How to import documents from Asite

Before you can import files from Asite to an RFQ, you must connect the Felix Project to Asite. 

To learn more about how to connect to Asite, see How to connect Asite and Felix.

Importing Asite files when creating an RFQ (Legacy workflow)

To import an Asite file when creating an RFQ:

1. Navigate to Projects > Requests for Quotation from the main menu.
2. Click the New RFQ button in the top right corner.
3. To complete each section in the Job Summary tab, refer to How to create an RFQ
4. Go to the Documents tab after completing the Job Summary tab.
5. Click the Import from Asite button beneath the relevant document group.
   
   

Import Asite files when using RFx

To import an Asite file when using RFx:

1. Navigate to Projects > Requests for Quotation from the main menu.
2. Click the New RFQ button in the top right corner.
3. Select the project and folder for the RFQ
4. If you select the "Quick request template", proceed to the next step.
   
   

   If you choose to use the "Legacy Workflow", or "Detailed Request" templates, refer to the instructions above in “Importing Asite files when creating an RFQ (Legacy workflow)”, from step 3.

   
   
5. Proceed with completing the details of the request.  For more information on using RFx, see RFx Events (Alpha Release): How to Create an RFQ
6. In the Attachments section, expand the Document group you wish to import files into, and then click the “Asite Import” button.
   
   

Filtering Asite document files

This allows you to search using parameters that are unique to each Asite project.

1. Select an option from the filter dropdown to filter documents by a specific parameter, such as Document Title.
   
   
   
   
2. Depending on the field you are filtering by, you might need to enter more information (e.g., enter part of the 'Document Title' or 'Document Ref'), or select an option from a dropdown list (e.g., ‘Status’ or ‘Purpose of Issue’).
3. (Optional) Select Add Filter if you need to narrow down your search even more.
   
   
   
   
4.  Click the Apply Filters button. 

Clicking the Apply Filters button without selecting any options from the dropdowns will give you a long list of files that are available within Asite for the mapped project.

Selecting Asite project files to import

1. To select which document you would like to import to an RFQ, click the checkbox beside the document number. You can select one or multiple files at once.
2. When ready, click the Import to RFQ button.
   
   

Refer to How to add services to an RFQ to proceed with the next step.

Secondary files are not supported for import to Felix. If you select a document with a secondary file attached, only the main file will be imported into Felix

Importing Asite files to a live RFQ

To import an Asite file to a live RFQ:

1. Navigate to Projects > Requests for Quotation from the main menu.
2. Locate the RFQ that you would like to import the Asite file to by using the quick search or filters.
3. Click on the RFQ Job Name or hover over the ellipsis icon and select View Details from the options.
4. Go to the Documents tab.
5. Click the Add or Update Document button. You will be directed to the Communications > Addendum tab.
6. Update the following fields:

(Required) Title - Enter a title for the addendum in the field provided.

(Required) Body - Enter your message in the field provided.

(Optional) Ref # - Enter a reference number in the field provided.

7. Select Add new files from an external source
8. Select the relevant Services and Document Group from the dropdowns.
9. Click the Import from Asite button.
10. Select an option from each dropdown to filter and click the Apply Filters button.
11. To select which document you would like to import to a live RFQ, click the checkbox beside the document number.
12. Click the Import to RFQ button
13. When ready, click the Send button