5. Common Workflows

This section walks through realistic scenarios that show how the Procurement tab is used end-to-end.

5.1 Issuing a Standard Tender Package

1. Trigger: A trade scope — for example structural steel — is ready to go to market.
2. Action: The project manager opens Procurement, clicks compose, and works through the four-step wizard: package details, recipients, attachments, then requirements.
3. Detail: They select the relevant subcontractors from the Trades panel, attach the drawings and specification, and tick the Submittal Requirements and Requested Documents that apply to a steel package.
4. Outcome: The package is sent to every selected recipient with a single Tender Closing Date, and progress can be tracked from the Procurement list from that point on.

5.2 A Recipient Reviews and Responds to a Package

1. Trigger: A subcontractor receives a Request for Quotation for a waterworks package.
2. Action: They open the package, read the details and cover letter on RFT & Addenda, and click Intend to Respond while they price the work.
3. Detail: Once pricing is ready, they open Submission Criteria, answer every Submittal Requirement and Requested Document with Yes, No, or N/A, then return to RFT & Addenda and click Submit.
4. Outcome: Submit opens a Compose Mail panel on the Mail tab with Tender Submission, To, and Subject already filled in; they attach their priced schedule, add a message, and click Send. The sender sees the Status move from Pending to Will Price and, once submitted, the response checkmark turn green.

5.3 Adding a Late Recipient After a Package Has Been Sent

1. Trigger: A subcontractor is recommended after a package has already been issued to the original shortlist.
2. Action: The sender opens the package, goes to Recipients & Submissions, and uses the Trades panel to select the new company or contact — the same panel used in Step 2 when composing the package.
3. Detail: The new recipient is added straight to the existing package rather than through the Mail tab, which is reserved for correspondence with a trade or tenderer already on the package.
4. Outcome: Every recipient — original and late — sits on the same package, and the response record stays traceable to a single package rather than being split across a follow-up.

5.4 Chasing Tenderers Who Haven’t Responded

1. Trigger: The Tender Closing Date on a package is approaching and some recipients are still showing Pending on Recipients & Submissions.
2. Action: The procurement administrator opens the package and checks the Status column to see who is outstanding.
3. Detail: They use the Follow Up Date set in Step 2 as a prompt to send a reminder, or contact outstanding recipients directly from the Trades panel.
4. Outcome: Outstanding tenderers are chased before the deadline rather than after it, reducing the chance of a late or incomplete submittal.

5.5 Reviewing Submittals Against What Was Requested

1. Trigger: Tender submissions start coming in ahead of the Tender Closing Date.
2. Action: The reviewer opens each submittal from the green checkmark on Recipients & Submissions and checks it against the Submittal Requirements and Requested Documents defined when the package was composed.
3. Detail: Any tenderer who hasn’t confirmed a requirement or included a requested document is flagged and followed up before the package moves to adjudication.
4. Outcome: Every submission is assessed on the same basis, since the requirements were fixed and communicated up front in Step 4 of the original package.