Step By Step
New Case Creation | |
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•When creating a new Customer Request the user needs to choose between the different types of Cases that exist. •Let’s follow David, working as a Customer Service Representative while he creates a new Customer Request. •Under the Case tab, David clicks on New to create a new Customer Request. |  |
•David now needs to select the Record Type for the Case. •He has the choice between Complaint, Sample Request and Customer Request. David selects Customer Request and clicks on Continue. This will open the Customer Request edit page. |  |
Case Information | |
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•Basic information needs to be populated in the Case Information section. This section contains the following fields: -Account Name: Main Account (can be Ship-to, Sold-to or Corporate Group) -Subject: Subject of the Request -GBU: GBU concerned by the Customer Request -BU: Business Unit of the GBU -Product Family: Product (level 3) -Type: What the Customer Request is about – GBU specific -Sub-type: More granuar level of Type -Originator: User who logged the Customer Request -Approver: User responsible of approving the Customer Request -Processor: User responsible of processing the Customer Request -Notified: User that needs to be notified of the Customer Request |
Additional Accounts can be added to the Accounts related list. |
| •Basic information needs to be populated in the Case Information section. This section contains the following fields: -Status: Open – Pending Approval – Approved – Resolved – Closed – Rejected -Final Communication Sent: Checkbox that flags if Customer Communication has been sent. -Received Date: Date that Solvay received the Customer Request. -Estimated Resolution Date: Estimated date when the Customer Request will be resolved. -Requested Resolution Date: Requested date when the Customer Request should be resolved. -Severity: Low – Medium – High / By default on “Medium”. -Case Origin: Inbound email – Inbound call – Face to Face – Website -Confidential: Restrict visibility of the Customer Request. | 
Estimated Resolution Date Automatically filled in for GBU PePol with 15 days on Standard Accounts and 10 days on Key Accounts but remains editable. |
•Each Customer Request can be linked to assignees. The different assignees are the persons in charge of one or more steps of the Customer Request process. •David can Assign 4 different people to the Customer Request: -Originator: The person logging the Customer Request – in our case David. -Approver: The person responsible of approving the Customer Request– in our case John. -Processor: The person responsible of processing the Customer Request – in our case Laurie. -Notified: The person that needs to be notified of the Customer Request |  |
Severity | |
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•During the Customer Request Registration step, David needs to fill-in the Severity of the Customer Request. There are 3 types of Severity: -High -Medium -Low •The Severity is by default on the value Medium. |  |
•The definition of these severity values is the following: |  |
Status | |
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•A process flow on top of the screen shows the progress status of the Customer Request.  •The Status order is as follows: -Open: As soon as the Customer Request is created. -Pending Approval: When the Customer Request is submitted for approval. -Approved: Once the Approver has approved the Customer Request. -Resolved: Once the Customer Request has been processed. -Closed: When the Customer Request is closed. -Rejected: When the Approver has rejected the Customer Request. |
Status Automatic Update | |
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•Changing the Status of the Customer Request is an automated process for the following Statuses: • Nevertheless, for the other Statuses, the values are automatically updated: -Open: Default status after creation of a Customer Request. -Pending Approval: Automatically updated when the Customer Request is submitted for approval. -Approved: Automatically updated when the Approver approves the Customer Request OR when the user creating the Customer Request has a Salesrep profile. -Rejected: Automatically updated when the Approver rejects the Customer Request. -Resolved: Automatically updated when the fields Resolution Date and Resolution are populated. -Closed: Automatically updated when the Customer Request is closed. |
Customer Request Visibility | |
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Customer Requests have 2 visibility options to manage confidential cases •Visible: the Customer Request is visible by everyone (by default) •Confidential: By ticking the box “Confidential”, user make the Customer Request accessible only to the Originator, Approver, Processor, Notified and the Case Team. |  |
Customer Contact Information | |
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•Multiple contacts can be maintained on the Customer Request. David can maintain a main Contact and has the possibility to add Additional Contacts in the related list once the Customer Request is saved.  Example •When choosing a Contact, David can search for any Contact but the Contacts related to the Account Name will be the ones displayed by default. To show the Contacts not related to the Account Name, David needs to click on “Show all results”.  | |
•Hovering the cursor of the mouse on the main Contact reveals additional information on this Contact such as Name, Account Name, Phone, Email and Language. |  |
Request Description | |
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•More detailed information on the Customer Request are populated in the Description Section. This section contains the following fields: -End Customer: Final Customer (Ship-to). -Internal Description: Detailed description of the Customer Request -Opportunity: Opportunity related to the Customer Request. Legislation on distributor1 Receiving the distributor’s / end customer’s name is forbidden unless specific technical/quality support. |  |
Adding Products | |
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| Now that the Customer Request is saved, David can add Products using the Products related list. |  |
| In order to add a Product, David goes on the Customer Request Products related list, clicks on the “New Customer Request Product” button, selects a Product from the lookup field and clicks on Save. |  |
| The Product is added to the Customer Request Product related list. |  |
Adding Additional Accounts | |
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•Additionally, David can add Additional Accounts using the Account related list. |  |
•In order to add an Additional Account, David goes on the Case Account Associations related list, clicks on the “New Case Account Association” button, selects an Account from the lookup field and clicks on Save. |  |
| The Account is added to the Case Account Association related list. |  |
•Furthermore, David can add Additional Contacts using the Contacts related list. |  |
| In order to add an Additional Contact, David goes on the Contact related list, clicks on the “New Contact” button, selects a Contact from the lookup field and clicks on Save |  |
| The Contact is added to the Contact related list. |  |
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