Send a tender message

At least one contractor must be associated with the tender before any tender messages can be sent, for example through a Despatch/Tracking schedule item which has been dispatched, or a Shortlist schedule item. Only contractors that have been associated with the tender are listed for selection.

Note Messages are only visible on the Contractor Portal once a dispatch has been made in a Despatch/Tracking schedule item.

The following users can create and send tender messages:

• tender administrators

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

Confidential messages cannot be created by team members without Confidential access, and cannot be sent to contractors who do not have Confidential access to messages.

To create and send a tender message:

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

2. On the Messages page, click Create Message and select the appropriate message category from the drop-down menu.

   The Create Message page is displayed.

3. To select the message 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.

      Disabled contractor contacts are listed but cannot be selected.

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

      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.

   3. 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 contacts by clicking the next to their name.

4. Enter the Subject of the message.

5. 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.

   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.

   

6. To attach a document to the message:

   4. Click the icon for Attachments.

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

   5. 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:

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

   7. 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.

   8. Edit the Names of the documents if required.

   9. 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, ...).

   10. 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.

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

   12. 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 .

7. 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 recipients.
   Response Due By	The date by which you require the response.

8. Click Send.

   A confirmation message is displayed.

9. Click OK.

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