If this is set to Yes, the Question Set can be accessed. Otherwise, it will be hidden. This should only be set to Yes once the setup for the Question Set has been completed.|
3.3 Adding a new Question for a Question Set
In the Question Set Management screen, click on the “+ Add New Question” button to add a new Question to the Question Set.
The newly created Question will be added at the end. This Question will be created with a blank name and no Answers. For ease of use, a “Scroll to New Question” link will be shown after adding a new Question. Clicking this link will automatically scroll the screen to the newly created Question. The link will disappear once clicked.
3.4 Editing Question data
In the Question Set Management screen, Question data can be edited. The fields that can be edited for each Question are as shown in the following table. After making the desired changes, click on the “Save” button at the bottom of the page.
|Question||The Object Name of the Question. When the Question Set is accessed, this will be displayed by default unless a language-specific label has been defined.|
|Answer Row Mode||If this is set to Yes, each answer of this Question will be displayed in its own row. If this is set to No, as many answers as possible will be displayed in a single row, in a responsive manner. |
3.5 Reordering Questions
In the Question Set Management screen, Questions can be re-ordered. This is particularly important for the first Question in the Question Set, which will automatically become the entry point when the Question Set is accessed. For the rest of the questions, the order is just for convenience when viewing the Question Set Management screen, since when the Question Set is accessed, the Questions that are displayed and their order beyond the first question will depend on the selected Answers.
To reorder the Questions, click on the icon at the top left of the screen. The list of currently existing Questions will be shown. Click on the Up Arrow or Down Arrow icon to move a Question up or down the list respectively. Alternatively, drag and drop the Question in that list to change its order.
3.6 Adding a new Answer for a Question
In the Question Set Management screen, click the “Add New Answer” link of the parent question to add a new Answer to the Question.
The newly created Answer will be added at the end. This Answer will be created with a blank name and will not be linked to anything yet.
3.7 Editing Answer data
In the Question Set Management screen, Answer data can be edited. The fields that can be edited for each Answer are as shown in the following table.
|Answer||The Object Name of the Answer. When the Question Set is accessed, this will be displayed by default unless a language-specific label has been defined.|
|Linked Question||When the Question Set is accessed and this Answer is selected, if it has a Linked Question, that Question will be displayed next. This is an optional field.|
|Product Tags||The Product Tags linked to this Answer. This is an optional field.|
|Links Products||The Products linked to this Answer. This is an optional field.|
3.7.1 Editing Answer data
To add or update the Linked Question of an Answer, click on the “Linked Question” link. A pop-up window will be opened, where the list of questions other than the current one will be available for selection. Select the Question and click “Update”.
The linked Question will now be shown next to the link in a green box. Clicking it will scroll the screen to display the linked Question. Clicking on the “x” button next to it will remove the linked Question.
To add or update the Product Tags of an Answer, click on the “Product Tags” link. A pop-up window will be opened, where the list of existing Product Tags in the system will be available for selection. Select the relevant Product Tags and click “Update”.
The selected Product Tags will now be shown below the link. A single Product Tag may be removed from the Answer by clicking its ‘X’ icon. Clicking the “Remove All Product Tags” button will remove all Product Tags currently assigned to the Answer.
3.7.3 Add/Update Products of an Answer
To add or update the Products of an Answer, click on the “Links Products” link. A pop-up window will be opened, where the Product Catalog will be shown. Search for the relevant Products and click the “Add” button to add it to the Answer. Alternatively, tick the checkboxes for one or more Products, and click the “Add Selected Products” button at the bottom to add them all to the Answer. After all the relevant Products have been added, click on the “Close” button to close the pop-up window.
The selected Products will now be shown below the link. A single Product may be removed from the Answer by clicking its ‘X’ icon. Clicking the “Remove All Products” button will remove all Products currently assigned to the Answer.
3.8 Guided Selling Localization
In the Question Set Management screen, Question Set, Question, and Answer can all be localized. This is done by clicking on the “T” icon of the respective objects. A pop-up window will be opened, where the labels and comments for the object may be specified for each of the language in the system.
