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Bidding Setup: Post-Award Work Flow

Bid packages can kick off work flows that are automatically loaded with values from the awarded bid. After the Bid Manager awards the bid, these amounts are pulled into a custom list on the work flow kick-off form, which can then be used as a part of any purchase order or contract creation process.

If the work flow is not available for an entity type that the bid package can be added to, you must either enable the work flow kickoff form for that entity type or select a different work flow.

If the user closes out the work flow kickoff form before clicking the Add button, no work flow will be kicked off. If the user re-awards the bid, they will be prompted to kick off the work flow again.

Bid Managers can kick off a Post Award work flow from the Actions menu of the Bid Package Summary page. This allows Bid Managers to kick off the work flow even if they have closed the work flow kickoff form before completing it. Triggering the work flow in this manner will still auto-populate the data from the winning bidder.

Important!

Do not use the following fields in post-award work flows:

  • BidPackage.FirstPlaceBidderName

  • BidPackage.FirstPlaceBidderVendorName

  • BidPackage.FirstPlaceConditionedAmount

  • BidPackage.FirstPlaceSubmittedAmount

Instead, use the Issue.VendorID field—Lucernex will automatically populate your post-award work flow with the winning bidder's information.

ClosedCustom List Settings

You can configure a custom list to auto-populate with the bid line items and awarded amounts from the bid package.

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. Click A small, white, square button with a plus symbol in its center. next to the custom list whose layout you want to edit.

    A list of layouts appears below the custom list.

  4. Click Edit link in the Actions column of the layout you want to edit.

    The Edit Layout window opens.

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

    The field below the setting activates.

  6. Select a currency field from the field below the previous setting.

    This is the field which will be populated with the currency values from the bid. This field must be added to the custom list layout, as it will be the column that populates with the awarded bid amounts.

    If you have both the Auto-populate budget view lines and the Auto-populate bid award lines settings selected, only the line items from the bid award will appear in the work flow that is triggered by the bid package. However, if that work flow is kicked off from the Work Flow tab, the budget view line items will auto-populate while the bid award lines will not.

  7. Click Update Layout.

    The window closes.Your changes are saved.

ClosedForm Settings

The following is required for your post-award kickoff form:

  • The Issue.VendorID field

    The field can be on the main layout or a sub-layout.

  • Your custom list that contains the bid line items

ClosedBid Package Template Settings

To kick off a work flow after a bid has been awarded, you must select the work flow kickoff form from the Post Award Workflow field in the Add / Edit Bid Package Template window.

If the work flow is not available for an entity type that the bid package can be added to, you must either enable the work flow kickoff form for that entity type or select a different work flow.

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