Email Domain Matching for BID Association Requests Viewing This Training Module This training module is best viewed in Slide Show mode. Click on the PowerPoint slide show icon at the bottom of the screen. To go to the next step, click the mouse or use the page-down or down arrow key on your keyboard. To return to the previous step, right-click and select “Previous” or use the page-up or up arrow key on your keyboard. To end the presentation, right click and select “End Show” or use the “Esc” key on your keyboard. March 2018

Objectives Reduce SAMT Admin workload Improve data and access security A SAMT BID Administrator can achieve these results by: Self-profiling their company’s email domains Enabling automatic approval of BID association requests from users with a matching company email address Enabling automatic denial of BID association requests from users without a matching company email address Click to continue

Email Domain Matching for BIDs Enabling and managing email domain matching rules is performed from the SAMT Lock/Unlock screen. To enable email domain matching for BIDs, click on the “Using Bill to ID” sub-tab. The list of all BIDs you manage, and their current Email Domain Matching status, is displayed in the table. By default, Email Domain Matching is not enabled, and will remain so until you add rules for the BID. To establish Email Domain Matching rules for a BID, click “Add.” Even though the Email Domain Matching capability is accessed from the Lock/Unlock tab, it is separate from the Lock/Unlock setting. Locking a Bill-to ID will override any Email Domain Matching settings; If a Bill-to ID is locked, requests will be routed to the SAMT Admin for review regardless of the email domain settings. Click to continue

Email Domain Matching for BIDs To enter or edit the email domain settings for the Bill-to ID, select “Enable.” After making your changes, you can leave the settings enabled or change the value to “Disable”. If you change the value to “Disable,” the changes will still be saved, but they will not be applied to new requests. Note: If a Bill-to ID is locked, all requests will still be routed to the SAMT Admin for review, regardless of the email domain settings. Click to continue

Email Domain Matching for BIDs If you want to automatically approve BID association requests for users who work for your company, check the box and enter your company’s email domain(s). Note: You should only do this if you do not need to provide differentiated access, and want all of your company’s people to have access to all of the services on all of the contracts your company purchases, regardless of the End Customer. @Mycompany.com, @MyCo.com, @Mycompany.co.uk Click to continue

Email Domain Matching for BIDs There could be additional company email domains that you may want to enable for automatic approval, such as those belonging to a recent acquisition. You can use the ‘Suggested email domains for this Bill to ID’ to display a list of email domains of users already associated to the BID. SAMT displays a summarized list of the email domains of all existing users currently associated with the BID. Note that public email domains are displayed, but are not selectable. If you see any email domains that you do not recognize, this may be an indication of a user who has changed companies, and who therefore should no longer be associated to your company’s BID. Select any domains you want to include in your list, and click “Save.” Click to start demo. @Mycompany.com, @MyCo.com, @Mycompany.co.uk @Mycompany.com, @MyCo.com, @Mycompany.co.uk , @Acquisition.com Click to continue

Email Domain Matching for BIDs If you want to require requestors to have a known email address, but you still want to review each request because only certain people at the company should have access to all contracts under the BID, check this box and enter the email domain(s). If this box is checked – even if no domains are entered – any request from a user with any other email domain will be denied, saving you the effort of having to manually review and deny them. Take care to ensure you enter all domains associated to your BID, as anything that is not entered in either the AUTO APPROVE list or the REVIEW list will automatically be denied, which could delay delivery of service and create customer satisfaction issues. @Mycompany.com, @MyCo.com, @Mycompany.co.uk , @Acquisition.com @EngineersA.com, @EngineersB.com, Click to continue

Email Domain Matching for BIDs When you have completed your entries, you have two options before saving your changes: Enable validations: If you leave the drop-down value as “Enable,” the settings take effect immediately upon saving. Disable validations: If you change the drop-down value to “Disable,” the settings you have entered will be saved, but will not be enforced upon saving. (You may want to do this in order to stop unnecessary and disruptive denials while you review the settings with your peer administrators, then come back later to Enable them.) When you have made your decision, click Save at the bottom of the screen. @Mycompany.com, @MyCo.com, @Mycompany.co.uk , @Acquisition.com @EngineersA.com, @EngineersB.com, Click to continue

Email Domain Matching for BIDs After all changes have been completed and saved you will receive a confirmation. Click “OK” to return to the Lock/Unlock screen. Click to continue

Email Domain Matching for BIDs After completion, you will be returned back to the main page where you will see your changes shown in the BID list. If you had chosen to Enable the settings, the “Email Domain Matching Enabled” column will display “Yes,” with an “Edit” link for making later changes. If you had chosen to Disable the settings, the “Email Domain Matching Enabled” column will display “No,” with an “Edit” for making later changes. Click to continue

Email Domain Matching for BIDs If you later want to simply enable or disable existing Email Domain Matching settings, without making other edits, you can do so directly from the list screen. To Enable or Disable the settings for a single BID, you can enter the BID into the text box and then Select an Action from the drop down menu at the top of the page. 12345678 Click to start demo. To Enable or Disable the settings for multiple BIDs at once, you can check the boxes to select the BIDs, then Select an Action from the drop down menu at the bottom of the page. Click to continue

Email Domain Matching for BIDs – Batch Upload/Download As a SAMT Admin, you can also perform bulk downloads and uploads of your Email Domain Matching settings. This can be especially useful if you administer large numbers of BIDs and contracts, as you may find it easier to create, edit and enable email domain matching rules in a spreadsheet, outside of SAMT. Click to continue

Email Domain Name Matching for BIDs – Batch Download You can either download a blank template file, or download a file containing existing settings. Either way, you can then edit the downloaded file and upload your changes. The blank template file contains existing settings that you can populate with your preferences for each BID. Click to continue

Email Domain Name Matching for BIDs – Batch Download If you choose “Download Existing Settings file,” you will be presented with a list of BIDs for you to select to include in the file. You have the option to include the email domain recommendations in the file. You can then review, edit and copy those values from the “recommendations” column into the appropriate “domains” column, and then use the file for a batch upload. Click to continue

Email Domain Name Matching for BIDs – Batch Upload After making your edits to the template or download file, click “Browse” to select the file, and then click “Submit” to upload it. The file will be processed offline, and you will be notified when the job completes. A batch upload report is also automatically generated, containing the appropriate success/failure messages similar to those shown here… note you may see a combination of these reasons for one or more line. Click to continue

Email Domain Name Matching for BIDs – Notifications Peer SAMT BID Administrators will be notified of any edits to Email Domain Matching settings (added, changed, enabled, disabled), according to their SAMT notification preferences. Click to finish