Audience: Supplier / Dealer

Read time: 12 min

Content: Steps to manage access to price files/ catalogs

This article applies to Price file/item catalogs that are listed as Managed.

Buildxact supports the management of price files / item catalogs allowing you to set up who will have access and how long they will have access for. This helps save you time as the access list automatically approves or declines user access rather than you having to manage each request individually. This article covers the steps to manage this successfully.

Important - Prior to completing the upload you must create your access list in excel format to be uploaded into Buildxact. You must have two columns in your spreadsheet, column A should have you customers reference number and column B should have a Yes or No, meaning, Yes they have approved access or No, they don't have approved access. See blow example. (If you manage your customer accounts through other means, such as email please contact us at [email protected])

How to upload your access list to automatically manage access to your price file/item catalog

  1. In left-hand navigation menu click on Catalogs, then click on the underlined price file/ item catalog name to open.

  2. You will come to the catalog details screen where you will be able edit the Catalog Details and Catalog Availability. To edit the Catalog Availability begin with Scope (This is where you determine who sees your price file/ item catalog.) -

    1. Public Catalogs allow any Buildxact user (including subscribers and trials) to initiate a connection with your business and subscribe to your public catalogs.

    2. Managed Catalogs allow Buildxact users that have been explicitly granted access by your business to a your managed catalogs.

    3. Hidden Catalogs are used when you need to remove price file/ item catalog from view to all who have subscribed.

  3. Under Scope select Managed from the drop down list to designate individuals and groups who qualify for contract level pricing. Assign an Effective and Expiry date and Status. When you select Managed from the scope section a new tab will appears called Access Control.

  4. Click the Access Control tab and click the green Import button to upload a list of pre-approved customers you want to grant access to you list. Your list will need to include a Pre Approved Connection Request and/or account holder numbers/customer numbers.

  5. On the next pop out dialog box you will see you will be Importing To at the top. This should be the name of the Price file / Item catalog you wish to manage access on. Click the green button Start Import at the bottom of the dialog box to begin.

  6. An Import catalog items popup will appear. Click the green Upload data from file button.

  7. Your file explorer on your computer will open. Navigate to where your customer list is stored, select the file you want to upload and click the Open button to upload it.

  8. A popup will appear asking you to confirm/select the sheet/tab from that file. Confirm your selection using the drop-down menu and click the green Continue button.

  9. The next screen will ask you to confirm the top row contains the column headers/ field names. Click the green Yes button. You are now ready to map the fields in your uploaded file to the platform.

  10. In the same screen, you will see a column of data from your spreadsheet and a column of data you will want to map to/match up in Buildxact. Use the drop-down menu in the upper right corner of the information columns to map to/match up . When done, click the green Confirm Mapping button (A). You may also have information imported from your Excel file that you do not need. When this occurs, you should click Ignore This Column which appears in the right-hand side of the popup box. Click the green Review button to proceed. You will now see all your data in expanded view (B).

  11. When satisfied with your mapping, click the green Continue button in the bottom right corner of your screen.

  12. Another small popup will appear asking if you're ready to submit, click the green Yes button (A). A notification popup will appear acknowledging the bulk import will be completed in the background (B).

  13. Your customer access list is now uploaded and shows who will have access to your managed price file/ item catalog.

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