Status of a tender

CONTEXT #

This guide describes the different statuses a tender can go through in AjourTender, and which functions are available to the tender administrator at each stage.

RELEVANCE #

As tender administrator you need to be able to see and understand which status a tender is in, which actions are possible at that time, and when the tender becomes visible and available to bidders. The status controls which menu items and buttons are available on the tender.

PREREQUISITES AND REQUIREMENTS #

• You must have access to the AjourTender module
• You must have the project permission AjourTender – Tender administrator
• At least one tender must have been created that the status flow can be followed on

GUIDE #

Status	Description of status	Trigger	Tender administrator’s functions	Visible to users? (Offer responsible persons and invited users)
Created	The tender is in draft mode. Participants may be linked, but they cannot access the tender yet.	The tender is created via the creation flow (Name & Case to Result).	Can edit all steps in the creation flow. Can click Approve to mark the tender as ready. Under Menu only ESPD and Log are available.	No – any participants cannot access the tender
Approved	The tender is still in draft mode but is now marked as ready, though not published. Status is shown as “Tender is approved”.	The administrator clicks Approve on a tender with status Created.	Can still edit all steps until publication. Invited bidders receive an invitation by e-mail. Under Menu only ESPD and Log are available.	No – any participants cannot access the tender
Active	The tender is published and running. Status is shown with a countdown to the submission deadline (“Tender will end in”).	Happens automatically when the tender’s publication date/time occurs.	Can be partially edited. Under Menu: ESPD, Edit, Cancel tender and Log. Participants can submit offers/PQ.	Yes
Closed	The submission deadline has passed. Status is shown as “Tender is closed”.	Happens automatically when the submission deadline expires.	Under Menu: ESPD, Reopen tender, Complete tender and Log. Under the Tender/PQ tab the buttons Send Result List and Complete selection are active, so the administrator can select winning offers.	No (the deadline has passed) The bidder can therefore not delete or change/edit the uploaded offer and any supplementary files either.
Cancelled (optional, only from Active)	The tender is cancelled and cannot be resumed. Status is shown as “Tender is cancelled”.	The administrator selects Cancel tender in the menu while the tender has status Active.	Under Menu: only ESPD and Log. The Send Result List button is still visible, but Complete selection is greyed out/inactive.	No

Status	Description of status	Trigger	Tender administrator’s functions	Visible to users? (Offer responsible persons and invited users)
Completed	The tender is finally completed. Status is shown as “Tender is completed” in a neutral, greyed-out box.	The administrator selects Complete tender in the menu on a tender with status Closed.	Under Menu: Remove from AjourBox and Log. The ESPD function is not present on completed tenders. Send Result List is still active, while Complete selection is greyed out/inactive.	No

NEXT STEPS #

• See the guide “Create new tender” to create a tender with status Created
• See the guide “Cancel a tender” for details on the cancellation process
• See the guide “Select winning offers and send result list” for actions in status Closed