Effective communication with suppliers during a sourcing event, ensures that suppliers receive pertinent community information/updates and that the bidding process remains transparent and fair. 

In Unimarket, these communications are handled within the Sourcing module.

Sending a Standard Message

During the "Open" or "Under Evaluation" phase of an RFX, you can communicate with suppliers via the Messages tab.

1. Locate the Event: Go to the Sourcing module > select ID field enter the bid number.
2. Open the bid: Click on the bid Name or Number to enter the event dashboard.
3. Navigate to Messages: Click on the Messages tab.
4. Create New Message: Click the Add Message icon.

5. Define the Message Group:
   • Internal: Messages will be sent to collaborators in your community only. Suppliers will not see them.
   • Private: Message will be sent to the designated supplier participating on the bid. Other supplier will not see them.
     • Note: If you would like to include bid request members, select the desired name in the Mentioned Users field.
   • Public: Messages will be sent to all collaborators in the community and all invited suppliers.
     • Note: This feature can be used to send bulk messages to suppliers. 
6. Compose and Send: Enter your message in the Comment field, then click Send Message.

Message Types & Visibility

• Public Messages: When you send a message to all suppliers, it ensures a level playing field. Suppliers will see the message in their own Unimarket portal and receive an email notification.
• Supplier Queries: Suppliers can also send messages to you. These will appear in the Messages tab, and you will receive an email notification.

Award and Decline Notifications

These are formal messages sent at the conclusion of the sourcing event. Unlike standard messages, these are triggered by the Award action.

1. Finalize Evaluation: Once scoring is complete, go to the Award tab.
2. Select Winner(s): Choose the supplier(s) you wish to award.
3. Draft Notifications:
   • Award Note: Internal context regarding the decision.
   • Supplier Notification: The actual message sent to the winner and the declined participants.
4. Character Limits: Note that formal notifications are typically limited to 1,000 characters. (See Sourcing Module Character Limits).

Best Practices for Sourcing Communication

• Consistency: If one supplier asks a clarifying question that affects the scope of work, use the Public feature to share the answer with all participants.
• Audit Trail: Always send messages through the Unimarket portal rather than personal email. This ensures all correspondence is captured in the History tab of the RFX for audit and compliance purposes.

Troubleshooting Visibility

If a supplier claims they haven't received your message:

1. Check the Sent Tab: Verify the message status in the RFX Messages tab.
2. Verify Contacts: Ensure the supplier has an active user assigned as the "Primary Contact" for the sourcing event.
3. Email Filters: Advise the supplier to check their spam filters for emails originating from @unimarket.com.