Overview
Shared Specifications allow you to collaborate with suppliers on specification information while controlling what information they can see and edit.
Unlike a Primary Specification, which contains your internal specification information, a Shared Specification can include only the information you want a supplier to review, complete, or approve.
Before You Share Specifications
Before sharing specifications with suppliers, set up an eNotification Profile. See Email Notifications for instructions.
How suppliers receive and work with Shared Specifications depends on whether they are connected to you through the TraceGains Network.
Connected suppliers
Connected suppliers receive an eNotification when you share a specification. They can access the request through My Company > Customer Management > Specification Requests, where they can open the Shared Specification for review and editing.
Non-connected suppliers
Non-connected suppliers can receive a PDF version of the Shared Specification with the eNotification.
You can also manually export the Shared Specification as a PDF and send it to your supplier contact.
Create a Shared Specification Template
A Shared Specification Template determines what information from your specification is available to suppliers. Because your Primary Specification may contain internal or proprietary information, use the Shared Specification Template to control what suppliers can see and edit.
When configuring the template, consider:
- What information should the supplier see?
- What information does the supplier need to provide?
- Which fields should the supplier be able to edit?
- What internal information should remain excluded?
1. Copy the Primary Specification Template
Go to Configuration > TraceStations and open the appropriate Primary Specification Template.
Select Copy to use its existing layout and attributes as the starting point for your Shared Specification Template.
2. Configure the Shared Specification Template
Update the template information. For example:
- Name: Supplier - Specification - Raw Materials
- View Name: Supplier - Specification
- Specification Type: Select the appropriate Specification Type
- Description: Raw Materials Shared Specification
After you select Supplier - Specification for the View Name, the Specification Type field appears. Select the Specification Type appropriate for the Shared Specification you are creating.
Select Next.
3. Copy the attributes
Select the option to copy the attributes from the Primary Specification Template, then continue.
4. Review sections and attributes
Review the copied template with the following questions in mind:
- What information should suppliers not see?
- What information do you need suppliers to provide?
- Which fields should suppliers be able to edit?
Remove any sections or attributes that shouldn't be included in the Shared Specification.
Use the editability settings to control access:
- Editable determines whether your users can edit the attribute.
- Editable When Locked determines whether suppliers can edit the attribute on the Shared Specification.
When you're finished configuring the template, select Save.
Create and Share a Shared Specification
Once your Shared Specification Template is configured, you can create a Shared Specification and send it to the appropriate supplier.
1. Create the Shared Specification
Open the appropriate Primary Specification and select Create shared specs.
2. Select the supplier and notification
Select the Email Profile you want to use, then select the supplier or suppliers that should receive the specification.
If you want the supplier to make changes to the Shared Specification, make sure Read-only is not selected.
Select Next.
3. Share the specification
Choose how you want to share the specification with the selected supplier, then select Share.
The supplier can then review the Shared Specification using the collaboration method available to them.
Shared Specification PDF
When a Shared Specification is provided as a PDF, it contains the information made available through the Shared Specification Template. This allows you to provide specification information to a non-connected supplier or share it with internal stakeholders.
Here is an example of a Shared Specification in PDF format:
Next Steps
Once the supplier receives the Shared Specification, you can collaborate on changes, comments, and approvals.
See Supplier Collaboration to continue the process.