Overview
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Convergence Contract Workspaces allow you to share information with your colleagues as well as collaborating with them on common projects. The functionality described here enables you to share a Contract Workspace with your internal stakeholders, not being Convergence users and not belonging to the Energy or Raw Materials domains. This last point for antitrust antitrust laws reasons. To achieve that you can :
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Table of content
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As a buyer I want to share my Contract Workspaces with my Internal Stakeholders
Convergence allows you to grant access to your Contract Workspaces to your Internal Stakeholders, who are not yet Convergence users, so they can work along with you.
Status colour Blue title Step 1
Access to one of your Contract Workspaces you would like to share with its Solvay’s internal stakeholders through the Supplier Management Negotiate Contract app, Contract Workspaces tab
(https://solvaysrm.my.salesforce.com/a0G/o)
Status colour Blue title Step 2
Once on the selected Contract Workspace, click on the “Grant Access to Contract Database (BETA)” button“Grant Access” button
Status colour Blue title Step 3
After doing so, an email template will be displayed
Fill-in the “To:” field with the email address of the internal stakeholder of the contract ; note that it has to be a @solvay.com email address (you can put several email addresses separated by a “;”)
If needed, adapt the text of the email’s body
At the foot of the template, a section displays the attachments of your Contract Workspace and indicates they are private or not ; if you want to attach it to your email, tick the checkbox “SELECT FILE”“SELECT FILE”
Once you are done, click on the “Send “Send Email Internally” ” button
N.B. : Sending a private attachment through the email does not mean it will be accessible from Convergence ; to do so the attachment within Convergence should be shared manually through the
“Sharing”“Sharing” button of the Attachment Console section
Status colour Blue title Step 4
After you have sent the email, you are able to track this activity in the related list “History Activity” tab “Activity” of the shared Contract Workspace
As an Internal Stakeholder of a contract, I received an email from a buyer
As an Internal Stakeholder of a contract, I received an email from a buyer to grant me access to Convergence. Here is the quick procedure to log in the application. It will take you less than 2 minutes to be able to collaborate with your colleagues from the Purchasing family.
If it is the first time you access the Convergence application, get the basic knowledge about it on those pages :
Share private attachments
As we have seen earlier you can make your Contract Workspace’s attachment private. By doing so, you are the only one who can access it. You can also share it with only specific people.
Status colour Blue title Step 1
Access you Contract Workspace and click on the “Sharing” button of its Attachments Console
Once a Buyer has granted you access to her/his Contract Workspace, you will receive an email with a clickable link.
There is also the full link in case your web browser would not allow HTML content so you can copy and paste it.
Status colour Blue title Step 2
Once you have clicked on the link you are redirected to the Convergence “Register Your Mobile Phone”screen.
A phone number can be logged or, if it is not wished, use the “I Don’t Want to Register My Phone” buttonEnter the name of the person you want to share your private file with in the “User” field and then click on the lookup icon to find. Then click on the name to select the person.
Status colour Blue title Step 3
Once you are done, click on the “Add share” button. The person you selected will be added to the “View Private Files” list of your Contract Workspace with the type “Manual Sharing”
Once your list is up to date you can use the “Go Back” button which will bring you back to your Contract Workspace
the previous step is completed, you will land on a form where to fill-in information in order to create your Convergence profile.
Some information is prefilled and others (i.e. GBU, Country & Site) are to be registered, helped by a contextual dropdownlist
Once the requested information is filled-in, click on the “Save and Go to Convergence” button, what will lead to the Contract Workspace shared by the buyer
