Dimensions Employee User Guide v1 - myroyalmail | The Royal Mail

Employee User Guide

Dimensions Uniform Ordering System

Copyright © 2009 Dimensions Corporate Wear Ltd.

Created by Dimensions. Version 1.1

Dimensions Employee User Guide v1.1

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Contents

Introduction………………………………………………………………………………………………………………………………………3

Logging into the system…………………………………………………………………………………………………………………….4

Change Password……………………………………………………………………………………………………………………………...5

Welcome Page…………………………………………………………………………………………………………………………………..6

Browse Options.......................................................................................................................................7

....................................................................................................................................7 Contact Support

..................................................................................................................................7 Change Password

View Documents…………………………………………………………………………………………………………………..…………..8

Employee User Guide………………………………………………………………………………………………………..…………….8

Royal Mail Entitlements.………………………………………………………………………………………………………..………..8

Wearer Guide…………………………………………………………………………………………………………………………………..8

Catalogue Options..................................................................................................................................8

View Catalogue………………………………………………………………………………………………………………………………..8

Adding Products to your order………………………………………………………………………………………………………...9

Adding Items to your Basket………………………………………………………………………………………………………....10

ViewBasket…………………………………………………………………………………………………………………………………….11

Remove Items from your shopping basket………………………………………………………………………………….….11

Amend an order………………….…..…………………………………………………………………………………………………….12

Checkout…………………………………………………………………………………………………………………………….…… ……13

Additional Notes…………………………………….……………………………………………………………………………………..14

Completing your order..………………………………………………………………………………………………………….…….15

Order Confirmation……………………………………………………………………………………………………………………….16

Reporting Options…………………………………………………………………………………………………………………………..17

Wearer History………………………………………………………………………………………………………………………………17

Web History…………………………………………………………………………………………………………………………………..17

Back Office History………………………………………………………………………………………………………………….…….17

Logging Off……………………………………………………………………………………………………………………………….…….18

User Notes……………………………………………………………………………………………………………………………….….….19


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Introduction

This user guide has been created to help you order items of clothing/uniform using our online

system.

The system is very easy to use and is similar to any other online ordering website. This guide is

available for users ordering uniform for themselves only.

NOTE: the screenshots in this user guide are taken from the Royal Mail website portal for

Dimensions; the website you see will have your corporate logo and colours and may have slight

textual variations.

Link for the Dimensions Website

https://duos.dimensionscorporatewear.co.uk/RoyalMail/login.aspx?Accepts

Cookies=1

https://duos.dimensionscorporatewear.co.uk/RoyalMail/login.aspx?AcceptsCookies=1

https://duos.dimensionscorporatewear.co.uk/RoyalMail/login.aspx?AcceptsCookies=1


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Logging into the system

Open up the web browser installed on your computer and browse to the website address you have

been provided with, you should see a screen similar to the one below:

Figure 1: The Login Screen

You will have been provided with a username and a password for access to the website, you need to

enter these details into the corresponding textboxes. When completed please press the Log In

button.

If you are unable to login then this can be for a variety of reasons, the most likely issues are as

follows:

If you receive the message: “Login failed” then please check that you have entered your

username and password correctly ‐ the password is case sensitive (so if the password is

secret entering SECRET will not work).

If you receive the message: “Your account has been locked.” then you have entered your

password incorrectly too many times and you need to contact the support desk on 0800 731

5 137 to request your account is unlocked Contact details can be found by clicking on the

“Trouble logging in?” link below the username and password textboxes.


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Change your password

If this is the first time you have logged in or if you have just requested a password reset or for your

account to be unlocked you will be asked to change your password to something that is only known

to you:

Figure 2: User is asked to change the password

Enter the password you used to login in the Password box and then your new password in the New

Password and Confirm New Password textboxes. Once this is done you will need to click the Change

Password button.

Your password will be checked to ensure it meets the security requirements, if it does not meet the

security requirements you will be prompted and advised how to correct this with a message such as:

“Password must contain at least 7 characters.”

If succesful then you will need to use the new password you’ve chosen on future visits to the

website.


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Welcome Page Upon successful login you will be taken to the Welcome page:

Figure 3: The Welcome Page

This page contains useful information that you might need to refer to, such as your username, the

contact details for support as well as a link to enable you to log out of the website when you have

finished using it.

To the left you will see a menu, the items in the menu are organized in groups: Documents,

Catalogue, Reporting and Ordering options.

The main portion of the welcome screen will often contain important notices that you should review

before placing any orders. The above example has a message regarding footwear.


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Options

Contact Support

This menu item will take you to a page providing details on how to obtain support for the website,

typically this will include a telephone number and an email address for support.

Change Password

This menu item will allow you to change your password. If you have reason to believe your password

has been compromised then you should change your password at your earliest opportunity. Internet

security experts also recommend user’s change their passwords on a regular basis also.


