Add a document to the tender library

You can add a document to the tender library by:

• Uploading a local document - multiple documents can be selected or dragged from Windows

• Copying a document from the project/dept library or reference library

• Generating a document from a template - see Generate documents from templates

Only tender administrators can add documents directly to the tender library.

Upload a document

1. Navigate to the tender library (see Tender library).

2. Ensure that General Files is selected from the filter drop-down list.

3. Click Add Files and select Upload.

   The Add Files window is displayed.

4. Click Choose Files to select the documents to add. You can also drag and drop documents from Windows Explorer.

   Warning If there are problems with any of the selected documents, you cannot upload them. Errors are indicated by a red warning triangle . Move the mouse over the icon to see an explanation of the error, and make the correction before trying to upload the documents.

   You can click to remove a single document, or click Remove All to remove all of them.

5. Edit the Names of the documents if required.

6. Select the check boxes to apply the following properties to the documents:

   • Can Send to Contractor

     If selected, the document can be sent to contractors. If you do not select this check box, the document is not available from the library for dispatches or tender messages.

   • Confidential

     If the document contains sensitive information (such as financial information) and access to the document should be limited, select Confidential. Only users with Confidential access will be able to view the document. Users that do not have confidential access will be able to view the document title only.

   • Enable Version Tracking

     If version tracking is enabled, a (V*) suffix is appended to the document name. If the document has only one version, it will be displayed as (V1). As new versions are added, the version number is incremented by one (V2, V3, ...).

7. Click Add x Files to upload the documents to AVEVA Contract Risk Management.

   Progress bars display the progress of the document uploads. If the uploads are taking too long, you can click Cancel to stop the upload of any documents which have not yet successfully been uploaded. This button is only visible when there are pending uploads.

8. If any of the document uploads failed, you can click Retry X Failed to attempt the uploads again.

9. Click Close once all the uploads are complete or cancelled.

10. Click Save.

    A confirmation message is displayed.

11. Click OK.

    The documents are uploaded to AVEVA Contract Risk Management. Click OK once the upload is complete.

    The documents are displayed in the tender library.

Copy documents from another library

To copy one or more documents from the project/dept library or the reference library to the tender library:

12. Navigate to the tender library (see Tender library).

13. Ensure that General Files is selected from the filter drop-down list.

14. Click Add Files and select Copy from Project/Dept Library/Copy from Reference Library.

    A dialog box is displayed.

15. Enter the text you want to be prefixed to the name of the documents you are copying, when they are added to the tender library.

16. Click OK.

    The Select Library Files page is displayed.

17. Navigate the folder structure to locate the documents you want to copy.

18. Select the check boxes for the documents you want to copy.

19. Click Add.

    The copied documents are displayed in the tender library.