RFx Template Configurations

Last updated August 29, 2023
Written by Princess Luzadas
  • Organisations like yours typically have many forms of sourcing events issued to the market. To reflect the variety of events such as RFQ, RFP, and EOI, we have adopted the term "RFx". This new feature in the Alpha release testing phase also brings the ability to start configuring multiple templates for quick access to the most common events for your organisation.
  • This feature is in a pre-release testing phase (Alpha release) and can only be enabled by your organisation's Customer Success Manager at Felix. Event features are currently limited to the simplest needs for quick requests to market and to test user experience and RFx template configurations. Use the "legacy" RFQ process (guidance below) if you require additional features.'

The following guide relates to organisations where the RFx feature has been enabled for testing. For all other users, refer to How to create an RFQ.

What can we configure?

The following are the configurable template features at this time. More are being added over time.

  • Customise template tile label and help text
  • Choose document group style for the Attachments section
  • Hide or show the Quote requirements section
  • Hide some input fields
  • Make some fields mandatory or optional
  • Customise field labels and help text

We have preloaded a global Quick Request RFx template for use by all organisations. This demonstrates the likely expected layout and use of the RFx feature for the initial, simplest and fastest events to market.

Your organisation can work with your Customer Success Manager at Felix to experiment with the currently available template configuration such as field labels, help text, and mandatory/optional or hidden fields.

Customise template tile label and help text

When your users land on the template selection screen, they can be presented with a variety of templates to choose from based on their needs.

The title and help text can be configured for a template to guide your users in selecting the appropriate approach for their procurement activity.

Choose document group style for the Attachments section

Document groups are available on Sourcing Requests (like RFQs) to organise your documents to both remind procurement teams to populate all information and to present documents to vendors in an organised manner.

You may want a template to follow the default document groups set in your organisation's RFQ Settings, have a simple attachments section or a custom and repeatable set of document groups tailored to your needs each time (e.g. estimating phase). Setting up default or custom document groups will bring consistency and save time for users.

Users can still add or delete document groups to meet their needs in all cases - once the RFx event has been created from a template.

There are three options to choose from when setting up an RFx template:

  • Simple 
    • This will present a single Documents group to the user for all attachments to be included.
  • Default
    • This will present the preconfigured document groups established by your organisation (in your RFQ Settings) to the user
  • Custom 
    • This will present a customised set of document groups, different from the organisation's default set. For example, if your team or use case requires more or fewer groups than the default to meet your needs.

Hide or show the Quote requirements section

Quote requirements (as we call them) - or "Questions" - are a feature where you can ask questions of vendors and they respond with Yes/No/NA answers and comments. You can also make a "Yes" answer mandatory for a quote to be valid and able to be submitted.

This feature may not always be relevant to your sourcing request and can be hidden from the Sourcing Request in a template.

Hide some input fields

The following fields can be hidden from a Sourcing Request form:

Request typeSome clients use this field to communicate a type of Sourcing Request to vendors (Vendors don't see the RFx template title like your users do). The options available in this field can be configured for you by Felix.
Start dateThis is the field to communicate the required start date for the work of the vendor (not the RFQ start date).
End dateThis is the field to communicate the approximate end of work date for the work of the vendor (not the RFQ end date).
LocationThis is the field to communicate to vendors the location of the work or the delivery location.**

**RFx Sourcing Requests do not use the location for matching your request with vendors like the legacy RFQ workflow.

Make some fields mandatory or optional

All fields that can be hidden (in the table above) can also be shown, however, made optional.

Customise field labels and help text

Many of the headings, field labels, and help text messages can be configured in a template. See the image below which annotates a sample of the many items you can configure.

How can we get templates set up for us?

To turn on the RFx feature or to set up templates for your organisation, reach out to your Felix Customer Success Manager or Project Delivery Representative for them to configure the template according to your specifications.

Alternatively, you can email help@felix.net and we can get your request to the right person.

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