If the community has the Sourcing module enabled, users with the Community Administration or Community Management role can manage and configure setting.
Access Sourcing Administration Screen
To access the Sourcing Administration screen, go to the Administration module > select Modules > click Sourcing.
The Sourcing Administration screen will populate, displaying 7 tabs: Email Templates, Standard Criteria, Tags, Scales, Removed Supplier Reasons, Security Profile and Collaboration.
Email Templates Tab
Community Administrators can create and manage email templates for emails sent to suppliers informing about bids. The email uses tokens as placeholders for information specific to the bid, such as Supplier Name, Contact Name, Response Date, etc.
To Add A New Email Template
To add a new email template, select Add Email Template > a pop-up box will appear > complete the fields marked with a red asterisk. Making use of the tokens (at the top of the screen) where appropriate. If you desire to preview the new template, select Preview. Once completed, select OK.
To Update An Existing Email Template
To update an existing email template, locate the email template > select Edit > a pop-up box will appear > complete the fields marked with a red asterisk. Making use of the tokens (at the top of the screen) where appropriate. If you desire to preview the new template, select Preview. Once completed, select OK.
Set Default Email Template
To set a default email template, select the dropdown in the Default Template field > choose the desired template.
Delete Email Template
To set a delete an email template, in the desired email template field, select Delete.
Standard Criteria Tab
The community can pre-define a standard question sections that can be quickly added to bid requests.
Manually Add
Standard question sections can be manually added, by selecting +Add Question Section > a po-up box will appear to add the desired name in the Name field > select Add. To add addition question sections, click Add More.
Upload via CSV
Upload question sections by clicking Upload Question Sections > a pop-up box will appear, to download the template by selecting Download Template.
Once the file is updated, save file as a CSV file > click Browse > select OK.
Tags
Users evaluating sourcing bid responses can add tags against each supplier. The tags can be assigned to the desired supplier on the Responses tab of the bid request. Tags are automatically created when a user enters a new tag name when tagging a supplier.
Community Administrators can delete unwanted or old tags on the Tags tab, by selecting Delete. Deleting tags does not impact existing bid requests, but it will no longer be offered as a suggestion.
Scales
Scales are used to add specific evaluation scales for your community to choose when creating a bid request (e.g. 1-3, 0-10, 1-100). The desired evaluation scale allocated to the bid upon creation, will be used by the evaluators when scoring supplier responses.
Add a New Scale
To add a new scale, select +Add Scale > a pop-up box will appear > enter required information in the fields marked with a red asterisk > select Add. To add additional scales, click Add More.
Edit An Existing Scale
To update an existing scale, locate the desired scale > select Edit > a pop-up box will appear > update the Name field > click OK.
Delete An Existing Scale
To delete an existing scale, locate the desired existing scale > select Delete.
Removed Supplier Reasons
Supplier Reasons are used when a supplier is rejected during the bid request process. These values are used to assign a reason picklist.
To add a supplier reason code, select +Add Removed Supplier Reason Code > a pop-up box will appear > in the Name field, insert desired name > select OK.
To delete a supplier reason code, locate the desired reason code > click Delete.
Security Profile
Community Administrators can create security profiles that are assigned to bid request users. The Sourcing security profiles are customizable so that communities can configure access the way they want.
If the community desires to assign individual permissions to users rather than selecting group, check Ad-hoc Permissions box. Upon which, the listed permissions can be assigned to a user when adding them to the bid request.
For a descriptive list of ad-hoc permission, refer to the chart below.
Add Group Permission
A group permission defines the security role that will be assigned to users. Give the group a name (e.g. 'Reviewer') and then configure the permissions you will give to anyone assigned that group (e.g. 'Collaborate: Add Products').
To add a new group permission, select +Add Group Permission > a pop-up box will appear > in the Name box, insert the desired name > in the Permissions field, select the desired check boxes. The bubble help on the Group Permission screen explains the different permissions.
Once completed, click Save.
Edit Group Permission
To edit an existing group permission, locate the desired group name > select Edit > a pop-up box will appear > update the Name and Permissions fields > once completed, select Save.
Delete Group Permission
To delete an existing group permission, locate the desired group name > select Delete.
Below is a descriptive list of Ad-hoc Permissions:
| Permission | Description |
| Read | Allows the user to view the contents of the Bid Request including the summary, selected suppliers, attachments and Bid Request requirements. It includes access to the forums. |
| Administrator (Full Control) | Allows the user to view and update the contents of the Bid Request including the summary, selected suppliers, attachments and Bid Request requirements. It includes access to the forums. This allows the user to make any administrative changes to the Bid Request, including cancelling the Bid Request. |
| Collaborate: Add Requirements | Allows the user to add their requirements to the Bid Request. Used when collaborating with other buyers. |
| Collaborate: Update Requirements | Allows the user to add volume to existing requirements on the Bid Request. The user cannot add new lines. Used when collaborating with other buyers. |
| Workgroup Forum Read | Allows the user to read workgroup forum posts. |
| Workgroup Forum Write | Allows the user to read and post to the workgroup forum. |
| Notifications Read | Allows the user to read the public notifications area. |
| Notifications Write | Allows the user to post to the public notifications area. |
| Supplier Forum Read | Allows the user to read the supplier forums. |
| Supplier Forum Write | Allows the user to post to the supplier forums. |
| Can View All Scores | Allows the users to view all scores. (Organizations can keep scores hidden until the bid evaluation process is complete and scores can be reviewed collectively.) |
Collaboration
If a community wants to collaborate on bid requests with other organizations in the extended Unimarket community, this tab is used to select which communities to collaborate with. This will allow chosen communities to add your community to their bid requests. If you wish to add other communities to your bid request you will need to ask them to add you.
To add another community to the community bid, insert the community's name in the field > select Save.
The bottom field displays communities that have shared bid request collaboration with you, allowing your community to add them to your bid requests.