Terms & Conditions
How to Setup Terms & Conditions
Terms and Conditions act as a legally binding contract between you and your internal users/supplier portal users. This is the agreement that sets the rules and guidelines that users must agree to and follow to use and access your site/supplier portal. A user will need to read and accept to continue into your site, or if they reject will not be able to progress into the site. The terms and conditions, once accepted can be made available for users/supplier portal users to click and view at any time at the top bar of the site/portal. There are a few steps to complete in order to setup Terms and Conditions.
1. Add the Terms & Conditions Document into the Documents Module
Add your terms and conditions document into the Documents Module.
- Enter the title of the document.
- Include a brief description of the document.
- Set the starting version number for the document.
- Click to select the document file from your computer. Note: Only Word Document files (.docx/.doc) and PDF files work for Terms & Conditions. Using a PDF document will allow users to be able to download the terms and conditions document at any time after the initial acceptance (users can click a link at the top bar on the solution they are logged into).
- When adding a terms and conditions document for the first time, you need to create a new folder under the existing main folder called Terms and Conditions. To create a folder select the grey folder called Terms and Conditions so the grey line is on it, then click New Folder and give the folder a name. After creating the folder ensure the grey line is now on the sub-folder you want the document to be added into.
- The user who is adding the document will automatically see their name in the Responsible field. However, if they are not the responsible person for the document a different responsible person (employee) can be selected. The responsible person will be the person notified when a management review record is due to be completed and if a document was rejected in the approval process and requires a change.
- If required, select the users that should be part of the document approval process. See the article on approving documents for further information about the document approval process.
- If you want Safefood360° to remind you about a pending document review at a given future date you can enable the periodic review function. The record will open automatically in the management review module, but an action will appear in the actions tab of the documents module. Click here for more information on setting the periodic review.
Click here for more information on adding documents in the Documents module.
2. Configure Terms and Conditions in Settings
Navigate to Settings located on the top right of the system and click on the section called Terms and Conditions.
1. In the Terms and Conditions section click the 'Add Terms and Conditions' button.
1. Add the title of your terms and conditions.
2. Select the terms and conditions document which you uploaded in your Documents module. Details on the document will automatically appear (version number & approval status).
3. Select the solutions to which the terms & conditions should be applied to.
4. If you would like users to be able view the terms and conditions document at any time by themselves after they initially accept the terms and conditions, then you can enable the 'Show Terms & Conditions link in Header'. A link to the document will appear in the header of the solution the user is logged into. An example is shown below.
5. Click Save.
Any Terms & Conditions you add can be found or edited in the tab called Terms & Conditions.
Associate Terms and Conditions to your Site/Plant Settings
Navigate to Plant Settings in the Settings section.
For Terms and Conditions to work and appear to each user accessing the system/supplier portals, you must enable terms and conditions in your 'Plant Settings'.
1. Enable Terms & Conditions by ticking the box.
2. Select your terms and conditions (as setup in the previous section).
3. If you are enabling terms and conditions from a main business group site you will see 'Apply Terms & Conditions to all Sites'. If you enable this, terms and conditions will be enabled for the business units & sites under the main business group site.
Accepting/Rejecting Terms & Conditions
Under the tab Users in the Terms & Conditions section of Settings, you will see who has accepted or rejected the terms.
After turning on Terms and conditions in Plant Settings, when a user logs into the system or supplier portal they are initially greeted with a pop-up containing the terms and conditions document. They can scroll through and read the document and decide to Accept or Reject using the buttons on the bottom right. If a user Rejects the terms they will simply be continuously greeted with the terms and conditions document and will not be able to access the system.
After accepting the terms and conditions, a user in any solution/supplier portal user can read the terms again at any time by clicking the Terms and Conditions button on the top header of the solution they are logged into (note this is only showing if 'Show Terms and Conditions Link in Header' was turned in Terms and Conditions in Settings).
If the terms and conditions document was a PDF document then users can download a copy of the terms and conditions at any time by clicking the Download button. If the document was a word document, the download option will not be available.
Note: If a new version of the terms and conditions is uploaded in the future, users will see the pop-up to Accept or Reject the new document.