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--- tender_management:reference_documents [2017/08/31 15:16] – [Reference documents] Gary Willetts
+++ tender_management:reference_documents [2021/10/08 09:39] (current) – Gary Willetts
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-{{indexmenu_n>40}}
+{{indexmenu_n>50}}
-===== Reference documents =====
+====== 18.05. Tender reference documents ======
-While generating a tender, several documents may be consulted - for example, the quotations received from bidding suppliers, quality assurance documents, or prequalification documents. These documents, provided they are in electronic form, may be uploaded and conveniently stored so that they may be readily consulted.
+While managing a tender, several documents may be consulted - for example, the quotations received from bidding suppliers, quality assurance documents, or pre-qualification documents. These documents, provided they are in electronic form (or have been scanned into electronic form if they were supplied as paper copies), may be uploaded and conveniently stored so that they may be readily consulted.
-Note: The ability of users to upload and download documents is covered by permissions. To set these permissions choose the **File > Edit users...** menu item, double-click on the desired user, and set their permissions on the //Permissions(3)// tab:
+To access this functionality, open a tender by choosing **Supplier > Show Tenders...** from the menus and double-click on the tender you want (or create a new one) to add reference documents to. Finally, click on the **Reference documents** tab:
-{{ :tender_management:ref_docs_permissions.png?700 |}}
+{{ tender_management:tend_input_ref_docs.png?800 |}}
-See [[admin:managing_users|Managing users]] if you need more detail.
+**Upload document** button: Click on this to store a document in the tender. You will be shown a window allowing you to browse to the required document. Double-click on the document or click on it and click the **Open** button to add it to the tender (called "uploading" it). Once it has been successfully uploaded it will appear in the list of documents below the buttons.
-Note that if a supplier has supplied paper documentation, you may wish to scan it and then upload the scanned copies to the tender.
+**Delete document** button: Click on a document in the list to select it and click on this button to delete the file and remove it from the tender. You will be asked to confirm the deletion.
-{{ :tender_management:tend_input_ref_docs.png?800 |}}
+**Download document** button: This will allow you to save one of the files in the list to your computer (called "downloading" it) so that you can view or edit it. Click on the file you want to view or edit to select it in the list then click on the **Download document** button. You will be shown two options: click on //Download// to just save the file on your computer or //Download and open// to save the file on your computer and open it for viewing or editing. A window will open for you to select the location to save the file on your computer. Browse to the folder you want to save it in then either double-click on the folder or click on it to select it then click on the **Open** button. The file will be saved in the location you chose. If you selected the //Download and open// option the file will also be opened for you to view or edit.
-Clicking //Upload document// allows you to browse to the folder containing the required document, select it and upload it to your computer to a folder within the mSupply data folder. It now appears in the lower section of the window.
+If you want any edits you make to the document to be saved to the tender, when you have finished editing, you must upload the edited version to the tender using the **Upload document** button. Don't forget or your edits will only exist on your computer, not on the tender! It is not necessary to change the document's name so that you don't overwrite the original, as mSupply will recognise that changes have been made, and will save it as a new version (and keep the old version too). The file's version number will appear in the //Version no// column. The **Show** drop down list above that column allows all versions to be displayed, or only the latest one.
-A document may be deleted by selecting it and clicking on the //Delete document// icon
+<WRAP info center round 90%>
+The ability of users to upload and download documents to and from tenders is covered by permissions. To set these permissions choose the **File > Edit users...** menu item, double-click on the desired user, and set their permissions on the //Permissions(3)// tab:
-To view a document which has been uploaded, select it from the list, and click on the //Download document// icon; you then have to choose whether simply to download or to download and open the document; a //Browse for folder// window appears and you should select a folder where a copy of the document is to be stored; it may then be accessed from that folder for viewing and/or editing.
+{{ tender_management:ref_docs_permissions.png?600 |}}
-To edit an uploaded document, the procedure described for viewing is followed, and, once edited, the document is saved. The edited document now needs to be uploaded, following the // Upload Document// procedure. It is not necessary to change the document's name, as mSupply will recognise that changes have been made, and will save it as a new version, the relevant number appearing in the rightmost column. The drop-down list above that column allows all versions to be displayed, or only the latest one.
+See [[admin:managing_users|Managing users]] if you need more detail.
+</WRAP>
+\\
-// Previous: [[tender_management:choosing_and_inviting_suppliers|Adding suppliers to a tender]]     Next: [[tender_management:receiving_quotations_from_suppliers|Receiving Quotations from suppliers]]//
+\\
+|  //  Previous:  **[[tender_management:receiving_quotations_from_suppliers]]** | | Next: **[[tender_management:benchmark_prices]]** //  |
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