1. How To… …Use Agency Finder Application
Updated in Nov 2016 

2. Version History Review History
Update Date
Version
Author
Comments
03/07/2013
1.0
Rajeev Kotapati, Malini Balachandran
Created based on functional specification for RFS ID 9476.
18/10/2013
1.1
Rajeev Kotapati, Joselin Xavier
Updated based on RFS ID Key changes: Included point of contact functionality and replaced all screens with the latest ones.
6/05/2014
1.2
Laurent Mahieu
18/11/2015
1.3
Emilie Guaiana
Updated based on RFS ID Key Changes : Super User Profile can manage several agencies from several countries and Access Request Form is modified.
09/11/2016
1.4
Add Cluster management, Bank holidays and Phone number input mask
Review History
Name
Title
Version
Date
Validation
Chithra ID
1.1
22/10/2013 OK
Pierre Anziani
1.2
06/11/2014

3. Who, Why, When and What
Who: This How To Guide is intended for all CMA CGM group users.
Why: The Agency Finder application maintains the information about the agencies of all carriers in a single web application. This ensures that the same agency details are available to all users.
When: An user who needs to contact an agency of the CMA CGM group can access the Agency Finder application.
What: Access to the features in the application is restricted by access profiles, which are configured internally in the Agency Finder Application.

4. Agenda User Profiles Searching Entities
Entering Search Criteria, Viewing Results
Modifying Agency Details
Carriers & Agency Network, Opening Hours, Bank Holiday
Creating New Agency
Checking for Duplicate Entities
Creating Point of Contact
Entering General Information, Checking Group Directory, Preview General Information
Entering POC Details, Validating Entered Details, Checking Operational Functions
Searching Point of Contact
Entering Search Criteria, Viewing Search Results, Export Search Results to XLS, Export Search Results to PDF, Viewing POC Details
Modifying Point of Contact

5. Agenda Generating Report Viewing Report Requesting User Access
Use Cases
E-commerce
Summary

6. User Profiles Profiles Description Super User Global Agency Network
An important feature of the Agency Finder application is the user access profile.
Any user with access to the Agency Finder application will at least have a “Guest” profile, which enables to search for agencies and also request for more access.
Profiles
Description
Super User
Users from agencies. Allow modification of owned agencies data and reporting for several countries.
Global Agency Network
Users from HO Global Agency Network. Allow deletion and creation of agencies and reporting.
Reporting
Provide a limited access to reporting.
Account Manager
Users from Global Application Support. Allow user request management.
Administrator
Application maintenance. Only high users from CMA SYSTEMS.

7. Searching Entities: Entering Search Criteria
Access the Agency Finder application using the web link,
The Entity Search screen is displayed by default.
The items in the main menu are enabled based on your profile.
Enter the search criteria.
Click [Search].
While you enter the Entity name, auto-suggest values are displayed.
You can also click [Search] without search criteria to retrieve all the active entities.
Or display only the deleted entities by checking the Delete entities checkbox.

8. Searching Entities: Viewing Results
The results are displayed in the [Search result] section.
Use the filter icon to narrow down the search.

9. Searching Entities: Viewing Results
To export the results as a Microsoft Excel file, click [Export XLS].
To view the results in PDF format, click [Export PDF].
To view the agency details, click an entity name.
The filter applied in the [Search result] section cannot be viewed in the exported Excel file. You can, however, use the filters in Excel.

10. Modifying Agency Details
The agency details such as the hierarchy, office type, head office, cluster type, address and contacts are displayed.
Users with access profile such as “Admin”, “GAN” or “Super User” (for their agencies) can update the agency information.
Main and specific contacts
Represented brands and agency network
Opening hours, bank holidays, comments
Click [Modify entity…].

11. Modifying Agency Details: General Information
The Modify Agency screen displays the existing data in sections.
Choose the section you want to modify.
In this example, consider modifying the data in the [1 – General Information] section.
Click [Edit] to modify.

12. Modifying Agency Details: General Information
The Modify Agency screen is displayed in the edit mode.
The General information is displayed.
Modify the required data, for example Cluster type, and chose linked agencies.
Click [Check & Continue].
The system will validate the data and save the changes.
There are linked fields. When a field is updated, some of the linked fields might become mandatory.

13. Modifying Agency Details: General Information – Cluster
Click on Add Local Agency to define local agencies linked to your central entity
A pop up window is displayed
You can use filtering tools to find the desired local agencies
Select the local agencies and validate the pop up
You local agencies will be linked to your central entity

14. Modifying Agency Details: Carriers & Agency Network
The LARA booking department is displayed for the relevant combination of carrier and brand.
Modify the required data.
Click [Check & Continue].
The system will validate the data and save the changes.
There are linked fields. When a field is updated, some of the linked fields might become mandatory.

