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Procure: Set up submission windows
Procure: Set up submission windows

Learn how to setup submission windows to allow Bidders to submit documents.

Angelica Medallo avatar
Written by Angelica Medallo
Updated over a week ago

ℹ️ This feature is only available to Administrators.

The submissions tool presents a clear process for setting up submission requirements and collecting the relevant submission documents from Bidders. You can set up and run multiple concurrent submission windows with different end times within the Procure Room.

💡 Tip: If you have documents or returnable forms in the Document Index that you need the bidders to download and submit the edit edited version into the Submissions tool, please ensure that these documents DO NOT have security controls applied. If security is applied to the documents, they will not be able to upload/submit the documents into the Room. Consequently, you will lose their markups when the room is closed.

Manage submission windows

⚠️ Good to know: The Submission tool may look different depending on when your data room is setup. If you don't see the Manage button in Step 4, you are using a legacy style Submissions Room, simply skip ahead to these instructions: Legacy Submissions Room

To set up and manage your submission windows, follow these steps:

  1. Go to the Left menu. Under Manage, select Submission.

    💡Tip This option will only appear if the Project Type is set to Tender in the Settings. If you do not see the Manage Submissions option, please contact a member of the Client Success team via our live chat or [email protected].

  2. Select top right Manage and click on Add submission window.


  3. Name your submission window, add at least one folder, select a close date for this submission window and click Save.


    ⚠️ Good to know:

    • You can set up the submission window in advance. Saving the submission window will not start the submission.

    • You can define submission windows as 'locked' or 'unlocked.' If you do not tick the ‘Administrators can view documents during submission’ option, Admins will be able to see the progress of submissions during this time but will be unable to open the documents uploaded until the submission closes (locked). This setting can’t be changed once the submission window is started.

    • You can allow your bidders extra time extra minutes or hours to submit documents after the Close date. All files will have an indication if it was submitted prior to or post the Close date.

  4. Before starting the submission window, allow your Bidders to access to the Submissions folder by editing their team's security settings.

    💡Tip You can set up security for one team and use Copy security to duplicate the submissions security settings on other teams.Refer the steps here: Copy submission security.



    ⚠️ Good to know: Bidders can only see their own Submissions and upload if they have been given Access.

  5. When you are ready to start the submission window, go back to Manage Submissions > Manage > select Start window. An email will be sent to all Bidders (who have been granted access to the Submission Index) and Administrators to notify that submission period has started.


  6. You can also set and run multiple concurrent submission windows with different close dates and times by repeating step 1- step 5 above.


Legacy Submissions Room

⚠️ Good to know: If your data room was created before 2 February 2021, you will have the legacy style Submission Room

To set up your legacy Submissions Room, follow these steps:

  1. Go to Settings and Enable the Tender submission settings. If you do not see this option, please contact a member of the Client Success team via our live chat or [email protected].                


    💡Tip This option will only appear if the Tender Transaction type is selected

  2. Enter folder structures, separate each folder by a comma.


    ​   

  3. Enter submission close date and time. You can allow your bidders extra time to submit documents after the close date. By selecting this option you can allow extra minutes or hours after the initial close date. All files will be time stamped to indicate if submitted prior to or post the closed date.
    ​            

  4. Once completed, select Save.    

  5. The Submission tab will now appear on the menu with the Submission Structure created.


    ⚠️ Good to know: The folder structure will be set once a Bidder Team is created. If you add new folders only new teams will have access to them in the structure.

  6. Before starting the submission window, allow your Bidders to access to the Submissions folder by editing their team's security settings.

    💡Tip You can set up security for one team and use Copy security to duplicate the submissions security settings on other teams.Refer the steps here: Copy submission security.



    ⚠️ Good to know: Bidders can only see their own Submissions and upload if they have been given Access.

  7. Go to the Manage Submission Section and Start the submission.

⚠️ Good to know: Administrators will be able to see the progress of submissions during this time but won't be able to open the uploaded documents until the submission closes.


Next steps

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