Availability Requests display |
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The Availability Requests tab is where you have notifications sent to vendors in order to identify which vendors are available for and interested in the task's jobs. You also decide here how the vendors will be assigned to the their jobs: - Manually assigned by the Project Manager,
- Automatically assigned on the request's deadline date to the cheapest vendor,
- Automatically assigned to whomever accepted the request first.
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Project/Tasks/Jobs section |
The section allows you to switch between project, task and job settings. In the section you can also add tasks and jobs to the project or remove existing ones. |  | Project/Tasks/Jobs tabs | The tabs allow you to switch between project and constituting for it tasks and jobs. | icon |  | Select All option | Click to select all entities in the list. | Deselect All option | Click to deselect all selected entities. At least one entity needs to be selected in order for this option to be available. | Upload Input Files option | Click to upload files to the selected entities. | Deliver Files option | Click to send output files to the client. | Deliver All Files option | Click to send all output files from all tasks to the client. | Multiple Change option | Click to change properties of multiple tasks at the same time. | icon | Click the icon to edit the properties of the task. | icon | Click the icon to remove the task from the project. | Add Task button | Click the button to add new task to the project. | Copy Task button | Click the button to duplicate an existing task. |
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Availability Requests tab |
In the Availability Requests tab you can send job offers to the vendors and select vendor assigning strategy to determine which of the vendors will be assigned to the job, should they accept the offer. |  | Vendor Filtering Rules for Availability Request section | The filtering rules used to limit the number of candidates for the job. Depending on its configuration, a filter selects a specified number of candidates based on how suitable the vendors are to its settings. Click the drop-down menu and select a filter. | Request Deadline section | The final date permitted for the vendor's response to this job. To provide deadline you can: - Manually provide the date in the proper date format
- Click the
icon and select the date from the calendar.
| Add and Send button | Click the button to initiate the Availability Request procedure. As you click the button, the system automatically and instantly selects a specified number of suitable candidates and then sends the availability requests. |
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Availability Requests sent display |
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After clicking the Create and Send button potential vendors are displayed. You can decide how and whether they are approved. |  | Assign Approved Vendors button | You can click this button to have the accepted vendors be assigned to their selected jobs. When you click this button, a new window appears. For more information go to the Assign Approved Vendors Window article. | Approve button | You can click this button to approve a vendor's request for a job. | Reject button | You can click this button to reject a vendor's request for a job. | Select All Requests link | Click to select all the requests in the table. | Deselect All Requests link | Click to deselect all the requests in the table. | The Vendor Will Be Assigned drop-down menu | The method in which a vendor will be selected for the job. - Manually by PM: The vendors respond to the bid, and then the Project Manager manually assigns a vendor to a job by selecting the response icons in the table and clicking the buttons below.
- Cheapest at Deadline: The system analyses the information of the vendors who accepted the job and then selects the cheapest candidate for the job on the request's deadline.
Example: Availability Requests were sent for a task which contains the translation job. Vendor 1 and Vendor 2 received availability requests for the job. Vendor 1 accepted the translation job as well as Vendor 2 but Vendor 1 is less expensive than Vendor 2. XTRF Platform analyses the responses and decides that it is best to assign the job to Vendor 1.
- First One Wins: The first vendor who accepts a request is automatically assigned to that job.
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Legend panel
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Settings section |
In this section you can configure the automated actions that occur after a vendor was assigned to a job. You can also select the template to be used when a request exceeds its expiry date and no vendors were assigned to it. |  | Send E-mail to Project Manager about Vendor Selection checkbox | You can select this option to have an email sent to the Project Manager after a vendor was assigned to the job. | Send E-mail to Not Selected Vendor checkbox | You can select this option to have emails sent to the vendors whose requests were rejected. The e-mail notifies the rejected vendors that they were not selected for the job. | Start Job after Vendor Selection checkbox | You can select this option to have the job start immediately after the vendor's assignment. | E-mail Template Sent for Expired Job without Vendor drop-down menu | You can select a template from the drop-down menu. The template to be sent to the Project Manager when a request has exceeded its deadline and no vendor was assigned to it. |
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Edit button | Click the button to enable the editing mode. |
Save button | Click the button to apply modifications. |
Cancel button | Click the button to discard any changes and leave the editing mode. |
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