15. Modifying Agency Details: Agency Contacts
Main Contact, and carrier contacts are displayed
Modify the required data.
Click [Check & Continue].
The system will validate the data and save the changes.
There is an input mask for fields Phone, VOIP and Fax:
Only characters numeric, /, (, ), + and Ext are allowed

16. Modifying Agency Details: Opening Hours – Bank Holidays
Click [Edit] in the [4 - Other informations] section.

17. Modifying Agency Details: Opening Hours – Bank Holidays
The [4 - Other informations] section is displayed in the edit mode. Here, you can define the office opening hours for the entity.
You can enter different opening hours for various periods in future, e.g. Summer working hours and Winter working hours.
You can choose the desired period to consult and/or modify corresponding opening hours.
You can also define Bank holidays for your agency.
Modify the required data.
Click [Check & Continue].
The system will validate the data and save the changes.

18. Modifying Agency Details: Opening Hours – Bank Holidays
The opening hours for the selected period is displayed here.

19. Modifying Agency Details: Opening Hours – Bank Holidays
Bank Holidays are displayed here.
To add new bank holiday, select it in the calendar

20. Creating New Agency
Users with “GAN” or “Admin” profile can create new agencies.
Click Agencies on the main menu.
In the [1- General informations] section of the New Agency screen:
Select whether the entity has to be activated. If you select “No”, the entity will be created and displayed in search, but will not be available in e-commerce website.
Select the publication status. Based on the selected status, data will be available through e-commerce website or other application and reports.
Enter the relevant details.
You can click [Check & continue] to validate the data.
The tooltips explain the fields and their properties.
The system will validate the entered information. After successful validation, the next section will be displayed.
While you create the agency step-by-step, you can also click [Terminate] to save the changes and exit the creation process.

21. Creating New Agency: Checking for Duplicate Entities
You cannot create duplicate entities.
If you create an agency with an existing entity name or in a city that already has an agency, a warning message indicating a duplicate entity is displayed.

22. Point of Contacts Search and open an entity.
Go to the [Points of Contacts] tab.

23. Creating Point of Contacts
Points of contacts (POCs) are displayed, if available.
Click [New Point Of Contact] to create a new POC.
The [New Point Of Contact] button is enabled only for the “GAN“ profile and user from the respective country with “Super User” profile.

24. Creating Point of Contacts: Entering General Information
The POC creation process involves entering information section wise.
In the [1 - POINT OF CONTACT: General Information] section:
Select the contact type (“Generic” for group/mailing list).
Select the publication type (“External” to make this POC visible to customers via web).
Enter the contact name to be added.
Click [Check & continue].
If the person is not available in Agency Finder, a message will be displayed to check for the required person in the “Group Directory”.
If the person is not in the directory, you can create this person out of the directory,
Click [Next…].
Roll over the mouse on the icon to view more information.
You can choose to display or not the POC on E-commerce website with the “Publication type” field.

25. Creating Point of Contacts: Checking Group Directory
The POC (person) can be created only if the contact exists in Agency Finder or Group Directory.
A matching list of persons from the complete Active Directory is displayed.
Choose the required person and click [Select].
If the person is not in the list you can create a person out of the directory.

26. Creating Point of Contacts: Preview General Information
The selected person is displayed in the [1 - POINT OF CONTACT : General Informations] section.

27. Creating Point of Contacts: Entering POC Detail
The [2-Detail] section is now enabled and displayed.
You can select multiple values for Operational function.
The selected carrier(s) of the entity are displayed as a separate tab. You can enter different details for each carrier.
Click [Duplicate default contact] to replicate the information from the [Main contact] tab into the corresponding carrier tab.
Click [Check & continue].
Management level is available only when the selected contact type is “Person”.
To display the POC on a carrier E-commerce website, you have to fill contact information for that carrier.
There is an input mask for fields Phone, VOIP and Fax: Only characters numeric, /, (, ), + and Ext are allowed

28. Creating Point of Contacts: Validating Entered Details
The entered information is now displayed.
You can click [Edit] to modify or add more information.
If all the entered details are correct, click [Validate].

29. Creating Point of Contacts: Checking Operational Functions
The POC is created and the contact information is displayed in the [Points of Contacts] tab.
Click [Check provided Operational functions].
One point of contact can be associated with one or many entities.

