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Bidding Setup: Award Approval Work Flow

You can configure your bid packages to go through a tiered bid award approval process. This gives you greater control over the bidding process by requiring bid managers to seek approval for bids that exceed a certain amount, or by requiring bid managers to seek approval regardless of amount.

The Award Approval action appears in the Actions menu of the Bid Package Summary page if two conditions are met:

  1. There is a kickoff layout selected in the Award Approval Workflow on the bid package template, and

  2. The bid close date has passed.

When the Bid Manager clicks the Award Approval button, the kickoff form for the bid award approval work flow opens. The Bid Manager and the approvers must complete the work flow. When the work flow is in progress, bids and bid package data cannot be edited.

If the bid award is approved, the value of the Bid Package Status changes to Approved. Once this happens, the Award button appears in the Actions menu of the Bid Package Summary page.

ClosedCustom List Settings

Note:

You must add two currency fields to your custom list: one to contain the submitted amounts, and one to contain the conditioned amounts. These fields must also be added as columns to your custom list layout.

To configure your custom list:

  1. Click Admin in the toolbar in the upper-right corner of the window.

    The System Administrator Dashboard page opens.

  2. Click Manage Custom Lists link in the Company Administration column.

    The Manage Custom Lists page opens.

  3. Find the custom list you want to configure.

  4. Expand the custom list by clicking the Plus button A small, white, square button with a plus symbol in its center..

  5. Click edit link in the Actions column of the custom list layout you want to configure.

    The Edit Layout window opens.

  6. Select the Auto-populate bid award lines check box.

  7. Select the currency field you want to use for the conditioned amounts from the Conditioned Amounts field.

  8. Select the currency field you want to use for the submitted amounts from the Submitted Amounts field.

  9. Click Update Layout.

    Your changes are saved.

ClosedForm Settings

Add your bid award approval form as a form layout. You should add this form layout to the form type used for your bid package. If you have multiple form types for different bid package types, you must add a bid award approval layout to each form type—you cannot use the same layout for multiple bid packages. The form type must have the Bid Package Field Set Type.

There are only two required components for your bid award approval form layout:

  • The custom list containing the bid line items

    Configuration of this custom list is described in the section above.

  • The Bid Award Approval Status (BidPackage.CodeBidPackageAwardStatusID)

    This field can be found in the Related Fields > Specialized Forms > Bid Package folder of the Page Layout Editor.

ClosedWork Flow Step Settings

You can configure your bid award approval work flow to meet the needs of your organization. However, you must add an action on a work flow step to change the value of the Bid Approval Status of a bid package.

This functionality is only available for Form steps.

Important!

Only the out-of-the-box Approved status will set the Bid Approval Status to approved. If you create additional status values, they will function as a rejection.

To configure this setting on an action on a work flow step:

  1. Click Admin in the toolbar in the upper-right corner of the window.

    The System Administrator Dashboard page opens.

  2. Click Manage Work Flows link in the Company Administration column.

    The Manage Work Flows page opens.

  3. Find the work flow you want to configure.

  4. Expand the work flow steps by clicking the Plus button A small, white, square button with a plus symbol in its center. .

  5. Click edit link in the Actions column of the step you want to add an action to.

    The Edit Step window opens.

  6. Click edit link for the action you want to modify.

    The Manage Work Flow Step Action window opens.

  7. Select the Update Bid Award Approval Status check box.

  8. Select the status this action should set the Bid Approval Status to from the drop-down menu.

    Important!

    Only the out-of-the-box Approved status will set the Bid Approval Status to approved. If you create additional status values, they will function as a rejection.

  9. Click Update.

    The window closes.

  10. Click Update.

    The window closes.Your changes are saved.

ClosedBid Package Template Settings

Note:

The kickoff form for your bid award approval work flow must be in the same form set as your other bid package forms.

To configure the bid award approval work flow for a bid package:

  1. Click Admin in the toolbar in the upper-right corner of the window.

    The System Administrator Dashboard page opens.

  2. Click Manage Bid Package Templates link in the Company Administration column.

    The Manage Bid Package Templates page opens.

  3. Click Edit link in the Actions column of the bid package template you want to configure.

  4. Select the appropriate work flow kickoff form from the Award Approval Workflow field.

  5. Click Update.

    Your changes are saved.

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