CONTEXT #
This guide describes how to edit a tender with the status Active in AjourTender (web version). Editing takes place in a guide with 7 tabs, where you can adjust everything from basic information to deadlines, contracts and material.
RELEVANCE #
You need this guide when information about an active tender needs to be updated or corrected – for example if you need to change deadlines, add contracts, revise or upload new tender materials.
PREREQUISITES AND REQUIREMENTS #
- You must have the permission “AjourTender – Tender administrator”
- You must have access to the AjourTender module
- The tender must have the status Active
Note: The Edit function in Menu is only available for tenders with the status Active. For other statuses, the following applies:
- Created: The button does not exist – the tender opens automatically in edit mode
- Approved: The button does not exist – the tender opens automatically in edit mode
- Closed: Can no longer be edited, but can be reopened or completed
- Cancelled: Can no longer be edited and cannot be reopened
- Completed: Can no longer be edited and cannot be reopened
Important: There is no Save button in the edit guide. Changes are saved automatically. Be aware that corrections take effect immediately.
GUIDE (step by step) #
Step 1: Go to the AjourTender tab in the top menu, and open the active tender you want to edit by clicking SHOW.
Step 2: Click the Menu button, and select Edit in the drop-down menu. The edit guide opens with 7 tabs at the top.
Step 3: On the Name & Case tab you can edit Tender name, Tender number, Short description, Contracting entity, External website and Contact person, and upload an image via Select image.
Note: Project, Currency and the functions under Quote/PQ material and prices – “Offer prices are including VAT” and “Offer/PQ material and prices are visible to the tenderer during the tender process.” cannot be edited once the tender has been activated. If you have made a mistake in these fields, you must create a completely new tender, or contact EG Ajour support and request that the tender be reopened.
Step 4: On the Type & Form tab you can see the selected Tender Type and Tender Form.
Note: Tender Type and Tender Form cannot be changed once the tender has been activated. If you have made a mistake in these fields, you must create a completely new tender, or contact EG Ajour support and request that the tender be reopened.
Step 5: On the Deadlines tab you can edit Deadline for questions and Deadline. Click the calendar icon next to the desired field to select a new date.
Note: Tender starts (publication) cannot be changed once the tender has been activated.
Step 6: On the Criteria tab you can see the selected Assignment criteria and any Selection criteria.
Note: Assignment criteria and Selection criteria cannot be changed once the tender has been activated. If you have made a mistake in these fields, you must create a completely new tender, or contact EG Ajour support and request that the tender be reopened.
Step 7: On the Contracts tab you can see and manage the contracts included in the tender, as well as which companies and users are linked as bidders. Click Invite bidder to add a new bidder to a contract or to change an existing company’s bidder (User).
Note: You can only add new contracts or rename existing contracts if the function under Name & Case – “Offer/PQ material and prices are visible to the tenderer during the tender process” was turned on before the tender was activated.
Step 8: On the Material tab you can handle the tender materials in the folder structure on the left. Click Menu next to a folder to see your options: Download as .zip, Create folder, Paste, Rename folder, Update and Delete. Use the Upload files button to add new files to the selected folder.
Warning: If you delete a folder, any subfolders and files in it are deleted at the same time. You must confirm the action before the folder is permanently deleted.
Step 9: Click the Result tab to see the current tender. You are now taken back to the tender’s normal view, where your changes are already saved and visible.
NEXT STEPS #
- Check the tender’s log to see an overview of the changes you have just made
- Review the tender materials to make sure that all relevant files are available
- Follow up on contracts and participants if new bidders have been invited