How to add documents and notes to an RFQ

Organisation users are able to add and update documents that have been attached to an RFQ, as well as add internal notes that are not visible to vendors. 

If you are looking for other ways to communicate with vendors outside of version controlled documentation, see How to correspond with vendors.

Add or update RFQ documents

"RFQ Documents" refers to documents that are provided by you to vendors on the RFQ so that they can understand the scope of your needs for the sourcing event. They are typically initially added during the creation of an RFQ, but can be added during the course of the RFQ also.

In addition to adding new documents to the RFQ (on top of those added in the create RFQ process), you can also update (or "revise") documents already on the RFQ.

There are a couple of ways to get to add or update documents, however both routes will end up issuing an Addendum to vendors. This is due to RFQ documents being critical scope components of a sourcing event and the vendors' resultant offers.

To add or update a document in an open RFQ:

Via the RFQ Documents tab:

1. Navigate to Projects > Requests for Quotation from your Felix dashboard
2. Locate the RFQ that you would like to update or add documents to
3. Hover over the ‌more icon beside the relevant RFQ
4. Select View Details from the drop-down menu
5. Navigate to the Documents tab of the RFQ
6. Click the Add or Update Document button
7. Fill out the addendum message with your required details
8. Upload your new or revised document in the field provided
9. Once the document has uploaded you can categorise it as a Revision to an existing document, or as a New Document (Not a Revision) using the drop-down menu
10. Click the Send button

Via the RFQ Communications tab:

1. Navigate to the Communications tab of the RFQ of interest
2. Select the Addendum communication type
3. Fill out the title, reference number (optional) and message body
4. Select whether you wish to revise or upload files from your local computer, or from an external source
5. Upload your document in the field provided
6. Once the document(s) has uploaded, Felix will compare the filename(s) against files already in the RFQ and prompt you to categorise it as a Revision to an existing document, or as a New Document (Not a Revision).
7. Click the Send button.

When you add or update a document, vendors related to the RFQ will receive an email notifying of an addendum, and a message in their Communications tab of the RFQ, to ensure they stay up to date with the latest version of documents.

There may also be a section in the Addendum form to issue a version of a pricing schedule, for some categories of sourcing event. See Editing and issuing a revision to a Pricing Schedule for more details.

The maximum file size for documents that are able to be uploaded to Felix is 300 MB. For a list of supported file types, see File type support.

View the revision history of a controlled document

To view the revision history of a document:

1. Navigate to Projects > Requests for Quotation from your Felix dashboard
2. Hover over the ‌more icon beside the relevant RFQ
3. Select View Details from the drop-down menu
4. Navigate to the Documents tab of the RFQ
5. Locate the relevant document in the list
6. Click the number in the Revisions column to open the revision history

Add internal notes to an RFQ

Felix is a collaborative, real time platform where your whole team can work on an RFQ. If you wish to capture notes relevant to your internal teams, available to everyone who needs it, and linked to the RFQ, you can add a note to an RFQ.

To add an internal note to an RFQ:

1. Navigate to Projects > Request for Quotation from your Felix dashboard
2. Locate the RFQ that you would like to add internal notes to
3. Hover over the ‌more icon beside the relevant RFQ
4. Select View Details from the drop-down menu
5. Navigate to the Notes tab of the RFQ
6. Enter your note into the field provided
7. Click the Save button

These notes are only visible to organisation users and will not be visible to vendors.