Buyers can organize their RFQs by grouping them into Projects.
Projects can have properties of their own and can be used by buyers to store internal information about an upcoming or in-progress purchasing project.
By organizing RFQs into Projects, Buyers can quickly see all RFQs of a given context, filter from the RFQ Dashboard, and Export Awarded submissions at a project level.
Create new project folder
Buyers can create new projects from the new Projects tab, found at the top of the screen, next to the existing Suppliers tab. From here, click on the large New Project Folder button.
This will bring up the Create New Project Folder form, where buyers can set basic information about the project. At minimum, a project only needs a name.
Note: Projects are NOT viewable by suppliers. So buyers can use the notes section as a place for relevant internal details (ex: current suppliers, pricing, etc.)
Projects dashboard
All projects appear on the Projects Dashboard, which is accessible by clicking on the Projects tab at the top of the screen. The Projects dashboard is a single view where buyers can see ALL projects and high-level information about those project (for example, the # of RFQs in the project and the deadline.
All Projects have 1 of 2 statuses, either Active or Archived. Projects can be filtered by these statuses from the dashboard page.
Project details page
By clicking on a project from the Projects Dashboard, buyers can view details about that project. The Project Details page provides a way of seeing all relevant details about the project in focus. SourceDay shows you...
- Project Name
- Status
- Project Deadline
- Internal Notes
- Documents
- RFQs associated with the project
On this page, buyers have the following actions:
- Edit the Project
- Archive the Project & its RFQs
- Note: Archiving the project also archives ALL of the RFQs linked to the project and is only available if none of the RFQs have status of Published
- Add, Delete, Download Documents
- Create new RFQ
- this new RFQ will be automatically linked to the Project that it was created from
- Note: RFQs can only be linked to 1 project
Project export - Awarded RFQ lines
Buyers can export awarded RFQ lines at the project level by selecting clicking Export Awarded Items from the Project Details page
The Project export will export an Excel (.XLSX) document that contains the following headers:
| Part # | Supplier | Supplier Contact | RFQ Title | Award Quantity | Cost per Unit | Unit of Measure | Line Total |
Note: The Project export is only exporting RFQ lines that were awarded (i.e. If a line was not awarded to a supplier, the line will not be included in the export)
Filter RFQs by project
With Project folders, buyers can now filter RFQs on the RFQ dashboard by their associated Project. Once Projects have been added, the filters will appear on the lefthand side of the RFQ Dashboard page as well as the Archived RFQs page.
RFQs on the Dashboard can be filtered only by Active Projects, while RFQs on the Archived page can be filtered only by Archived projects.
Add existing RFQs to a project
RFQs can be linked to a Project by the create modal, which will now include a dropdown for associated project.
RFQs that already exist can also be linked to a project from the RFQ Details page. If the RFQ does not have a Project, link it to one by clicking Add to Project and selecting the project from the dropdown list.
If the RFQ already has a project, you can view the linked project by clicking the Link to Project button.
Or if you'd like to change the linked project, click on Edit, and then select the new project from the dropdown.
Bulk update project
Buyers are able to add RFQs to a project in bulk right from the Request dashboard by selecting the checkbox (the same one used for Bulk Archives). To bulk update the associated project for multiple RFQs, follow the steps below:
- Select RFQs using the checkbox on the RFQ dashboard
- Click "Bulk Update Project" from the lightning bolt icon on the header
Select which project to add these to or select "NO PROJECT" if you wish to remove the associated project from the selected RFQs