1. Partner Academy
  2. Marketing
  3. Provider Orders and Marketplace
  4. Marketplace (Providers/Agencies)

About Orders

Avatar
Audrey
Follow

Overview

An order is a request for service that has been accepted by the partner. To process partner orders as a provider, you must be logged in to the portal with a provider account. The orders menu will be empty if partners have not submitted orders to you.

Providers offer marketing services in response to partner requests. These services are available in two formats:

  • Open-ended, where the partner makes a specific request/order and the provider provides a quote for the services requested. In this instance, there is a discussion between the partner and provider as to the services provided and their costs.
  • Flat fee, where the provider has a specific service they are offering for a specific price.

In response to partner requests for services, the provider can provide a detailed quote about services offered, associated costs, quote expiration date, and project completion date. Sometimes a quote is not provided and the order is accepted and processed without it. The provider can use the order to communicate with the partner about the services provided as the project progresses.

The orders and quotes are visible on the Manage Orders page. This is the default page for provider users on logging in and you should consider it the provider "to-do" list. 

Here is the full life-cycle of an order.

mceclip0.png

Before You Begin

This feature is only available if your supplier has enabled Marketplace. 

Contents

Click on the + to expand the instructions for the desired task.

Manage Orders

Manage Orders allows providers to receive, view and progress orders received from partners. 

In Manage Orders, you can do the following:

  • Search for orders.
  • Filter the view by the partner, order status, or activity type.
  • Sort by submitted date, last activity, and estimated completion date.
  • View your orders and the associated campaign name, partner name, partner contact, and order status.
  • Select the hyperlinked order name or View Order to access the Activity Dashboard or to view the full order details. You can access the following: comments, contact list, leads, order status, edit provider notifications, and order details.
  • Add a lead or bulk upload leads to be shared with the partner.

portal_provider_manage_orders.png

Provider Order States

Provider orders are assigned a status based on what you and the provider are doing at the moment.

Statuses that may be applied to provider orders are as follows:

Pending Quotes

Submitted by partners and available for applicable providers to submit quotes for the FSA. The order can be canceled in this status.

Pending Approval

An order submitted by the partner and is waiting to be approved or rejected. The order does not require requesting quotes from the provider . The order can be canceled in this status.

Approved

A quote submitted by the partner that is approved. This is the first status where the provider is aware of the order by the partner. Notifications are sent to partners, providers, and others as specifically requested. The order can be canceled in this status.

Not Started

The status is considered Not Started when the order has been approved but not yet executed by the provider. You will receive a notification when work begins. The order can be canceled in this status. The order cannot be canceled in this status.

In Progress

The provider has started working on your order and will notify you if you need to take action. The order cannot be canceled in this status.

Waiting for Partner

The provider is not working on the project but is waiting for you to provide information so they can complete the work. The order cannot be canceled in this status.

Scheduled

The provider has completed all work on this order and has scheduled it execution. The order cannot be canceled in this status.

Executing

Your order activity is currently executing and collecting stats. The order cannot be canceled in this status.

Complete

The status the provider sets on an order to indicate they have finished work. The order cannot be canceled in this status.

Cancelled

Both the partner and provider have an opportunity to cancel the order. The partner may decide not to accept the quote from the provider. The provider may decide not to participate in the quoting process. Either party may decide to cancel for various reasons.

Archived

The provider archives the order after it is completed or canceled. Archiving the order removes it from the Manage Orders view. The order cannot be canceled in this status.

Add Comments to an Order

Comments allow you to communicate with the partner about an order. This allows you to request or provide clarification in a single place and maintains a record of any exchanges. 

  1. From Manage Orders, select the activity to add a comment. Click View Order or click the hyperlinked name of the activity to open it.
  2. Under Comments, click Add a comment.
  3. Add your comment. 
  4. [Optional] Upload attachments for the order. 
    • Attachments are useful for including contracts, invoices, contact lists, or campaign collateral. Once the comment is saved, the attachment cannot be deleted or modified. 
    • The file size is limited to 5Mb.
  5. Click Save Comment.

Add Provider Notes to Orders

If you're a provider, you may add internal notes to an order. These are not shown to the customer (partner) - they will only be visible to those with a provider login.

  1. From Manage Orders, select the activity.
  2. Click View Order or click the hyperlinked name of the activity to open it.
  3. Click Order Details in the left sidebar.
  4. Next to Provider Notes, click Edit.
  5. Add or edit notes, contact information, and the estimated completion date of the activity.
  6. Click Save. The note is added to the order details.

portal_provider_order_add_note.png

Add Estimated Completion Date to Orders

If you're a provider, you will advise the partner of the date you will complete their order.

  1. From Manage Orders, select the activity.
  2. Click View Order or click the hyperlinked name of the activity to open it.
  3. Click Order Details.
  4. Next to Provider Notes, click Edit.
  5. Add or update the date in Est. Completion.
  6. Click Save.

portal_provider_order_est_completion_date.png

Assign an Order to a Provider User

If you're a provider, you're allowed to assign orders to a specific user in your provider account. The person must have a provider login to receive work.

