3. Managing a Sent Package

This section covers the sender’s side of a package after it has gone out — tracking responses, editing the record, and communicating changes. For the recipient’s side, see Section 4, Responding to a Package.

3.1 Opening a Sent Package

Once a package has been sent, click it from the Procurement list to open it in its own tab, labelled with its mail reference (for example RFP-000001) alongside Inbox, RFI, Procurement, and Files. As the sender, the package opens on seven tabs — RFT & Addenda, Contract Information, Documents, Submission Criteria, Recipients & Submissions, Mail, and Access & Security — covering everything you set up when composing it, now viewable and, on most tabs, editable.

3.2 Package Types, Addenda, and Mail

It’s worth being clear on two separate things: what kind of package you’re sending, and how you communicate about it once it’s out. Package Type (set in Step 1) classifies the package itself:

• RFT — Request for Tender — the most contractual of the three, used when you want a formal, binding tender response.
• RFP — Request for Proposal — used to invite a broader response covering approach and pricing, with more room for the tenderer’s own methodology.
• RFQ — Request for Quotation — used to simply request pricing for a defined scope.

Whichever type you choose, the tab you open the package on always keeps the fixed label RFT & Addenda — it isn’t tied to the specific type selected, it’s just where the original package and any formal addenda live.

Addenda and Mail, by contrast, are the two correspondence channels you use once a package is out, and they’re not interchangeable:

• Addenda — an explicit, structured change to a package’s scope, timeline, or commercial terms, sent via Add Addendum. It updates the contract baseline and becomes part of the formal record.
• Mail — day-to-day dialogue, clarification, and coordination with a trade or tenderer already on the package — useful as evidence of intent or notice, but it doesn’t change the contract documents.

Keeping the two separate means the full contractual history of a package sits in RFT & Addenda, without digging through everyday correspondence to find it, while the project team can still communicate quickly through Mail without extra process for routine updates. Mail is open and immediate — anyone on the project team can send one — while addenda are treated as a controlled process, since they change what’s legally expected of both sides.

3.3 RFT & Addenda

This is the tab a sent package opens on. Whatever the package’s own Package Type — RFT, RFP, or RFQ — this tab always keeps the label RFT & Addenda; it isn’t tied to the specific type you chose. The panel on the left lists the original package and any addenda sent afterwards, each showing the sender, date and time, subject, recipient count, and attachment count.

Click any entry to display its full content on the right — a formatted record showing the Project, Mail Ref, package title, key details (From, Company, Project Location, Estimated Budget, Tender Closing Date, Follow Up Date, Project Start Date, Project End Date, Type, and Sent date and time), and the cover letter or addendum message beneath.

3.4 Sending an Addendum

If a package needs a correction or update after it has been sent, add an addendum from the RFT & Addenda tab rather than editing the record silently.

1. From the RFT & Addenda tab, click Add Addendum. This opens the Compose Mail panel.

• Addendum / Addenda — select the type of addendum you’re issuing from the dropdown.
• Recipient — confirm who the addendum is addressed to.
• Subject — prefilled as “RE: ” followed by the original package title — edit it if needed.
• Documents — attach an updated file from your device or from the correspondence workspace, using the paperclip and folder icons.
• Message — type the addendum text in the editor below the subject line.

2. Click Send.

The addendum then appears as a new entry in the RFT & Addenda thread on the left, alongside the original package and any earlier addenda.

3.5 Contract Information

This tab shows the same fields you set in Step 1 of the Compose Proposal Package wizard — Package Title, Package Type, Issued By / Company, Project Location, Estimated Budget, Tender Closing Date, Project Start Date, Project End Date, Follow Up Date, and Cover Letter — now displayed as a read-only record.

1. Click Edit, top right, to unlock the fields.
2. Update whichever fields need to change.
3. Save your changes.

3.6 Documents

This tab holds the tender documentation attached to the package, organised in a folder named after the package’s mail reference.

1. Click Upload File to add a new or updated document to the package folder.
2. Click a folder or file in the list to open it.
3. Click Download All, top right, to export every file in the package at once.

3.7 Submission Criteria

On the sender’s side, this tab shows the same Submittal Requirements and Requested Documents panels from Step 4 of the wizard, and works the same way — tick or untick items, edit an existing item using its pencil icon, or add a new one. On the recipient’s side these same items appear differently — see 4.3, Answering Submission Criteria.

1. Tick or untick any Submittal Requirement or Requested Document to change what’s asked of tenderers.
2. Click the pencil icon next to an item to edit its wording.
3. Type a new item into Add a new question and click Add Submittal Requirement or Add Requested Documents to add it to the list.

3.8 Recipients & Submissions

This tab lists every recipient added in Step 2 of the wizard, grouped by trade, with a Progress column and a Status column so you can see at a glance who has responded and where each submission stands.

The Status badge starts at Pending and updates as the recipient acts on the package:

• Pending — the recipient has not yet actioned the package.
• Will Price — the recipient has clicked Intend to Respond, confirming they intend to work on and price the package (see 4.4).

The Progress column shows a small set of icons reflecting the recipient’s activity, including a folder icon that turns yellow once the recipient has opened the mail, and a checkmark that turns from grey to green once they have submitted their response.

Click the green checkmark once a recipient has responded to open their latest submission.

You can also add a new recipient to the package from here. Open the Trades panel — the same one used in Step 2 when composing the package — and select the new company or contact; they’re added to the existing package straight away. This is not done through the Mail tab, which is for correspondence with a trade or tenderer already on the package, not for adding new ones.

3.9 Mail

This tab is a log of correspondence tied to the package — Mail Ref, From, Mail Type, and Communication — separate from the RFT & Addenda thread. A recipient’s tender submission also lands here, shown with Mail Type SUBMITTAL.

Use Mail for day-to-day correspondence with a specific trade or tenderer already on the package — questions, clarifications, or their submission. It isn’t the place to add a new recipient (use the Trades panel on Recipients & Submissions) or to change the contract terms of the package (use Add Addendum on RFT & Addenda — see Sending an Addendum).

3.10 Access & Security

This tab has two parts. Owner Information shows the primary contact for the package — Full Name, Company, and Email Address. Notification Watchers lets you control who else is kept in the loop.

1. Use Select users to notify under Notification Watchers to add team members who should receive emails and package updates.
2. Use Select restricted users under Restricted Users to block specific team members from accessing or viewing this package.
3. Click Update Access to apply your changes.