Our document manager automates the distribution of all new and revised documentation to all bid packages and active bidding companies.
This article will explain the process of adding new versions of document files and the automation with the bidding module.
Step 1: Updating or adding documents
After updating new documents into a project's document register, our systems document manager will begin to search through all of the project's bid packages to identify the document changes per package.
Example: Uploading documents screen
Step 2: Bid Package Updates
When creating a bid package, the first step is to add related project documents.
Whenever those files are updated, all bid packages will automatically be updated with the new version of the file. All contractor's accessing a bid package from their own account will always see the latest version of a file.
Note: If new files are added (not already part of bid packages), you will need to add them into the related packages. This will automatically add the files to the Pending Transmittals send out.
Example: bid package file updates
Step 3: Bidding / Awarded Company Updates
After all bid packages have been updated, the document bot will search through all of the contractors who have been invited to the bid and create "Pending Transmittals".
A contractor will not be updated with a document transmittal update if their status is set to "Not Pricing". In addition, if a bid package has been "Awarded", only the successful contractor and related staff will receive document update transmittals.
When a contractor has completed their work, their status can be changed to "Job Completed" which will disable future document transmittals. See more details about this status here.
Example: Pending Transmittals to biding or awarded Companies
Step 4: Sending Pending Transmittals
The reason that all document updates are added to a "Pending" area is to help collate all updates throughout a day and issue 1 transmittal to Companies involved with a bid package and 1 transmittal per document folder to people shared access.
To send pending transmittals click the SEND ALL button or click into a specific transmittal to send only one.
Example: Sending Pending Transmittals
Alternatively, you can set a time per day to auto-send any pending transmittals to the project's network. Time is based on the project's timezone.
Example: Auto-send Pending Transmittals
Our Transmittal's guide will give further insights into search, emails, and transmittal PDF's.
Have more questions about bid document updates? Feel free to shoot us an email at firstname.lastname@example.org and our customer success team will be in touch.