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For a description of the three left-hand panels and the response buttons, click here: Main Data - Quote.

Availability Requests TaskWhen you create a task, on the Availability Requests tab you decide how the providers will be assigned to their respective activities and configure the automated actions that occur after a provider has been assigned to an activity. When the task is completed, this tab is where you have notifications sent to providers in order to identify which providers are available for and interested in the proposed activity. 
Provider Filtering Rules for Availability Request

The filtering rules used to limit the number of candidates for the activity. Depending on its configuration, a filter selects a specified number of candidates based on how suitable the providers are to its settings.  

The field is deactivated when you create task. You select the filtering rules after the task has been created.

When creating a filter, you can specify what information will be used to suggest or exclude providers and set the limit of providers who will receive an availability request. To create a filtering rule, go to System > Configuration > Workflows > Provider Filtering Rules for Availability Requests .

Request Deadline

The final date permitted for the provider's response.

 The field is deactivated when you create task. You can select the request deadline after the task has been created.

The Provider Will Be Assigned

The method in which a provider will be selected for the activity.

 

MethodDescription
Manually by PM

The providers respond to the bid, and then the project manager manually assigns a provider to an activity. When a provider respond to a request, the decision is recorded in the table. Below is an example of a bid where all of the providers have responded:

Request Response

By selecting the response icons in the table and clicking the buttons below, the manager selects a provider for an activity.

According to Rule at Deadline

The system analyses the information of the providers who accepted the activity and then selects the best candidate for the activity on the request's deadline. For example, availability requests were sent for a task which contain the activities translation and proofreading. Provider 1 and Provider 2 received availability requests for both activities. Provider 1 accepted only the translation activity, but Provider 2 accepted both translation and proofreading activities. XTRF analyses the responses and decides that it is best to assign the activities to separate providers: Provider 1 is assigned to translation activity and Provider 2 is assigned to the proofreading activity.  

When two providers accept the same activity, the system selects the provider at random.

First One Wins

The first provider who accepts a request is automatically assigned by the system to that activity.

Settings
Availability Request Settings

In this section you can configure the automated actions that occur after a provider has been assigned to an activity. You can also select the template to be used when a request exceeds its expiry date and no provider has been assigned to it.

The settings are only applicable when a provider responds to an availability request. They are not  used when there is no bid and a project manager manually changes the statuses of the availability requests.

Send E-mail to Project Manager about Provider Assignment

Click to have an email sent to the project manager after a provider has been assigned to the activity.

Send E-mail to Not Selected Provider

Click to have emails sent to the providers whose requests were rejected. The email notifies the rejected providers that they were not selected for the activity. 

Start Activity after Provider Assignment

Click to have the activity start immediately after the provider's assignment.

E-mail Template Sent for Expired Activity without Provider

The template to be sent to the project manager when a request has exceeded its deadline and no provider has been assigned to it.

Click on the drop-down list and select a template.

 To create a template, go to System > Configuration > Templates > E-mail/SMS Templates.

SaveClick to create the task.
CancelClick to terminate the task creation.