Tender messages

AVEVA Contract Risk Management allows company users and contractors involved in Pre Award tenders to communicate securely via the Contractor Portal without the need for a third party mailing system. All messages are logged in AVEVA Contract Risk Management to provide a permanent record of all communications between the parties.

Messages are stored on a tender-to-tender basis so that all correspondence for each tender can be easily accessed. Both parties can reply to their received messages, creating stories of related messages which allow information to be found more easily.

The message functionality becomes available when contractors are associated with the tender, and remains available until the tender is closed.

The following users can view tender messages:

• Company Portal:

  • tender administrators

  • any tender team member

  • any user with the Business Unit - Audit Access to Tenders in Business Unit and the Access Across all Business Units user role permissions

• Contractor Portal:

  • any contractor tender team members with the Tender - View Company Messages permission

Messages marked as Confidential can only be seen by tender team members who have permission to view tender messages and also have Confidential access to the tender.

When a tender message is sent by a contractor, a notification is displayed on the navigation bar for any tender team member who can view the message. See Notifications for more information.

View tender messages

The tender administrators and any tender team members with the Tender - Messages View Access user permission can see a list of tender messages. Only the tender administrators and users with Confidential access can see messages which have been marked as Confidential.

To view tender messages:

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

2. The Messages page shows a register of messages associated with the tender. By default, the Inbox is displayed.

   Select a filter from the drop-down list to see All messages, Inbox or Sent Items.

   For All and Sent Items, you can also filter on the Message Type.

   Column	Displayed for Filters	Description
   	All, Inbox	Received messages only. Indicates an unread message.
   	all filters	Indicates that the message is part of a story of related messages.
   	all filters	Indicates that the message has attachments.
   	all filters	Indicates that the message is confidential.
   Message Type	All, Sent Items	The category of the message. This can only be set on messages sent by the company. All messages sent by contractors are categorized as 'Vendor Communication'.
   Subject	all filters	The subject of the message.
   From	All, Inbox	The message sender: Sent messages: the company name Received messages: the name of the contractor and the name of the contractor contact
   To	All, Sent Items	The message recipient: Sent messages: the name of the contractors Received messages: the company name
   Date Sent	all filters	The date the message was sent.
   Requires Response	all filters	Indicates that the message requires a response.
   Response Due By	all filters	The date by which any response is required.
   Contractor Responses	All, Sent Items	Sent messages only. The number of responses received from contractors, and the number of possible responses, e.g. 2 of 3.
   Read by Contacts	All, Sent Items	Sent messages only. The number of contractor contacts specified as recipients who have read the message.

On this page, you can:

• Open a message - see View tender message details.

• Create a new message - see Send a tender message.

• Upload an external message, e.g. a messages received from a contractor by email - see Adding External Messages.

• Sort the messages by clicking a column heading.

• Search for a specific message by Subject or From. Click the button to expand the search box, and type the search text.

• Export a list of messages to Microsoft Excel by clicking Export.