🗣️This article is intended for Suppliers. If you are a Buyer, please refer to our Buyer hub content.
Pre-Qualification questionnaires allows Buyer organisations to collect information about your company, such as your capabilities, certifications, compliance, and other business details. This article helps you learn everything you need to know about Pre-qualification questionnaires at DeepStream.
📋 Adding Colleagues to a Pre-qualification Questionnaire
Once your team members have been invited to the system, you can also invite them to specific Pre-qualification questionnaires. 💡 Please note that only Owners of a Questionnaire can do so.
Open the received Pre-qualification questionnaire and go to its Team tab.
Click + Add user on the right-hand side.
Select the existing user from the list.
Assign them a role.
Owner – Automatically assigned to Super and Full users directly invited to a Pre-qualification by a Buyer. Has full access to all Pre-qualification question and functionalities, including team management. Can promote other Full users to also become Owners.
Super users are always Owners.
Full users may be promoted to Owners.
Authorised stakeholders cannot be granted this role.
Team member – Invited to a Pre-qualification questionnaire by an Owner. Has limited access to Pre-qualification questions and functionalities, based on permissions set by the Owner.
Super users cannot be Team Members, as they are always Owners.
Full users may be assigned as Team Members.
Authorised stakeholders can only be added as Team Members.
Set permissions.
Can read – The user has access to read the content of the questionnaire, but cannot respond to questions.
Can comment – The user can leave comments in the Comments column of the questionnaire, but cannot respond to questions.
Can respond – The user can Accept or Reject to complete the questionnaire, and also submit responses for all questions with any available action.
Click Save changes.
📨 Receiving a Questionnaire
When a Buyer sends you a Pre-Qualification questionnaire, you will receive an in-app notification and also an email in your inbox.
To see all your received Questionnaires, follow these steps:
Log into DeepStream.
Click on the Pre-Qualification module in the top navigation.
See all the Questionnaires you’ve received.
Click on the name of one of the Questionnaires you have received to see its content.
Questions — Apart from the list of all the questions you need to complete, each with its status, here you will find the Instruction to complete (if included by the Buyer).
Details — Here you’ll find the basic details of the Questionnaire, including its name, description, the number of questions, and buyer company information such as the name or contact details of the person who sent it.
Team — This tab shows you which of your colleagues have also been invited to work on or view the Questionnaire.
Audit — This section provides a log of all the activities performed on the Questionnaire, so you can track changes and see who has done what.
🫡 Responding to a Questionnaire
Upon receiving a Questionnaire, you need to decide whether to accept or decline it.
Accepting
Open the Questionnaire.
If you are ready to proceed, click 'Accept'.
Questions are now unlocked and ready to be answered.
Declining
Open the Questionnaire.
If you do not wish to proceed, click 'Decline'.
All questions will remain locked, and the questionnaire will move to a ‘Declined’ status.
🔏 Submitting a Questionnaire
In case you accepted the Questionnaire, it is time to start providing answers for each question presented.
(Open the relevant Questionnaire.)
Click on a question, answer it and then click 'Submit'.
Once you have answered all questions, make sure to click the ‘Submit’ button on the top right corner.
The Questionnaire will now be sent to the Buyer for review, and its status at the top of the page will read ‘Pending review’ instead of 'In progress'.
The Buyer then will review and if necessary ask for more information, and finally decide to Approve or Reject your Questionnaire.
♻️ Automatic reminders
Automatic reminders will be sent to Suppliers when you have an outstanding action. These reminders will be sent every 5 days until the task has been completed. Outstanding actions include:
No response (accept or decline) to a sent questionnaire
A questionnaire is incomplete with no recent actions taken against it
A complete but un-submitted questionnaire
💬 Communicating with Buyers (Pre-qualification)
While in comparison to the Requests, the Pre-qualification module does not have a built-in Messaging tool, you can still ask questions from Buyers or communicate important information to them directly through the platform.
Open the received Pre-qualification questionnaire and go to its Questions tab.
Hover to the question regarding which you have something to say or ask.
Click the corresponding line in the Comments column.
Leave a comment in the 'Activity & Comments' box on the right and click the paper aeroplane send button.
Got a question or need clarification? Send us a message by clicking the Help chat button in the bottom right - our AI assistant, FIN, will help you right away, and connect you to our team if needed.