Document Packages Overview
Document packages provide a means for buyers to publish information for other software users to respond to, by completing tasks and uploading files. They are composed of:
- Instructions: Text that will appear on the document package screen.
- Downloads: Files that can be downloaded by responders.
- Tasks: A simple checklist of items responders are required to check-off in order to achieve "complete" status for a document package.
- Uploads: Files uploaded by responders.
Document Package Workflow
| Publisher (You) |
Direction | Responder (Bidders or Team) |
|---|---|---|
| Publishes document package | → | Reads document package |
| ← | Completes tasks & uploads files | |
| Flags items with exceptions | → | Corrects exceptions |
| ← | Marks items complete | |
| Reviews final result | − |
Document Package Access
Document packages can be published for both bidders and for team members (other users of your organization). For example, procurement staff may need internal stakeholders to upload specifications to be incorporated in to an RFP document. A document package can be used for this purpose.
The most common purpose of a document package though, is to publish documents to bidders. In this scenario, it is desirable to limit document package access to bidders of the appropriate stage.
Controlling access to document packages is achieved through Document Permissions.
| Permissions Level | Type | Visibility | Accessible By |
|---|---|---|---|
| Public | Bidder | Dashboard, upcoming public events tab | All users of the software |
| Restricted | Bidder | Documents tab within event | Bidders with the corresponding minimum stage |
| Team Members | Internal | Documents tab within event | Team members configured in the event |
When Restricted permissions are selected, a Minimum Bidder Stage must be specified. This sets the required minimum stage required to access the document package.
| Access Level | Accessible By |
|---|---|
| Pending | Pending bidders and higher |
| Identified | Identified bidders and higher |
| Prequalified | Prequalified bidders and higher |
| Proposer | Proposer bidders and higher |
| Shortlisted | Shortlisted bidders and higher |
| Awarded | Awarded bidders |
If you've already read about managing bidders, you'll recognize this list. There is an important relationship between participant stages and document package access levels. If you haven't already, take a moment to review the members overview.
Reviewing Responses
Bidders can upload files and complete tasks. These responses are available for review under the Responses view of the Documents tab. Team members with access to the event can review responses for completion, flag items requiring attention, and upload any documents provided by bidders through means other than electronic upload (usually courier service or email).
