The Sourcing Administration screen allows users with the Community Administrator or Community Management role to manage and configure various settings for the Sourcing module.
Accessing Sourcing Administration
Navigate: Go to the
Administrationmodule > select Modules > click Sourcing.The screen displays seven tabs: Email Templates, Standard Criteria, Tags, Scales, Removed Supplier Reasons, Security Profile, and Collaboration.
Email Templates Tab
This tab is used to create and manage email templates for supplier bid notifications, utilizing tokens as placeholders for specific bid information.
| Action | Procedure |
|---|---|
| Add New Template | Select Add Email Template > complete fields marked with a red asterisk (using tokens where appropriate) > select Preview (optional) > select OK. |
| Update Existing Template | Locate the template > select Edit > update fields > select Preview (optional) > select OK. |
| Set Default | Select the desired template from the dropdown in the Default Template field. |
| Delete Template | Locate the desired email template field > select Delete. |
Standard Criteria Tab
This tab allows the community to pre-define standard question sections for quick addition to bid requests.
| Action | Procedure |
|---|---|
| Manually Add | Select +Add Question Section > a pop-up box appears > add the desired name in the Name field > select Add. Click Add More for additions. |
| Upload via CSV | Click Upload Question Sections > a pop-up box appears > select Download Template. Once the file is updated (saved as a CSV), click Browse > select OK. |
Tags Tab
Tags are used by evaluators on the Responses tab of a bid request to label or group suppliers. Tags are automatically created when a user enters a new tag name.
Delete Tags: Community Administrators can delete old or unwanted tags by selecting Delete. Deleting a tag does not affect existing bid requests but removes it from future suggestions.
Scales Tab
Scales define the available scoring ranges (e.g., 1-3, 0-10, 1-100) used by evaluators when scoring supplier responses on a bid request.
| Action | Procedure |
|---|---|
| Add New Scale | Select +Add Scale > enter required information in fields marked with a red asterisk > select Add. Click Add More for additions. |
| Edit Existing Scale | Locate the desired scale > select Edit > update the Name field > click OK. |
| Delete Existing Scale | Locate the desired existing scale > select Delete. |
Removed Supplier Reasons Tab
Supplier Reasons are used to provide picklist values when a supplier is rejected during the bid request process.
| Action | Procedure |
|---|---|
| Add Supplier Reason | Select +Add Removed Supplier Reason Code > a pop-up box appears > insert the desired name in the Name field > select OK. |
| Delete Supplier Reason | Locate the desired reason code > click Delete. |
Security Profile Tab
This tab manages Sourcing security profiles, which can be assigned to bid request users.
Allow Ad-hoc Permissions: Checking this box allows the system to assign individual permissions to users, rather than requiring selection of a predefined group.
Ad-hoc Permissions Descriptions
| Permission | Description |
|---|---|
| Read | Allows viewing the bid contents (summary, suppliers, attachments, requirements) and access to the forums. |
| Administrator (Full Control) | Allows viewing and updating all bid contents and making administrative changes (including cancelling the Bid Request). |
| Collaborate: Add Requirements & Evaluations | Allows the user to add new requirements to the Bid Request. |
| Collaborate: Update Requirements & Evaluations | Allows the user to add volume to existing requirements but not add new lines. |
| View Internal Messages | Allows the user to view Internal messages. |
Write Internal Messages | Allows the user to view and write messages to Internal members. |
Write Public Messages | Allows the user to send Public Messages to all collaborators and invited Suppliers. |
| View Private Messages | Allows the user to view the Private Messages. |
Write Private Messages | Allows the user to view and write Private Messages. |
| Can View All Scores | Allows viewing all scores (even if they are set to be hidden until evaluation is complete). |
Managing Group Permissions
| Action | Procedure |
|---|---|
| Add New Group | Select +Add Group Permission > insert a desired name (e.g., 'Reviewer') > select desired permissions via check boxes > click Save. |
| Edit Existing Group | Locate the group name > select Edit > update Name and Permissions fields > click Save. |
| Delete Group | Locate the desired group name > select Delete. |
Collaboration Tab
This tab manages which other organizations in the extended Unimarket community can be added to your community's bid requests; enabling cross-community collaboration.
Add Community: Insert the community's name in the field and select Save. (This allows the other community to add your community to their bids. You must ask them to add you to allow your community to add them to your bids).
Communities Shared With You: The bottom field displays communities that have already shared bid request collaboration with you, allowing your community to add them to your bid requests.