  1. From Manage Orders, select the activity.
  2. Click View Order or click the hyperlinked name of the activity to open it.
  3. Click Order Details.
  4. Next to Assigned To, click Edit.
  5. In Provider Order Details, click the drop-down list next to Contact.
  6. Select a name from the list.
  7. Click Save. The order is now assigned to this user.

portal_provider_order_assigned_to.png

View Information about Participants Associated with an Order

Participants are contacts that you have selected to partake in a particular activity. The Participant List displays the name, email, company, and phone number associated with each participant if available. It also provides hyperlinked access to the portal profile for each contact. Participants are usually contacts for which only a phone number is available and so they will need to be tele-qualified (be called to collect additional information) before they can be contacted by email.

Partners add the list of participants to an order. Providers can view the list. 

For information about managing the participants for an order as a partner, see Working with Participants/Contacts.

  1. From Manage Orders, select the activity.
  2. Click View Order or click the hyperlinked name of the activity to open it.
  3. Click Participants.
  4. Click the hyperlinked name of any associated participants to view detailed information about that person's activity, if you have access. You can also convert the contact to a Lead here, by clicking icon_launch.png.
  5. Click Save.

portal_provider_order_participants.png

 

Edit Provider Notifications

If you're a provider, you can specify who will receive a notification when participants or leads are added to an order.

  1. From Orders, select the activity.
  2. Click View Order or click the hyperlinked name of the activity to open it.
  3. Click Activity Dashboard.
  4. In Notifications, click Edit Provider Notifications.
  5. Add the email address of the user that should receive the notification.
  6. Click Add.
  7. Click Save. 

portal_provider_order_notifications.png

Export Participant Lists

As a provider, you may offer to export a list of participants for the partner as one of your services. This list can then be used by the partner to follow up with prospects.

You can also export the list so you have a file in the correct format for importing a list of prospects. 

If you need to modify or add data about participants, export the list and make the modifications in the exported file then re-import it.

You can export a list to have a printed copy or use Excel to manipulate the data.

  1. Navigate to Manage Orders.
  2. Click Bulk Activities and choose Export Participants from the drop down list.
  3. [Optional] Choose to only export participants that have been added after a specified date.
  4. Click Send. The list is made available in your My Downloads area of the portal and you'll receive an email confirmation when it's ready.

Import a List of Leads

As a provider, you can import a list to add/update lead information.

When importing, use a file in the correct format  - use the Export Participants process to get a base file you can edit. for more information, see Export Participant Lists.

  1. Navigate to Manage Orders.
  2. Click Bulk Activities and choose Import Leads from the drop down list.
  3. Browse and select a file to import.
    • The import file must have the same columns and formats as the Export Participants template. We recommend performing an export to obtain the template then replacing the contents with your desired list. This will ensure that you have the current version of the template.
    • You will be prompted to map the fields if you have not previously done so.
    • The file can be in one of these formats: XLSX (1MB), and XLS, TXT, CSV (5MB)
  4. Click Import.

You will see onscreen notifications that the file import started as well as the date, time, and the number of contacts successfully imported.

To verify the leads have been imported, do the following:

  1. On the spreadsheet, note the activity name of the campaign/activity for which the leads were imported.
  2. In Manage Orders, select the order.
  3. From the Orders Detail page, click Leads.

Here, you can review the list of uploaded leads to make sure all leads are present.

Change the Status of an Order

As a provider, you change the status of an order to keep the partner updated on its progress.

  1. From Manage Orders, select the activity or campaign whose status you want to update.
  2. Click View Order or click the hyperlinked name of the activity to open it.
  3. In Change Status, select the new status for the order. The change will be immediately applied.

The relevant partner will be notified of the change.

portal_provider_order_change_status.png

Add Leads to an Order Individually

Partners may request that you add leads to an order. For example, they may have a spreadsheet of contacts that they want to target with an activity or you may have hosted an event that generated leads for the partner to pursue. Regardless of the source, leads can be added to the order either individually or by uploading a CSV file. 

Partners can also add leads to orders in this way.

To add a single lead to an order:

  1. From Manage Orders, select the activity to which you want to add leads.
  2. Click View Order or click the order name, to open the order for edit. 
  3. Click Leads.
  4. Click Add Lead.
  5. Complete the lead information. An email address or phone number is required. If no email is available, a tele-qualification step may be required.
  6. Update the Opt-in Confirmation setting, to specify whether the new lead must be sent an email to opt in to communications.
  7. Click Save.

portal_provider_order_add_lead.png

Add Multiple Leads to an Order Using a CSV file

  1. From Manage Orders, select the activity to which you want to add leads.
  2. Click View Order.
  3. Click Upload Leads.
  4. Browse and select a file to import.
  5. Click Upload.
  6. Map the fields in the spreadsheet to portal lead record fields, when prompted.
  7. Click Upload Leads.

To review a list of uploaded leads, click Leads. you can export the list of leads from here, or edit individual ones.

Export a List of Leads

You can export a list of leads from an activity. This is useful either for generating a printed list or quickly manipulating the data using Microsoft Excel tools.

You can also use the exported file as the basis for an import of leads to an order. This will help keep the data consistent and reduce import errors.

  1. In Manage Orders, find the activity whose leads you want to export.
  2. Click View Order.
  3. Select Leads.
  4. Click Export.
  5. Choose one of the scheduling options: Send Now, Send Daily, Send Weekly, or Send Monthly. Using these options you can either do a one-off export or set up a regular mailing of the list to ensure your records are always up to date.
  6. Click Export Contacts. The list is emailed to you, based on the schedule you chose.

portal_provider_order_export_leads.png

Related Topics

Was this article helpful?
0 out of 0 found this helpful

Comments

0 comments

Article is closed for comments.