Create a tender document review

To create a document review:

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

2. Click the name of the Review schedule item.

   The Review page is displayed.

3. Click Create Review.

   The Create Review Document page is displayed. Use the following steps to send a document for review:

Step 1: Attach documents to be reviewed

Note When a tender library document has been added to a review, and the review has been assigned to reviewers, the document is no longer available for editing from the tender library.

4. Click Link Tender Files.

   The Link Tender Files window is displayed.

5. Select the type of documents you want to add from the drop-down list:

   • General Files - documents in the tender library.

   • Submission Files - documents included in any bidder submissions (see Despatch/Tracking schedule item).

   Note Once documents have been added from either the General Files or the Submission Files area, you cannot add documents from a different area.

6. If you selected General Files, select the tender library documents to include in the review.

   You can also add documents to the tender library so they can be included in the review.

   To add one or more documents from your hard drive:

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

   2. 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.

   3. Edit the Names of the documents if required.

   4. 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, ...).

   5. 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.

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

   7. 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.

7. If you selected Submission Files, select the bidder submission documents to include in the review.

   You can search for specific documents by the document name or bidder name, and filter the documents by their Price Categories and the Bidder status (which indicates if the bidder was a participant in a previous Despatch/Tracking or Shortlist schedule item).

   Click the name of a document to download or view it.

   Tip If you use the Select All check box at the top of the list of documents, only those documents currently displayed are selected.

8. Click Add/Add X Files.

Step 2: Select reviewers

9. Click Select Reviewers.

   The Add Reviewers window is displayed.

10. Enter values as required for the relevant search criteria.

Option	Description
Business Unit	Select a specific business unit or All from the drop-down list.
Project/Dept	Select a specific project/dept or All from the drop-down list.
Search On	Select whether to search on Last Name, First Name or Position.
Criteria	This option refers to the text you enter in the Search For field. Select whether you want the search to return results which Begins With, Contains or Equals the text you enter in the Search For field.
Search For	Enter the text you want to search on. Tip Enter the % character to perform a wildcard search, e.g. % by itself to return all results or man% to return all results beginning with man.

11. Click Search.

    All users who match your search are displayed.

12. Select the users you want to add as reviewers.

13. Click OK.

Step 3: Provide other information and assign the review

14. Enter information as required in the fields in the Provide Other Information section.

    Field	Description
    Review Name	The title of the review.
    Reviewer Instructions	Instructions for the reviewer.
    Due Date	The date that the review is due.
    Reviewer Options	Select Allow reviewer to edit the file & add notes or Allow reviewer to add notes only as required.
    Notification Preferences	Select how you would like to be notified of the review status.

15. To save the review as a draft, click Save as Draft. This allows you to return at a later stage and make any further changes.

    To distribute the review to the selected reviewers immediately, click Assign Review to Reviewer(s).