You want to give your dealers a digital spare parts catalogue and dealer portal, but you have no spare parts documentation yet? That is not a problem. We start with your first vehicle or machine model, create the documentation directly from your 3D construction data and set up a structure you can reuse for every further model.
- 6–7 weeks to the first reviewable version
- up to 40 % less effort for comparable follow-up models
- 2 contacts on your side – needed only at key points
- over 4,000 dealers work with the tef-Portal every day
The process at a glance
| Step | Timeframe | Involved |
|---|---|---|
| 1 · Workshop (online) | Week 1 | Your team + tef specialists |
| 2 · Spare parts documentation | Weeks 2–5 | tef documentation team |
| 3 · IT setup (in parallel) | Weeks 2–5 | tef IT team |
| 4 · First version & training | Weeks 6–7 | Your team + tef |
| 5 · Data structure for ERP import | From week 6 | Your IT + tef |
Indicative figures from the mutually agreed project start. Because documentation and IT setup run in parallel, the overall timeframe is shorter.
How we work – step by step
1. Workshop: defining requirements and structure (week 1)
In an online workshop, your team and our specialists agree on how your spare parts catalogue and dealer portal should work. The aim is a standardised structure for the first model and the initial portal configuration.
- Navigation structure: models, assemblies and individual spare parts
- Comparison of proven documentation structures we have already implemented for other manufacturers
- Review of your existing 3D construction data
- Presentation of article information in the portal
- Languages (standard: German or English)
- About one hour on user administration: creating users, assigning access rights, administration
2. Spare parts documentation for your first model (weeks 2–5)
Our documentation team creates the complete spare parts documentation – from scratch if none exists yet. The basis is your 3D construction data.
- Vehicle or machine and assembly structure
- Assignment of spare parts to assemblies, and bills of materials
- Interactive spare parts documentation from the 3D data
- Structured article information
- Quality checks and clarification of technical questions with your team
3. IT setup: your portal in your design (weeks 2–5, in parallel)
While the documentation is being created, our IT team prepares the technical environment.
- tef-Portal and database
- tef-KAT spare parts catalogue
- Standard user administration
- Your corporate identity: logo, colours and design elements
4. First reviewable version and training (weeks 6–7)
What you will see: your first model in the tef-KAT spare parts catalogue, your tef-Portal in your corporate identity, the standard user administration and navigation by models and assemblies.
What we show you in a short training session: navigating the portal, searching for models, assemblies and spare parts, how user administration is structured, and managing users and access rights.
You then give us your feedback, and together we agree the next steps towards go-live.
5. Data import from your ERP system (from week 6)
Once the structure of the first model is in place, we provide you with a defined data structure for automated imports: article numbers, descriptions and prices. Further information such as stock levels, delivery instructions or replacement articles can be added on request.
Our recommendation: define the data structure with us before making extensive changes to your ERP system. This avoids duplicate work.
What we need from you
- IT / technical contact: knows your ERP system, provides article data, prices and 3D construction data, and supports questions on data formats, exports and interfaces.
- After-sales / dealer support: knows your dealer network and daily processes, and knows how the portal should work from your dealers’ point of view: navigation, spare parts presentation, access rights.
Your contacts are not needed continuously – mainly for the workshop, data provision, specific questions and the review of the first version. One person can also cover both roles.
After the start: more models and extensions
The structure of the first model is the template for all others. Depending on how similar the models are, manual documentation effort falls by up to 40 %. Further models can also be imported automatically via interfaces.
Your dealer portal can be extended at any time, for example with:
- tef-Listing: order and delivery status, backorders and delivery dates directly in the portal
- AI translation: article information in several languages with less manual effort
- Stock availability: warehouse availability from your ERP shown next to each spare part
- A-Info / B-Info: additional information, delivery instructions and references to alternative, replacement and successor articles
Let’s talk about your first model
In a free 30-minute meeting we show you the tef-Portal and discuss what getting started could look like for you. Or write to us: info@tef.de · +49 751 766990-0
Frequently asked questions
In our experience, the first reviewable version is ready about 6–7 weeks after the agreed project start. This is an estimate, not a guaranteed go-live date: the schedule depends on when the necessary data is available and how quickly feedback is given.
No. We can create the documentation for your first model entirely from scratch, based on your 3D construction data.
We mainly need your contacts for the workshop, providing data, individual questions and reviewing the first version – not throughout the entire project.
Yes. The standard import covers article numbers, descriptions and prices. Further data such as stock levels or delivery dates can be connected via interfaces. We agree the scope together.
German or English as standard. Further languages are discussed in the workshop; article information can also be translated with AI.
Usually, yes. The structure of the first model is reused. For comparable models, manual effort falls by up to 40 %.