Definition

 This capability allows user customers to search documents :

Document types actually available are : 

• All Documents
• SDS (Safety Data Sheet)
• TDS (Technical Data Sheet)
• RDS (Regulatory Data Sheet) - Not available for R&I / Marketing personas (field at contact level)
• General Statements
• Certificates (Reach Compliance)
• ISO Certificates 9001 - Not available from Solution Finder because there is no product associated 
• ISO Certificates 14001 - Not available from Solution Finder because there is no product associated 
• Brochures & Marketing Documents 
• Formulations  - Only available from Solution Finder (when there no Formulations in Aodocs the tab is hidden by default) 

Documents tile

This capability can be accessed through Documents tile and Homepage - 3 dots Menu

Search using worldwide option

Worldwide option enabled

• Users have no restrictions for document search
• Regions option is available from MSP

MSP Contacts with worldwide option enabled are able to search all regions documents, EMEA contact with WW example below:

Worldwide option disabled

• Users are restricted to search for their account region documents
• Regions option is not available from MSP

MSP Contacts without worldwide option enabled are restricted to documents from the region their account belongs to, EMEA contact example below:

Search page

The search page elements are :

• A full text search field 
• Filters : 
  • Type of document (filled with SDS by default)
    • default value : SDS
    • Values : 
      • All Documents types
      • SDS
      • RDS (Only available for regulatory contacts)
      • TDS
      • General Statements
      • Certificates
      • Brochures & Marketing Documents
  • Language
  • Country 
  • Region (Only available for ww contacts)

• A Search Button which triggers the research through Sinequa to get the documents from Documentum or Aodocs.
• The result list
  • If no results are found a clear sentence explains it
  • The result list is presented in a table with the following columns
    • A download symbol 
    • Document (document name)
    • Product  (the document is linked to)
    • Document type
    • Country (where the document applies)
    • Date (of last publication)

A click on the download symbol   triggers the pdf download on the user's computer.

When the system doesn't find documents it gives the possibility to create a customer request by clicking the contact us button: 

Search engine details

The search is processed by Sinequa through a Web Service Call.

Sinequa provides only the last published version of the document, and doesn't provide "confidential" documents (Documentum security metadata). 

Docs stored in Documentum (RCS Docs):

• SDS, RDS and Certificates

Docs moved to AODOCS:

• TDS, General Statements, Formulations and Brochures 

The search allows the user to search with or without trademark products, i.e. AEROSOL® OT-70 PG-E SURFACTANT or AEROSOL OT-70 PG-E SURFACTANT

When searching for a specific product the search returns only documents for the product:

Report on docs downloaded for customers or partners

A new record type has been created to track activities on the MSP portal and allow users to report on downloaded documents for customers or partners.

It also shows the market and the product linked.

The system is updating 'Contact Type' to either customer, partner or null automatically: 

 When the GBU Customer Segmentation of the Account where the community contact belongs to is updated or the contact is created the fields Partner or Customer are flagged/unflagged at contact level: 

Notifications of new SDS´s versions

Criteria:

• The last 6 months of SDS docs downloaded by the users by name, product code and version (we are considering the main version only and not the sub-version, i.e 4.00, we consider 4 as main version)

• Compare newest SDS document version with last document version downloaded using Product code as reference, if the versions are different we notify the user in the homepage (notification bell)

On the App logs we can check the downloads made by the users and the SDS versions of each document, whenever there is newer version the user is notified in MSP. 

Technical details:

• We are using the Last Verification Date (Date field) and Notify Users (Checkbox Field)
• A batch checks all the Tracking Logs created in the Last 6 months with the Last Verification Date at least 7 days ago, making an API call to Sinequa once a week (Sundays) validating if there are new versions of the Documents and if there is a new version change the Notify Users to true and when the User Logs into the Community it will have a notification like the one in the image above.

Solution Finder

The following conditions need to be true for the product to be searchable by the user:

• Contact Market included in the Product Market
• Documents is the same region as the contact or contact has worldwide access
• Global / World documents are always available 

Reach Products

A customer from Middle East and Africa is able to find products in EMEA even if the product is not available in EU for Reach reason. When product is flagged as 'Not Authorized for REACH Countries' reach countries cannot find the product: 

Data Model & Security

Users are restricted to documents of the region they belong to and Global docs with the exception of worldwide access. 

The specific documents security is managed by Documentum and Aodocs

Important Note :

When a Customer does the search, the results are filtered by product that are authorized for the Market and for the customer and they can only find documents for their region(Account region) and Global