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Building and sending a Request

Updated over 2 weeks ago

🗣️This article is intended for Buyers. If you are a Supplier, please refer to our Supplier hub content.

Creating a new Request

To start building a new Request, log in to DeepStream and navigate to the Requests module. On the top right, click the '+ New request' button. As the dropdown list shows, you can either create a new Request from scratch (Blank request) or using an existing template (Use template).

Blank request

  • This option allows you to build your Request entirely from scratch. No information will be auto-populated, that is, you will need to complete information across all tabs.

Use template

  • Selecting the Use template option redirects you to the Templates section within the Requests module. If you have saved templates, you can select one by hovering your mouse over it and clicking New request. When using a template to build a new Request, some fields will already be auto-filled, so you won’t need to complete information across all tabs manually.
    ​
    To learn more about using and managing Templates, refer to our dedicated article [link].

✏️ Important to note: For the purposes of this article, let's take a look at building a Blank request and the information required in each tab throughout the process.

Summary tab

When starting a new Request, the first tab to complete is the Summary tab, which contains five sections: Basic details, Products and Services, Reference numbers, Request currency, and Lots and Award scenarios.

  1. To update any section, click 'Edit' on the right.

  2. Once you've filled in the required information, click 'Save' to confirm your changes.

  3. After all sections are completed, click 'Continue' at the bottom to proceed to the next tab.

Basic details

On the Summary tab, the first section you'll need to complete is Basic Details, within which you are first prompted to provide a Request name, then an Overview.

  • Request Name

    Start by entering a Request name. This is the title your suppliers will see in the subject line of the email invitation sent to them.

    ⚡ Top tip: When naming your Request, avoid using internal codes or IDs. Instead, use titles that are clear, relevant and easy to understand by Suppliers. A well-chosen name helps convey the content of your invitation and set the right expectations.

  • Overview

    Next, write an Overview. This is essentially the message you’d usually send to your suppliers via email. This overview will be included in the email invitation your suppliers receive, along with a link to access the Request on DeepStream. It’s your chance to introduce the Request in an informative way, set the tone and provide essential background before they dive into the details.

    ⚡ Top tip: As a best practice, the Overview could include the following:

    • A short introduction to your company

    • A summary of the project scope

    • Key dates and timelines

    • Any important context suppliers should be aware of

Product and services

Moving forward, it is not mandatory, but you have the option to tag the Products and services your request is about, based on the United Nations Standard Products and Services Codes (UNSPSC). Using this field will give you the opportunity later on to perform analytics and track savings and spends within each category in your reports.

To add Product and services categories:

  1. Scroll through the list of available categories, or use the search bar to find specific options by keyword or UNSPSC code.

  2. Hover over your preferred category and click 'Open' on the right to view its details.

  3. To add a whole category to your Request, click the ‘+’ button on the right.

  4. If the category contains subcategories, you can click Open again to drill down and select only specific options. Click the ‘+’ button next to any subcategory you'd like to include.

  5. Repeat this process to add as many categories or subcategories as needed to your Request.

Reference numbers

Within Reference numbers, the two fields are Automated reference and Additional reference.

  • Automated reference

    Automated reference refers to the number of requests created within the system, hence is generated automatically and can't be edited.

  • Additional reference

    The Additional reference number field can be used to add your own internal reference numbers to track requests.

Requests currency

Next, you’ll need to set the Request Currency. This is the currency your company typically uses for reporting purposes. For example, if your internal budgets or target prices are set in EUR, you would select EUR as the Request currency.

✏️ Important to note: Request currency is independent of the currencies your suppliers will use to submit their quotes. Supplier quoting currencies can be configured separately during the Request setup. You can allow suppliers to quote in multiple currencies if needed - the system will automatically convert all submissions back to your selected Request currency. This ensures that all comparisons, evaluations, and savings calculations are consistent and based on a single, standardised currency.

Lots and Award scenarios

In the final section of the Summary tab - Lots and Award scenarios - you’ll define how you want to structure and award your procurement.

  • Lots

    The Lots feature allows you to divide your Request into smaller, more manageable segments. This is especially useful when dealing with multiple product categories, service types, or geographic locations.


    By organising your requirements into lots, you make it easier to evaluate bids and award contracts efficiently. It also increases flexibility for suppliers, as they can choose to bid only on the lots that are most relevant to them - encouraging more targeted competition.


    ​To include lots in your Request:

    1. Click 'Edit' to configure the section.

    2. Click on the toggle to switch from Disabled to Enabled.

    3. Once enabled, enter the name of your Lot and write a description for it.

    4. To add additional Lots, click the '+ Add lot' button.

    5. To 'Move up', 'Move down' or 'Delete' a Lot, click on the '...' next to the Lot line.
      ​

      ✏️ Important to note: When Lots are enabled, the only available award scenarios are 'Lot-level award' and 'No award'.

  • Awards

    Award scenarios define how you plan to award the request. These are not fixed and can be adjusted at any point - before, during, or after the request process.


