Reply to a tender message

You can reply to any message which has been sent from a contractor. Replies to messages are included in a message thread, and displayed on the Message Details page in the Story section.

The following users can reply to tender messages:

• tender administrators

• any tender team member with the Tender - Messages View Access and Tender - Messages Write Access user role permissions

If the message is Confidential, Confidential access is also required.

Note Replying to a tender message will mark it as read.

To reply to a tender message:

1. Navigate to the home page of the tender. If necessary, click the Messages tab.

2. On the Messages page, click the message you want to reply to. You may need to select All or Inbox to see the message.

   The Message Details page is displayed.

3. Click one of the following buttons:

   • Reply - The reply message will automatically list the sender of the current message as its recipient.

   • Reply All - The reply message will list all possible contractor contacts as its recipients.

4. Select the appropriate message category from the drop-down menu.

   The Create Message page is displayed.

5. To change the recipients:

   1. Click the icon for Recipients.

      The Contractor Contacts window is displayed.

   2. Select the check boxes for the contacts you want to send the message to.

   3. Disabled contractor contacts are listed but cannot be selected.

   4. Contractor contacts without Confidential access are indicated with an open padlock icon .

      Note Only contractors that have been associated with the tender are listed for selection.

      Tip When you select a contractor, all of its contacts are automatically selected.

      To send the message to only some of the contacts, expand the contractor by clicking the icon, and clear and select the contact check boxes as necessary.

   5. Click Save.

      The recipients are listed on the Create Message page as Contractor - Contact Name.

      Click the name of a contact to see their details. You can remove a contact by clicking the icon.

6. Enter the Subject of the message.

   If you click Reply rather than Reply All, this is set automatically to the subject of the message you are replying to, prefixed by "RE:".

7. Select Is Confidential if you want the message to be seen only by tender team members with permission to view tender messages who also have Confidential access.

   If the message you were replying to was set as Confidential, this is selected by default.

   Warning If the message is set as Confidential and there are recipients without Confidential access, they are shown with a red line underneath, and the message cannot be sent.

   

8. To attach a document to the message:

   6. Click the icon for Attachments.

      The Link Tender Files window is displayed listing all available documents in the tender library.

   7. Select the required document, and click Add.

      Note If the document you are looking for is not listed this may be because the document's Can Send to Contractor option has been set to No. Check the document properties in the tender library, and update this option if necessary.

   You can also add documents to the tender library so they can be attached to the message.

   To add one or more documents from your hard drive:

   8. Click Add Files and select Upload. The Add Files window is displayed.

   9. 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.

   10. Edit the Names of the documents if required.

   11. 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, ...).

   12. 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.

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

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

   To generate a document from a template, click Add Files and select Generate from Template. For more information, see Generate documents from a template.

   Note Only users with Confidential access can add documents marked as Confidential. You cannot add Confidential documents to a message that is not Confidential.

   You can open the document by clicking the name, view the document details by clicking the icon or remove it by clicking .

9. Enter information as required in the relevant fields.

   Note Fields marked with an asterisk are required.

   Field	Description
   Message Body	The text of the message. Note This is a Rich Text field; use the buttons on the field toolbar to add formatting to the text.
   Requires Response	Select Yes if you require a response from the message recipient.
   Response Due By	The date by which you require the response.

10. Click Send.

    A confirmation message is displayed.

11. Click OK.

    The new message is displayed on the Messages page with the Sent Items filter applied.