Exporting a Post-Close Communications Report

  • Updated

This article provides the step-by-step instructions for Buyers to download the Post-Close Communications (PCC) report. This report is useful for reviewing all communications, including messages and attachments, between the Buyer and the Suppliers who responded to a closed Request.

Prerequisites

  • You must be a Buyer with the necessary permissions to access and download a closed Request's package.

  • The Request must be closed.

Accessing the Post-Close Communications Report

You have two options for downloading the Post-Close Communications (PCC) report: as part of the full Request package, or as an individual file.

1. Download as part of the full Request package (Recommended)

  1. Click on the Download everything to do with this Request button next to the relevant Request. This downloads a zip file containing various documents related to the Request.

  2. Open the zipped folder and navigate to the PostCloseComms folder.

  3. In the PostCloseComms folder, you can access the PostCloseCommunications.html file. This is the Post-Close Communications report for that Request.

2. Download as an individual file

  1. Click on the Attachments to this Request button next to the relevant Request. 

  2.  In the Attachments to this Request pop-up window, navigate to and click the blue Post Close Communications link at the bottom of the list of attachments.

  3. Clicking the link will download a zip folder to your computer.

  4. You must unzip the zipped folder to access the documents inside. This downloaded folder contains the PostCloseCommunications.html file, along with a folder containing the attachments.

Overview of the Post-Close Communications Report

The Post-Close Communications report is a locally accessed HTML file. Although it opens in an internet browser (e.g., Google Chrome, Microsoft Edge), it is not a website and does not require an internet connection.

Report Content and Structure

  • The report includes all communications (messages and attachments) between the Buyer and all Suppliers who responded to the Request.

    • Note: Suppliers can also access the report but will only see messages they have received and sent, not communication with other suppliers.

  • The report allows documents to be viewed with respect to the message thread in which they were sent.

  • The attached documents are downloaded into an Attachments folder that sits next to the PostCloseCommunications.html file.

  • The files in the Attachments folder are named with a reference code from the database.

Navigating the Report Interface

  1. The Request name and VP reference number are displayed in the top left corner.

  2. On the left side, you can group messages by topic or response using the drop-down menu next to the Group messages by heading.
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  3. The list of messages is detailed below the Group messages by heading. Messages with attached documents are marked with a paperclip icon to the right of the message title.

  4. Selecting a message from the left displays the contents on the right side of the page, showing the correspondence between Buyers and Suppliers with a corresponding timestamp at the bottom of each message.

  5. If documents were attached to a message, they are displayed at the bottom right side of the page, also with a corresponding timestamp.

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