eBuy - Onboarding and Configuration Guide (Salesforce)

Overview

You can use TechnoMile Growth Suite Task Order Management to automatically ingest task order notices from GSA eBuy directly into your Growth solution. This process enhances efficiency by eliminating the need to access the eBuy portal, allowing you to quickly identify relevant opportunities for pursuit.

Follow these step-by-step instructions to complete the initial setup of the with eBuy, enabling seamless access to your organization’s GSA eBuy portal through the TechnoMile Task Order Management ingestion engine.

1. Create a shared mailbox

2. Create a login on eBuy

3. Prepare your Growth environment

Create a Shared Mailbox

This guide assumes that no special configurations have been made on the Microsoft Exchange platform before starting this configuration. However, if special configurations have been done, additional steps might be necessary.

The goal is to set up a shared mailbox with an auto-forwarding rule to allow emails to be sent externally to a TechnoMile-provided email.

1. Create a shared mailbox

2. Set up an auto-forwarding rule to a TechnoMile email

3. Create an anti-spam rule to allow for auto-forwarding

Before starting this process, ensure you receive the designated TechnoMile-provided email from your Customer Success Representative. The email uses the following format: ebuy.[client]@technomile.com.

1. Go to https://admin.exchange.microsoft.com/#/mailboxes

2. Click Add a shared mailbox.
   The Add a shared mailbox POP-up window appears.

3. Specify the Display name as "TechnoMile eBuy" and Email address as "eBuy."

4. Select Domain as your company's standard email domain.
   

5. Click Create.

Create a Forwarding Rule

Create a forwarding rule for the mailbox that you added.

1. Select the newly created mailbox from your mailbox list by clicking the display name for the mailbox.
   A pop-up window for that mailbox appears on the right.

2. Click Email forwarding.
   The Manage email forwarding pop-up window displays.

3. Toggle the button to activate the Forward all emails sent to this mailbox option.

4. Choose the Forward to an external email address option and specify the email address provided by your TechnoMile Customer Success Manager in the box below.

5. Select the Deliver message to both forwarding address and mailbox checkbox.

6. Click Save.
   

Create an Anti-Spam Policy

To ensure auto-forwarding of emails to an external address, you must create an anti-spam policy.

1. Go to https://security.microsoft.com/antispam.

2. Click Create Policy and select Outbound.

3. Specify a name for this policy. For example, TechnoMile eBuy Forwarding.

4. Click Next.

5. On the Users, groups, and domains window, in the Users field, specify the shared mailbox that you created in the first section of this guide.
   

6. Click Next.

7. On the Protection settings window, leave all the settings as they are and change the Automatic forwarding rules field to On - Forwarding is enabled.
   

8. Click Next.

9. Review the rule and click Create.

Create a POC on eBuy

NOTE

When configuring Multi-Factor Authentication (MFA), ensure that One-Time Password (OTP) codes are sent via email to a dedicated address (for example, ebuy@clientname.com) that is set up to auto-forward messages to TechnoMile.

1. Log in to eBuy.

2. Select your company's contract number.

3. In the upper right of the screen, click Profile.

4. Click Add a new POC to a category.
   

5. Specify the Name as "TechnoMile" and Email as the shared mailbox email you created in the first section of this guide. This is usually ebuy@clientname.com.

6. In the SIN drop-down menu, select All.

7. Click Add.
   The shared mailbox email now receives an activation email from eBuy.

8. Log in to this new eBuy POC profile and set the password.

   IMPORTANT

   Store the password in a safe location, as you will need to share this to TechnoMile later.

Consolidate Multiple Contracts Under a Single Login

1. Once you are logged in with the new account, go back to the Profile tab again in the upper right of the screen.

2. Select Manage/Add Contracts and add all the contracts that you want TechnoMile to ingest into your Growth Suite.

   NOTE

   Contracts must be consolidated into a single view to be ingested.

Provide Details to your TechnoMile CSM

Once you set up the new eBuy POC profile, share the login information with your TechnoMile Customer Success Manager. This information enables us to establish the ingestion infrastructure from TechnoMile.

Prepare your Growth Environment

Note

This section applies only if you are using legacy Task Order Management. If you are a new customer setting up the NoticesIQ (eBuy integration), skip this section.

Once the shared mailbox and eBuy login setups are complete, you can begin working on preparing your Growth Suite for ingestion while the TechnoMile team works on setting up your eBuy infrastructure.

1. Log in to your Growth Suite.

2. Select Contract Vehicles at the top of the screen.

   NOTE
   This may be labeled as Our Contracts in your org due to a recent name change.

3. Click New to create a new Vehicle/Contract.

4. Select Record Type as Master Contract Vehicle.

5. In the Contract Vehicle Name field, enter your preferred value.

   NOTE

   The name of the contract vehicle is not crucial for supporting the ingestion process. You can name the vehicle/contract according to your organization's preferences.

6. In the Contract Number field, specify your contract number without hyphens.

7. In the SINs field, type RETURN ALL.

8. Click Save. 

9. Repeat these steps for each Contract Vehicle with task order notices that you want to ingest into the Growth Suite.