Bidding - Steps
Updated
Suggested Prior Reading
Bidding Messaging List - Accessing
Bidding Messaging List - Overview
Overview
Generally, Bidding steps and managing those steps are as follows:
Add Bidding Participants
See Bidding - Add Participant.
Send Invitation to Bid to the Participants
View those participants who have been added but have not yet been sent invitations:
- Choose a view that has the Contacts row (see Bidding Messaging List – View). On the Contact row, an Info column shows which participants have been sent messages or not. For those participants which have not been sent messages, there will be no indicator in the Info column. In addition, this Bidding Participants contact will likely have a Status of Pending (see Bidding Messaging - Status).
- Filters can be set to view only those with an UNSENT status and then those can be selected and a message sent to them. See Bidding Messaging List - Filter.
- Bidding participants are then selected to send messages to, see Bidding - Select Participants.
- The Messages are sent, see Bidding - Send Project Message.
Manage the messages sent - delivered but not acted upon
It can be determined when/if the message was delivered successfully and when was it delivered.
Once messages have been sent, the status can be tracked to see if an email was delivered successfully. See Bid Status - Information.
- Choose a view that has the Contacts row (see Bidding Messaging List – View) and ensure the Contact row is visible (see Bidding Messaging List – Groups).
- Hover on the icon in the INFO column to see when an email was sent and how long has passed since it was successfully delivered but the contact has not yet accessed it. In addition, this Bidding Participants contact will likely have a Status of Pending (see Bidding Messaging - Status).
- Reminder messages could then be sent. See Bidding - Send Project Message.
- If it not was not delivered successfully, a warning icon is displayed and the contact information can be edited (directly from the form and the message resent).
Manage the messages sent - delivered and actions taken by the Contact
- If a message was delivered successfully and the Contact has viewed it, it can be monitored to see what the Contact has done, such as:
- Determining if and when the email was opened by the Contact
- Determining if the contact visited the Jobplanner site and when
- Determining if the contact downloaded drawings and when
See Bid Status - Information and Bid Status - Information - Hints.
In addition, this Bidding Participants contact will likely have a Status of Pending (see Bidding Messaging - Status).
- The list can also be filtered by the above actions, see Bidding Messaging List - Filter and Bidding Messaging List - Filter - Misc.
- Using a combination of the Info column and the Status, it can be viewed when any of the above actions last happened and how long it has been before the Contact has updated the system with their intent on the Bid (i.e. to respond or decline).
- Reminder messages could then be sent if required. See Bidding - Send Project Message.
Manage the Responses - Intent to Bid or Decline to Bid
It can be managed what the contacts response was
- Did the contact indicate that they intend to bid?
- Did the contact decline to respond?
- Is there no response? (if not, then go back to managing the messages sent)
- Contacts can update the Status to indicate their intent toward the bid, such as accepting the Bid or Declining to Bid.
- See Invitation to Bid - Email Sent and Responses.
- The Contact accepts the invitation to Bid, see Accept Invitation to Bid.
- The Contact Response shows in the Status column and with different color coding, see Bid Messaging List - Status and Colors and Bidding Messaging List – View.
- Filters can be set to see Accepted or Declined status. See Bidding Messaging List - Filter and Bidding Messaging List - Filter - Status.
For Accepted:
- Bid Reminder Due Date messages or addendum messages could then be sent as required. See Bidding - Send Project Message.
For Declined:
- Contacts can be monitored for to see how many times they declined Bids.
Contacts Submit the Bid
See Submit Bid.
View Bid Amounts and Analyze
To view Bid amounts and analyze them to determine who to award to, see Bidding - Managing - Bid Response - Status and Bid Amounts.
Manage the Award
See Bidding - Award.