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View Documents

Figure 4: View Documents

This page can be reached by selecting View Documents. In this section you will find the Employee

User Guide (pdf file), Royal Mail Entitlements (Excel Spreasheet) and the Wearer Guide (pdf file). To

view the files click on the icon under Detail for the relevant document you wish to look at.


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View Catalogue

Figure 5: Viewing the products in the catalogue.

While viewing the products in the catalogue you can click the image or the “Click For More

Details...” link to view a larger image of the product with the detailed description.

The catalogue will also show the maximum allowed allocation for each product as well as the

maximum allowed for each product category.


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Place an Order To order a uniform for yourself you are already setup on the system as you log in so go to Place an

Order and this box below will appear

Figure 6: Placing an Order

Product Groups and Allocation Limits

The catalogue page categorizes products into product groups (see above). Each group will have a

maximum quantity of orders that can be ordered for that wearer (in the above example the product

group is named SHIRT/BLOUSE/TUNIC/POLO/T‐SHIRT). The fixed allocation is displayed in a table

next to each product (in the above example these products are limited to a maximum of 5). The

product group limit overrides the product allocation limit, so in the above example a user cannot

order 5 x RYP1 and 5 x RYS1; because this would total 10 items which exceeds the product group

limit. However, it will allow the user to order 3 x RYP1 and 2 x RYS1


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Add items to basket

To order a product select the size for the product that you wish to order from the drop down list and

enter the quantity in the text box and then click the Add button.

Figure 7: Adding an item to your basket

After clicking the Add button the allocation remaining table should update and you should receive a

confirmation that the required quantity of that item has been added to your shopping basket. See

above RYP1 message underneath in green lettering.

You should then repeat the above steps for each product that you want to order. Once you have

added all the products to your basket then click the Check out button at the bottom of the

catalogue. You will now be on the View Shopping Basket page.


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View Basket

Figure 8: View Basket

This page can be reached by either selecting the View Basket option in the menu on the left side of

the page or when you click the Checkout button at the bottom of a wearer’s catalogue when placing

an order.

On this page you can perform the following functionality:

Remove Items from your shopping basket To remove an item, you need to place a check mark in the Remove box for the line and then click the

update button.

Update the Quantity ordered To update the quantity enter a new value in the quantity textbox on the line you wish to update and

then click the update button. NOTE: You are not allowed to enter a quantity higher than the allowed

allocation limit for that wearer.

Continue Shopping If you would like to add more items to your order then you need to click Continue Shopping button

and you will be returned back to the product ordering catalogue.

Checkout If you have added all required items to your basket and the quantities are correct then click the

checkout button


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Amend an Order

Figure 9: Amending an order

If you would like to amend the order, then you can amend the quantity To remove an item, put a tick in the remove box


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Checkout

Figure 10: Checkout

The Checkout page (accessible from the View Basket page) contains the following:

A list of products ordered and quantity and for which employee they are ordered for.

The address that the order will be delivered.

A mandatory additional notes field‐this is used to enter your own personal comments for the

order that will be viewed by yourself and an authoriser. This should be used for information

explaining to your authoriser why you are placing this order. If you order is over entitlement

and you have not outlined the reason for replacement your order could be cancelled by your

authoriser


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Additional Notes

Figure 11: Checkout additional notes fields

Your PO Reference ‐ Managers Name field is displayed you must provide a Managers Name

here


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Completing your order

To complete your order you will now need to confirm the details are correct, enter any notes in the

Additional Notes field for review by your authoriser and then enter your Managers Name before

clicking the Confirm Order button.

A popup message confirmation box will appear that asks for confirmation that you are sure your

order is correct. If it is then click the OK button to complete your order.

One of 2 things will have occurred:

If you have ordered and not exceeded your allocation then your order will have been sent directly

into the order processing queue at Dimensions and will be processed within a few moments.

If your order exceeds your allocation your order will be waiting for your authoriser to approve or

cancel the order. Your authoriser will be sent an email to alert them to any orders awaiting

authorisation.


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Order Confirmation

Figure12: Viewing the confirmation of your order

Reference number to your order


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Reporting Options The website contains several reports that allow you to view available data on uniform orders for

yourself

Wearer History This report shows the products that an individual wearer has had ordered (whether ordered

themselves or someone has ordered on their behalf). This report also allows the user to drill into a

product and view the actual order for the products

Web order History This report shows all orders that have been placed on the website‐this report allows users to filter

the orders by date, PO Reference and by order status.

Back Office History This report shows all orders that have gone through the order‐processing system at Dimensions‐this

will contain all orders that have been authorised on the web as well as any orders that have placed

by alternate methods (such as telephone, fax or standard order forms).


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Logging Off

By logging off each time you have finished using the system you will ensure that other people cannot

use your account or order items in your name. End your session by clicking the Logout link in the

horizontal bar.


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User Notes Here you can add own notes about security, useage, restrictions, rules and other issues that may not

have been addressed in the rest of the document.