Add Notes and Documents to a Supplier Response

  • Updated

You can add internal or external notes and additional documents to an individual supplier's response within a Request for X (RFx). Use this to keep a record of your evaluation rationale, upload documentation received outside the system, or issue documents (like a letter of acceptance) to a supplier.

Prerequisites

  • You must be the Buyer or have an appropriate Admin role for the RFx.

  • The RFx must have closed, and the supplier responses must be unlocked.

Add a Note to a Supplier Response

Follow these steps to add a note during the evaluation process:

  1. Click the notes 'speech bubble' icon to the right of the supplier's response.

  2.  Add your note. You will have the opportunity to specify if the note is Internal (cannot be viewed by the supplier) or External (can be viewed by the supplier).

  3. Save the note.

    • Result: You can add multiple notes by repeating this process.

    • To view notes: Click on the text to the left of the 'speech bubble' icon.

Add a Document to a Supplier Response

Follow these steps to upload a document against a supplier's response:

  1. Click the documents 'speech bubble' icon to the right of the response.

  2. Select your files. You can upload up to 50 small files and/or up to 5 large files.

  3. Once uploaded, the documents will appear in a list.

    • Documents are internal by default.

  4. To share a document with the supplier, tick the Supplier can access check box to the right of the relevant document.

    • Result: This action will prompt a notification to the supplier, granting them access to the document.

Results / Validation

  • The notes and documents you added are included in the automatically generated RFx summary when downloading the request package. This is useful for auditing and sharing with evaluators.

  • Documents attached to a response can be assigned to evaluators in the Multi Party Evaluations module, or uploaded within the Advanced Evaluations module.

What's Next / Related

Limits & Notes

  • File Limits: You can upload up to 50 small files and/or up to 5 large files against a single response.

  • Default Privacy: Documents uploaded against a supplier's response are kept internal by default.