RFQs

RFQs belong to a Request and represent an external share of that request.

Sending RFQs

To create an RFQ and send it to a supplier, simply click the "Send to Suppliers" button in the Actions bar when viewing a Request.

1

Select suppliers

Select the suppliers you want to send an RFQ to

2

Select contracts

Select the contacts for each supplier you want to send the RFQ to. The primary contacts for a supplier are automatically added by default.

You're all set! An separate email thread is created for each supplier. For a given supplier, all recipients are listed on the To: field so they can see who else received the RFQ and can coordinate internally. When suppliers respond, they will go directly to the sender.

Supplier access

To access RFQs, suppliers can simply click the magic link in the email. To confirm their identity and download part files, suppliers must enter a matching email address and then a one-time password sent to their email.

Expiration

Access to RFQs automatically expires 30 days after sending.

Revoking access

Access to files can be revoked at any time through the "Share" button on a Request or RFQ. This revokes access to download files but access through the share token remains until it expires.

Adding access

After you send an RFQ, you can add access to external users using the "Share" button on a RFQ. This does not automatically resend the RFQ to newly added users, but users can download files. This is useful if someone the Request was not originally sent to needs access to download files.

RFQs can be sent to shared email addresses (e.g., [e-mail]). Anyone with access to the shared inbox can download files by logging in with that email address and a one-time password sent to that address. Exercise caution when sending RFQs to shared inboxes to ensure all recipients are eligible to receive the shared files.

What the supplier sees

An RFQ look like this for a supplier:

Example of supplier view of RFQ

In order to download files, suppliers are prompted to enter their email and a one-time password:

Example of supplier verification prompt

Once logged in, suppliers can preview and download files:

RFQ status

RFQs have the following statuses:

• Open

• Complete

• No bid

• Canceled

You can click into an RFQ to view/manage details, add/remove access, and view the activity feed for that RFQ.