Sending Regret and Award Letters

How to: Send Regret and Award Letters

Sending Regret Letters:

  • Indicate who the awarded vendor is in the awarded section (see article on Submissions and Award).
  • In the 'Submissions and Award' tab, click on 'Send E-mail' and select Bid - Award Regret from the drop down:

  • The E-mail Wizard will appear, click “Next”:

  • Choose the appropriate template (you can set up templates in the 'Configurations' tab):

  • The template will auto populate certain fields in the template:

You have the ability to add an attachment by clicking “Browse”. Note: you can only add one file in this area. You can merge your files together into one document OR compress the files into a zipped folder.

You have the ability to override any of the pre-populated text. All tokens (ex. #TenderNumber#) will be populated by the system when the e-mail goes out, so you do not need to enter any information in there.

  • Click “Next” to continue.
  • The next screen will display the contacts that the e-mail will go to. The system will know who the unsuccessful bidders are. Click “Next” to continue. To remove a contact from the e-mail, click on the contact and click on “Remove Contact”:

  • Select the time and date for when the email should be sent out:

  • Click “Finish” to send out the e-mail:

Sending Award Letters:

  • Indicate who the awarded vendor is in the awarded section (see article on Submissions and Award).
  • In the 'Submissions and Award' tab, click on 'Send E-mail' and select Bid - Award Success from the drop down:

 

  • The E-mail Wizard will appear, click “Next”:

  • Choose your template (this can be set up in the Configuration Tab). Once the template is selected, certain fields will populate – you can override any of the fields:

You have the ability to add an attachment (ex. Award Letter) by clicking “Browse”. Note: you can only add one file in this area. You can merge your files together into one document OR compress the files into a zipped folder.

  • Click “Next” to continue.
  • This screen will display who the e-mail will go to. The awarded vendor will be populated in this area because they have been identified in the Awarded Section (if they have numerous contacts associated with that company profile, they will be displayed as well). To remove a contact from the e-mail, click on the contact and click on “Remove Contact”. Click “Next” to continue.

  • Select the time and date for when the email should be sent out:

*Complete guide on posting bid results, exporting submissions and award, and sending regret and award letters: see attachment.

 

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