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Bidding Setup: Form Layouts

There are several required forms for the Bidding sub-module. The Bid Package Kickoff form is used to capture data about the bid package. The other form layouts are used to configure notification emails which are sent to bidders.

You will need a form type that has three layouts associated with it. This form type will need to have Bid Package selected as the Field Set Type. Each of the form layouts also must include specific fields.

To configure your bid package form layouts:

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

    The System Administrator Dashboard page opens.

  2. Click Manage Forms link in the Company Administration column.

    The Manage Forms page opens.

  3. Follow a procedure below.

    See the Manage Forms topic to learn how to create a form type or build your form layout.

ClosedBid Package Kickoff Form Layout

The Bid Package Kickoff form layout is what your bid managers will see when they are creating a bid package. You can use our best practice layout, use an existing layout, or create your own.

The minimum required fields for this layout are:

  • Available Fields > Forms > Bid Package > Title

  • Related Fields > Specialized Forms > Bid Package > Bid Award Layout

  • Related Fields > Specialized Forms > Bid Package > Bid Budget Column Type

  • Related Fields > Specialized Forms > Bid Package > Bid Close Date

  • Related Fields > Specialized Forms > Bid Package > Bid Invitation Layout

  • Related Fields > Specialized Forms > Bid Package > Bid Open Date

  • Related Fields > Specialized Forms > Bid Package > Budget View

  • Related Fields > Specialized Forms > Bid Package > Condition Budget Column Type

Recommended fields for this layout are:

  • Related Fields > Specialized Forms > Bid Package > Bid Grace Period

  • Related Fields > Specialized Forms > Bid Package > Bid Grace Period Time Unit

    The Bid Grace Period fields allow Bidders to submit bids past the bid close date / time. This grace period can be set for hours or minutes. Bidders will see the Bid Close Date and Time but will not be able to see the grace period.

  • Related Fields > Specialized Forms > Bid Package > Bid Contractor Notes

    This field is visible to both bidders and internal users. It is used to add comments for the bidders to see.

  • Available Fields > Forms > All > Assignee(s)

    This field can be used to assign the bid package to a specific user on the project. This functionality is designed so that you can assign who is in charge of managing the bid package. If a bid package is assigned to a user, it is shown in the My Bid Packages dashboard widget.

ClosedBid Invitation Form Layout

The Bid Invitation form layout is used to configure the default content of the invitation email which will be sent to your bidders. The window that opens when you click Invite Bidders is not configurable.

Note:

If you want to include Lucernex field values in your email—such as the project name, address, and so on—enter the Lx Script Name in the following format: {TableName.FieldName}

To configure your bid invitation email:

  1. Click Build Layout link in the Actions column for the bid invitation form layout.

    The Layout Builder opens in a window.

  2. Enter Invite Bidders in the Search field at the top of the Fields menu.

  3. Drag and drop the Invite Bidders on a A small square gray button with a plus symbol in its center. icon in the layout.

  4. Click Ellipses button A small square gray button with an ellipses on it. on the field cell.

    The Edit Field window opens.

  5. If you want to use HTML in your email layout, select the Accept HTML check box.

  6. Scroll to the bottom of the window.

  7. Enter the subject of the email in the Bid Invitation Email Subject field.

  8. Enter the body of the email in the Bid Invitation Email Body field.

  9. Click Set Options.

    Your changes are saved.

  10. Click Save Layout.

    The window closes.Your changes are saved.

ClosedBid Award and Cancellation Form Layout

The Bid Award and Cancellation form layout is used to configure the default content in three emails which will be sent to your bidders: the award notification email, the losing bidder email, and the bid cancellation email. The window that opens when you click Award is not configurable.

Note:

If you want to include Lucernex field values in your email—such as the project name, address, and so on—enter the Lx Script Name in the following format: {TableName.FieldName}

To configure your bid award and losing bidder emails:

  1. Click Build Layout link in the Actions column for the bid award form layout.

    The Layout Builder opens in a window.

  2. To configure the bid award email:

    1. Enter Notify Winning Bidder in the Search field at the top of the Fields menu.

    2. Drag and drop the Notify Winning Bidder on a A small square gray button with a plus symbol in its center. icon in the layout.

    3. Click Ellipses button A small square gray button with an ellipses on it. on the Notify Winning Bidder cell.

      The Edit Field window opens.

    4. If you want to use HTML in your email layout, select the Accept HTML check box.

    5. Scroll to the bottom of the window.

    6. Enter the subject of the email in the Winning Bidder Email Subject field.

    7. Enter the body of the email in the Winning Bidder Email Body field.

    8. Click Set Options.

      Your changes are saved.

  3. To configure the losing bidder email:

    1. Enter Notify Losing Bidders in the Search field at the top of the Fields menu.

    2. Drag and drop the Notify Losing Bidders on a A small square gray button with a plus symbol in its center. icon in the layout.

    3. Click Ellipses button A small square gray button with an ellipses on it. on the Notify Losing Bidders cell.

      The Edit Field window opens.

    4. Scroll to the bottom of the window.

    5. If you want to use HTML in your email layout, select the Accept HTML check box.

    6. Enter the subject of the email in the Losing Bidder Email Subject field.

    7. Enter the body of the email in the Losing Bidder Email Body field.

    8. Click Set Options.

      Your changes are saved.

  4. To configure the bid cancellation email:

    1. Enter Canceled Bid Notification in the Search field at the top of the Fields menu.

    2. Drag and drop the Canceled Bid Notification on a A small square gray button with a plus symbol in its center. icon in the layout.

    3. Click Ellipses button A small square gray button with an ellipses on it. on the Canceled Bid Notification cell.

      The Edit Field window opens.

    4. Scroll to the bottom of the window.

    5. If you want to use HTML in your email layout, select the Accept HTML check box.

    6. Enter the subject of the email in the Canceled Bid Notification Email Subject field.

    7. Enter the body of the email in the Canceled Bid Notification Email Body field.

    8. Click Set Options.

      Your changes are saved.

  5. Click Save Layout.

    The window closes.Your changes are saved.

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