Question management

Suppliers can use the supplier portal to send questions to the procuring entity in relation to active tendering processes. Questions requesting additional information can be sent until the deadline specified by the procuring entity on the procurement notice. 

 

If there are unanswered questions related to an active tendering process, a white question mark will be shown before the name of the tendering process. The creator will also be informed by email of every question that is sent. 

 

Unanswered questions are listed on the notice information page.

 

Outstanding questions can be answered using the ''Additional information questions'' or “Go to question management” function. 

 

Search for the relevant tendering process in the “Active” folder and transfer to question management from Information page using “Go to question management >>”

 

 

Question management function

 

Question management can be accessed from the front page by going to “Settings” > “Question management” or via a call for tenders' Information page. 

 

The calls for tenders are listed in the question management view. The calls for tenders with outstanding questions are shown at the top of the list.

 

 

 

Questions related to calls for tenders can be viewed by selecting a call for tenders.

Question management enables received, in progress and answered questions to be managed and new questions/ answers to be created. 

 

Received

 

The view shows a list of the received, unanswered questions at the time (number of). 

 

 

Answer

 

This function takes the user to question and answer management. 

• Question
  • Questions can be edited
• Bundle the selected questions to a single question if you like to add one or more unanswered questions to a question
  • A window will appear enabling you to add an unanswered question for processing
  • Select the desired question from the list and click “Add the selected questions”

• Answer
  • Enter an answer to the question in the field
• Links
  • A link can be added to the answer
• Attachments
  • An attachment can be added to the answer. The document file size cannot be larger than 100 megabytes, but there is no limit to the total number of attachments
    
    

When you have filled in the fields, the information can be saved without sending by clicking on “Save”. After saving, the question will be transferred to the “In progress” tab. "Return unanswered" deletes this answer and returns any questions that have been bundled with this question back to the received. 

 

• Recipients
  • Show recipients' e-mail addresses

• Additional recipients
  • In this field, enter the email addresses of people to whom you would like to send answers; one address per line. The answers will be sent automatically to all of the people who have reviewed the call for tenders

 

 

Bundle the selected questions into a single question 

 

You can bundle the desired questions into a single question by selecting the desired questions and clicking “Bundle the selected questions into a single question”. 

• Select the desired questions individually or select all of the questions by clicking “Select all”.
• The question will then open in a similar window to the “Answer” view. Detailed instructions on processing questions can be found in the section in question. 
  
  

 

In progress

 

The view shows a list of the questions that have been started answering, but answers aren't published yet.

 

Edit 

• Then question will open in a similar window to the “Unanswered, answer now” view. Detailed instructions on processing questions can be found in the “Unanswered, answer now” section.

 

Send selected answers

 

This function enables you to send several answers in a single email. 

• Select the desired questions individually or select all of the questions by clicking “Select all”.
• Recipients:
  • In this field, enter the email addresses of people to whom you would like to send answers; one address per line. The answers will be sent automatically to all of the people who have reviewed the call for tenders
• “Show recipients” displays a complete list of the people who have reviewed the call for tenders.
• “Edit” enables you to edit the answer before you send it.
• When the answers are ready, send them by clicking “Send selected answers as a single email“

 

Create new question/answer 

 

New questions/answers can be created in the “In progress” section. The same functions are available for creating new questions as for questions in progress. See more detailed instructions on creating new questions in the “Answer” section.

 

Answered

 

The “Answered” tab lists the questions that have been answered. The same functions are available for answered questions as for questions in progress. See more detailed instructions on managing answered questions in the “In progress” section.