The fields that can be edited for each language are as shown in the following table.
|Label||The label for the object, for the given language. If not specified for the user’s language when the Question Set is accessed, the Object Name will be displayed instead of this.|
|Comment||The comment for the object, for the given language. If not specified for the user’s language when the Question Set is accessed, nothing will not be displayed in its place.|
3.9 Guided Selling Images
In the Question Set Management screen, Question Set, Question, and Answer can all be given an image. These images will be displayed when the question set is accessed by the user later on and can help the user recognize and process the questions and answers more easily. This is done by clicking on the “Upload Image” button of the respective objects, then select the image file that you want to upload. Supported image types are “jpg”, “jpeg”, “png”, and “gif”. If any other file type is uploaded, it will be ignored by the system.
The uploaded image will be displayed within the circle (depending on the image size and aspect ratio, only parts of the image may be shown). Click on the “Upload Image” button again to overwrite the existing image. Click on the “Remove” link within the image circle to delete the image.
3.9.1 Recommended Image Size
Images for Question Set and Question is displayed at the top as a banner. It aims to serve as a hint of what the Question Set is about. As the images are responsive and try to fit into browser window nicely, it will try to ‘stretch’ and ‘scale’ the image proportionately. As such, we recommend image size of 1200px by 240px (5 : 1) for Question Set and Question images and 80px by 80px (1:1) for Answer images.
3.10 Deleting Question Set
In the Guided Selling Management screen, tick the checkbox of the Question Sets that should be deleted, then click on the bin icon to delete them. A confirmation prompt will be shown first.
3.11 Deleting Question or Answer
In the Question Set Management screen, click on the bin icon of a Question or an Answer to delete that object. A confirmation prompt will be shown first.
4 Creating New Question Sets Through Excel Upload
New Question Sets can be created through Excel Upload. Note that this is a simplified process that only supports creation of a certain type of basic Question Sets. It does not encompass everything that can be created or specified through the UI.
4.1 Downloading the Blank Excel Template
In the Guided Selling Management screen, click on the Download icon. The excel template that will be used for this process will be downloaded.
4.2 Uploading the Excel Template
The downloaded excel will have 2 tabs: Structure and Localization.
In the Structure tab, the structure of the Question Set can be specified. For each row, the chain of Questions and Answers and the corresponding Product Tag and/or Product ERP IDs should be specified. This represents the Questions and Answers that the user will see and select and accessing the Question Set, and the Products that they will get as the result.
By default, 4 pairs of Questions and Answers are included in the template. If fewer than these are needed, the remaining columns can just be left empty. If more are needed, additional column pairs can be added, following the same naming convention for the column headers (e.g. Question 5 and Answer 5, Question 6 and Answer 6, etc).
Multiple Question Sets can be defined within the same Excel file. Within a Question Set, all Questions that have the same name will be created as a single Question, and it will have all the Answers for that Question from the various rows. On the other hand, Answers with the same name will only be created as a single Answer only if they have the same parent Question.
In the Localization tab, the labels and comments for the objects defined in the Structure tab can be set. For each row, the name of the object, the language code should be specified. This will then be applied to all objects having that name from the Structure tab. For example, if there are many Answers having the same name, it only has to be specified here once and it will be applied to all of them.
Once the Excel file has been filled with the appropriate data, it can be reuploaded back to the system. In the Guided Selling Management screen, click on the Upload icon and select the Excel file to upload. Once the upload has been validated, the created Question Set(s) will appear in the list. All newly created Question Sets will start out in inactive status.
5 Accessing a Question Set
To access Guided Selling from within a Quote, go to the Items tab and click on the Guided Selling icon.
To access Guided Selling from outside a Quote, navigate to Quotes > Guided Selling.
All users will be able to access all active Question Sets without needing any special permission (provided they are able to access the Quotation feature in general).
Clicking on a Question Set tile will display the first Question and the user will be able to start answering the questionnaire. Clicking on an answer will display either the next Question or the Product Catalog if that is the last question in the chain.
The list of Questions and Answers that the user has selected so far is listed on the right side of the screen. Clicking any of the Question will bring the user back to that Question where the user can make a different choice.
If the Question Set was accessed from within a Quote, the products selected in the product catalog can be added directly to that Quote by clicking the “Add”, “Add &Close”, or “Add & Continue” button.
If the Question Set was accessed from outside a Quote, a new Quote with the selected products can be created by clicking on the “Create Quote with selected products” button.