For each tender, you can define a dedicated onboarding that a supplier must go through before participating in the tender. Below we explain where you define the onboarding. After that, we explain how to create an onboarding.
Setting up Onboarding
To define the onboarding, select the tab 'Procurement Information' in the virtual project space.
You see the field 'Initial Questionnaire.' By default, no onboarding is set, so every newly invited supplier can directly view the tender. To use an onboarding, you must have created it in the templates beforehand (see 'Creating Onboarding' below). To define a default onboarding, click 'Select Process.' In the pop-up, choose the appropriate process and click the + symbol to add it.
Creating Onboarding
Please go to Templates > Initial Questionnaire in the navigation bar.
Click on "New Template" at the top right to create a new template. Next, click on the edit (pencil) icon of the new template to modify it. To define your first question, select the + symbol at the top left, then choose one of the available options from the bar above.
Create the respective question, and then click on save. You'll see that the question appears on the left in the navigation bar.
You can now proceed with the next question.
Once you've created all the questions, click "To Project" in the action bar to return to the virtual project space.
Creating Questions
We'll now describe how to create different types of questions.
Open Text
For open text questions, you provide the supplier with the opportunity to answer in a free format. There's no automatic validation of the answer.
The open text question consists of a title, the question itself, and can optionally be supplemented with a detailed description.
- Start by entering the title of the question.
- If you want to add a descriptive text, input it in the "Description" field.
- Please formulate your question in the "Onboarding Question" field.
- If you wish to attach additional files, you can do so using "Attach File." If the answer needs to be manually reviewed and approved by you or your colleagues, click on "Require Approval" at the top right.
- Save your question using "Save" in the action bar.
Multiple Choice
This question format provides suppliers with a predefined set of answer choices and allows for selecting multiple answers. Both manual approval and automatic validation are possible. The Multiple Choice question consists of a title, the question itself, the answer options, and can optionally include a detailed description.
- Start by entering the title of the question.
- If you want to add a descriptive text, input it in the "Description" field.
- Please formulate your question in the "Onboarding Question" field.
- Now enter the answer options. To add more answer options, click the blue + symbol next to "Supplier Input." If you want to remove an option, delete options using the trash can icon.
- If you wish to attach additional files, you can do so using "Attach File."
- If the answer needs to be manually reviewed and approved by you or your colleagues, click on "Manual Approval" at the top right.
- If you want the supplier's response to be automatically validated, click on "Allow Mandatory Requirement." You now have the choice between "Minimum Requirement" and "Exactly": -Minimum Requirement: Select the options the supplier must meet at a minimum, but they can also provide better options. -Exactly: Choose all the options the supplier must fulfill without exception.
- Then, check the boxes next to the corresponding answers for automatic validation and approval.
- Save your question using "Save" in the action bar.
Single Choice
This question format provides suppliers with a predefined set of answer choices and allows for selecting only a single answer. Both manual approval and automatic validation are possible.
The Single Choice question consists of a title, the question itself, the answer options, and can optionally include a detailed description.
- Start by entering the title of the question.
- If you want to add a descriptive text, input it in the "Description" field.
- Please formulate your question in the "Onboarding Question" field.
- Now enter the answer options. To add more answer options, click the blue + symbol next to "Supplier Input." If you want to remove an option, delete options using the trash can icon.
- If you wish to attach additional files, you can do so using "Attach File."
- If the answer needs to be manually reviewed and approved by you or your colleagues, click on "Require Approval" at the top right.
- If you want the supplier's response to be automatically validated, click on "Allow Mandatory Settings." Then, check the box next to the "correct" answer among the answer options for automatic validation and approval.
- Save your question using "Save" in the action bar.
Document Query
This question format requests the supplier to upload a document. This question type always requires manual review.
The document query consists of a title, the question itself, and a file upload.
- Start by entering the title of the question.
- Please formulate your question in the "Onboarding Question" field.
- If you want to attach a file template, you can do so using "Select File."
- The answer needs to be manually reviewed and approved by you or your colleagues.
- Save your question using "Save" in the action bar.
Yes/No (Boolean) Question
This question format provides suppliers with a predefined set of 2 answer choices, allowing for selecting only a single answer. Both manual approval and automatic validation are possible.
The Yes/No question consists of a title, the question itself, the 2 answer options, and can optionally include a detailed description.
- Start by entering the title of the question.
- If you want to add a descriptive text, input it in the "Description" field.
- Please formulate your question in the "Onboarding Question" field.
- Now enter the answer options.
- If you wish to attach additional files, you can do so using "Attach File."
- If the answer needs to be manually reviewed and approved by you or your colleagues, click on "Require Approval" at the top right. If you want the supplier's response to be automatically validated, click on "Allow Mandatory Settings." Then, check the box next to the "correct" answer among the answer options for automatic validation and approval.
- Save your question using "Save" in the action bar.
Numeric
This question format allows suppliers to provide a numerical answer to your question. Both manual approval and automatic validation are possible.
The Numeric question consists of a title, the question itself, and can optionally include a detailed description.
- Start by entering the title of the question. If you want to add a descriptive text, input it in the "Description" field.
- Please formulate your question in the "Onboarding Question" field.
- If you wish to attach additional files, you can do so using "Attach File."
- If the answer needs to be manually reviewed and approved by you or your colleagues, click on "Manual Approval" at the top right.
- If you want the supplier's response to be automatically validated, click on "Allow Mandatory Requirement." You now have the choice between mathematical operators = (exactly/is equal to), > (is larger than), and < (is smaller than). Choose the appropriate operator.
- Then, enter the reference value to be compared in the input field for automatic validation and approval.
- Save your question using "Save" in the action bar.
Editing and Deleting Questions
If you want to edit a question, select it on the left navigation.
You can now either delete it by clicking the red trash can icon or edit it by clicking the blue edit icon.
If you choose to edit, save the new version by selecting "Save" in the action bar.