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How Do I Contact Providers?

This article explains how you can contact vendors.

Content:

  1. Add vendor
  2. Create invitation message
  3. Publish requirements

You can contact vendors in three simple steps: Add a vendor, create an invitation message, and publish the requirements.

1. Add vendor

Before you can contact a vendor, they must be added to the solutions view:

  • Search for the desired vendor.

  • Click the plus symbol to add them.

  • Alternatively, you can add your own solution or use AI suggestions.

2. Create invitation message

The contact function remains deactivated until an invitation message has been created:

  • Create a new invitation for the vendor.

  • Select the language of the email (e.g., English for international vendors).

  • Decide if your company name should be visible in the invitation.

  • Edit the automatically generated invitation text: 

  • Set a deadline by which the vendor should respond.

  • Define an internal evaluation period for responses.

  • Save the invitation message.

3. Publish requirements

For the request to be sent, the requirements must be published:

  • Navigate to the Requirements tab.

  • Requirements that are still in draft mode must be published to be sent to the provider.

  • Click on a requirement or use case and confirm the publication.

  • When you publish a use case, the system asks if all underlying requirements should also be published.

  • The publication is only possible if the vendor information and questions have been defined. Use the AI to automatically generate vendor questions. Save time by generating all missing provider questions for a use case at once. To do this, navigate to the use case and click the three dots in the upper right corner next to the use case title. Click Generate missing provider information.

  • Define whether explanations or evidence (attachments) are required for certain requirements.

  • Check that all requirements are formulated correctly.

After all required steps have been completed, the vendor can be contacted:

  • The "Contact" button becomes active.

  • Click "Contact" and confirm the sending of the released requirements.

Important: Sent requirements can no longer be edited after a vendor has been contacted.