CONTEXT #
This guide is about the tender platform AjourTender, which is used to manage tenders, invite bidders and handle received offers. The guide shows the flow from a tender overview, into a specific tender, on to editing the tender – and from there to the dialog for inviting and changing the person registered as offer responsible on a given contract.
RELEVANCE #
You need this guide when:
- An offer responsible person has left or changed role, and another person must take over.
- You want to add a new bidder to a contract as a replacement for the existing one.
- The current offer responsible is no longer the correct contact person at the bidding company.
The function lets you update who at a bidding company is responsible for uploading and managing offer material on a specific contract.
PREREQUISITES AND REQUIREMENTS #
Make sure of the following before you follow the guide:
- You have access to AjourTender and are logged in.
- You have edit permissions on the tender in question – ONLY the tender administrator can perform this action.
- The tender is active or in a state that allows editing.
- You know the new offer responsible’s name, e-mail and company affiliation – or know whether the person has already been created in the system.
- The bidding company is already registered as a participant in the tender.
- If you are an offer responsible / bidder, you must contact the tender administrator and request the change.
GUIDE (step by step) #
Open the relevant tender #
Step 1: Click AjourTender in the top navigation bar to open the tender module. You see an overview of all tenders.
Step 2: Find the tender where you want to change the offer responsible, and click the Show button on that tender. The tender opens and shows a detail page with tabs for Tender/PQ, Tender materials, Questions, Correction sheets and Tender details.
Go to edit mode #
Step 3: Click the Menu button at the top left of the tender page. A dropdown menu opens with the options ESPD, Edit, Cancel tender and Log.
Step 4: Select Edit in the menu. The tender switches to edit mode, and a step-based wizard is shown at the top with the steps: Name & Case, Type & Form, Deadlines, Criteria, Contracts, Material and Result.
Navigate to contracts #
Step 5: Click step 5 – Contracts in the wizard’s top step menu. The page is updated and shows a list of the contracts linked to the tender, as well as a table with the invited companies and their associated offer responsible persons.
Step 6: Click the contract on the left side that you want to update the offer responsible for (e.g. MU, TØ or BE). The selected contract is highlighted, and the table on the right is updated with the companies and contacts linked to that specific contract.
Change offer responsible #
Step 7: Click the Invite bidder button above the table. A dialog opens with the title “Invite people to the contract: [contract name]”. The dialog is divided into three columns: Companies (left), People in [company name] (middle) and Selected users for this contract (right).
Step 8: Click the relevant company in the Companies column on the left. The middle column is updated and shows the users already registered under the selected company.
Step 9: Click the person in the middle column who is to take over the role as offer responsible. A warning appears – “A user has already been added from this company. Do you want to replace the current user with the selected one?”
Step 10: Click OK if you want to continue with the action: The person is automatically moved to the Selected users for this contract column on the right and is now shown with a highlighted (turquoise) tag.
Step 11: Click Cancel if you want to undo the action
Note: If the previous offer responsible still appears as selected in the right column, you can remove the person by clicking the cross (×) on the person’s tag before you add a new one.
If the new offer responsible does not exist in the system #
Step 12: Click the Add new user button at the bottom left of the dialog. A form is shown with the fields: Email, First name, Last name, Job title, Phone number and Company name.
Step 13: Fill in all mandatory fields (marked with validation errors in red text if skipped): Email, First name, Last name and Company name.
Step 14: Click the Create button to create the new user. The person is created in the system and linked to the selected contract as offer responsible. Click Cancel to cancel the creation and return to the search view.
Step 15: The user receives 2 e-mails from the EG Ajour system: 1. Activation e-mail and 2. Invitation e-mail to the tender. The user must activate the account personally before logging in.
Finish and save #
Step 16: The change takes effect / is saved immediately
Step 17: Click the Close button at the bottom right of the dialog to close the invitation dialog. You return to the contract overview, and the updated offer responsible now appears in the table under the Offers responsible column.
NEXT STEPS #
Once you have changed the offer responsible, you can:
- Verify the change by going back to the Tender/PQ tab and checking that the correct person now appears as offer responsible in the overview table.
- Contact the new offer responsible to confirm that the person has received access to the tender and is aware of the submission deadline.
- Review the other contracts in the tender to make sure offer responsible persons are correctly registered across all contracts.