30. Creating Point of Contacts: Checking Operational Functions
A list of all operational functions provided in the entity is displayed.

31. Searching Point of Contact: Entering Search Criteria
To search for the POC:
On the Agency Finder Home page, go to the [Points of contact search] tab.
Enter the search criteria.
Press control key to select multiple values in each section.
Click [Search] to view the results.
Click [Reset] if you want to clear all the entered values.
Point of contact name displays the available matching names as you type.

32. Searching Point of Contact: Viewing Search Results
The [Search result] section is displayed based on the entered search criteria.
Additional details for location and job profile are also displayed.
Click the column header to filter the records.
Click [Send mail…] to open a new message in Microsoft Outlook with the selected records.
The search will retrieve only the users who are already created as POC to at least one agency in Agency Finder. If a required POC is not found, then you may proceed to create a new POC.

33. Searching Point of Contact: Exporting Search Results to XLS
Click [Export XLS].
An excel file is generated with all the POC information from the search results.

34. Searching Point of Contact: Exporting Search Results to PDF
Click [Export PDF] .
A PDF format file is generated with all the POC information from the search results.

35. Searching Point of Contact: Viewing POC Details
In the search results, click the required POC name hyperlink to open the POC Detail page.

36. Searching Point of Contact: Viewing POC Details
The Point Of Contact File is displayed.
The contact profile information and the related entity information is displayed.
Roll over the tooltip icon of the entity to view short description of the entity.
Click the value in the Operation Function, to modify the POC information.
The Operational Function hyperlink is enabled only for the manager of the selected entity and the GAN members.

37. Modifying Point of Contact
The Manage Point Of Contact screen is displayed with the fields in edit mode.
Modify the required information.
Click [Check & continue].

38. Modifying Point of Contact
Preview the modified information.
Click [Validate] to check and save the changes.

39. Generating Report
If you have “Reporting” or higher access, click Report from the main menu.
In the Agency Report screen, enter the search criteria.
Click [Launch Report].
A confirmation message is displayed.
Click [Ok] to receive the report in an .
The values in the drop-down fields are pre-filtered based on the value entered in the previous field.

40. Viewing Report
You receive a sample report in PDF format through .

41. Requesting User Access
The users can also request for additional access, if required.
Click [Access request] on the main menu.
In the Users’ Access Request screen, the details of the logged-in user and his manager are displayed in the [Your details] section.

42. Requesting User Access
Select the required profile.
If you choose ”Super User” profile, select your countries and agencies from the [Your agencies] section. This section is not accessible to other users.
Click [Send Request] to enable GAS to initiate the process.
The Account Management team (GAS) will approach the manager for relevant approvals.

43. Use Cases Use Case Example Access Creating entity Agency creation
Only an user with GAN profile can create an agency (an entity) in Agency Finder.
Modifying entity ownership status (Including main data modifications such as opening hours and so on)
A third-party (TP) agency, whose social status evolved to joint venture (JV)
The General Manager (with a SUPER USER profile) can change the status directly.
General manager moving to another agency
A General Manager moves from India to France-MRS
The General Manager must request for a profile with the details of the new agency in scope of action (as if the user is a new GUEST user)
Asking for extended access grants
An user with GUEST profile requires the REPORT or SUPER USER profile
The user must request for a new profile (only a REPORT or SUPER USER) using the Request menu in Agency Finder. The user has to provide the details of the required profile and submit the request to the higher authority and then to the general manager of the agency.
Adding operational contact information on e-commerce website
An agency manager wants to display information for an existing POC on CMA-CGM website
The agency manager (with a SUPER USER profile) must select « External » in POC general informations and fill CMA-CGM tab in POC detail.

44. E-commerce
The Agency Finder information is partially displayed in the local office part of the E-commerce web site. You can display all the agencies belonging to a specific country and get details as location address, map, phone, mail, opening hours, web site etc. from the main contact for a specific.
From the local office item menu select a country e.g. russian federation in order to list the agencies,
A list of agencies with their names and contact information are retreived from Agency Finder, main tab of each agency.
Select an agency to get details.

45. E-commerce
Details for a specfic agency are displayed. Map, location, contact information (Agency Finder main tab), opening hours, closing days and contact (Points of contacts tab).

46. Summary
The Agency Finder directory is managed on a single web application which is accessible to the group's organization.
The agents can directly update their information and keep the Agency Finder application up-to-date.
The different access profiles cater to all the business requirements at different levels.
Users has the option to request for access to higher profiles.
Based on the profiles, the users can search for agency information, generate reports, modify agency information or create new agencies.