    For maximum flexibility, many users choose to select all available award options upfront. This keeps your options open as supplier responses come in.
    ​
    The main types of award scenarios include:

    • Lot-level award: Each lot is awarded to a single supplier or not awarded.

    • Request-level award: The entire request is awarded to a single supplier.

    • Line-level award: Each individual line item can be awarded to one or more suppliers - or not awarded at all.

    • No award: The request may be closed without awarding any items.

Stages tab

Stages gives you control over different phases of your sourcing process and their associated deadlines.

⚡️Tip: You can configure your sourcing process as either a multi-stage or a single-stage setup - whichever best fits your needs.

For a multi-stage process, you might set up one Stage for NDA, another for RFI, and a third for RFQ. These Stages can be used to gate, filter, or shortlist your suppliers. For instance, in the first round, you may require suppliers to sign an NDA. Only those who comply would move on to the second Stage, where they may be asked to answer compliance questions or submit technical information. A third Stage for pricing could follow, accessible only to suppliers who meet the second Stage requirements.

Alternatively, a single-stage process gives all participating suppliers immediate access to the full RFx, allowing them to respond to questions, submit documentation, and provide pricing all at once. This approach is simpler and faster, and may be preferable for straightforward or less competitive sourcing events.

To create your first Stage:

  1. Hover your mouse over the Stage 1 box and click the 'Edit' button.

  2. Optionally, enter a name for your Stage (e.g., NDA, RFP, RFI, RFQ). This name will be visible to Suppliers.

  3. Click the Calendar icon to set a deadline (date and time) by which Suppliers must complete all requirements in this Stage, then click 'Save'.

✏️ Important to note:

  • The timezone for deadlines is based on your computer’s settings. Suppliers will see the deadline relative to their computer’s timezone.

  • You can update deadlines even after issuing the Request by creating a revision.

To add additional Stages:

  1. Click 'Add stage' under Stage 1 and select Exchange stage.
    ​For more information on building an eAuction Stage, click here [link].

  2. Enter a name for the Stage and set a deadline.

  3. Use the Yes/No toggle under Visibility to choose whether the Stage should be hidden. If you select Yes, suppliers will not be aware of any subsequent Stages or their requirements until they are moved into them. Once you choose to hide a Stage, all newly added Stages will be hidden by default.

    💡 Example: If your Request includes 5 Stages and Stage 3 is hidden, Suppliers will only know about Stages 1 and 2 until they are moved beyond Stage 2. Even when all Stages are visible, the specific requirements of future Stages remain hidden until the Supplier progresses.

  4. In case you add several Stages, and while drafting your Request you wish to reorder them, click the '...' on the right side of the specific stage's box. 
    ​

    ✏️ Important to note: If your Request includes Lots, you cannot select an eAuction as a Stage.

Details tab

Moving on to the Details tab, you will build the content of your Stages. This is where you will create Pages to exchange documents, ask qualification questions, request pricing, and more essentially defining what Suppliers will see and respond to at each Stage. Think of Pages like sheets in an Excel or Google Sheets - you can create as many as you need, structuring your data and content across a single Page or multiple Pages to keep things organised by following these steps.

  1. Click 'Add page'.

  2. Enter a name for your Page, then click 'Save'.

  3. To Rename, Duplicate, or Delete a Page, click the 'Page actions' dropdown and select the desired option.

  4. If you have multiple Pages, you can also reorder them using the Reorder pages option in the same dropdown.

✏️ Important to note: Consider structuring your Pages based on the permissions you intend to grant colleagues, as permissions can only be set at the page level.

To each Page, there can be added various section types, such as Documents, Line items, Questions and Vessel pricing.

Documents section

Use the Documents section to exchange files with Suppliers – such as NDAs, specifications, certifications, terms, or other relevant materials.

  1. Click '+ Add section' and select 'Documents'.

  2. Start by adding a Title and an optional Description to clarify the section's purpose.

  3. In the Section configuration settings:

    • Visible from stage

      In case your Request has more than one Stage, use the 'Visible from stage' option to determine when Suppliers should see and respond to this section.

    • Supplier-added documents

      Choose whether to Enable or Disable Suppliers from uploading their own documents in addition to the ones you provide.

  4. In the Documents grid:

    • Enter a brief description or name for each document.

    • Define the requirement type (e.g., 'Accept', 'Upload', 'For information only').

    • Upload your documents by either drag-and-dropping them into the grid or browsing your computer.

  5. To add more files, click '+ Add document'.

    ⚡ Top tip: To save time, you can bulk upload documents by clicking the 'Bulk upload' button on the right when editing the section.

    In case you add more than one document and wish to change their order, duplicate or delete them, click the '...' button on their left when editing the section. 

  6. Click 'Save' to finalise the section.

Requirement options

  • Accept the document: The Supplier will be required to accept the document to move forward with the Bid process. Accepting is not the same as signing! Accepting just gives a digital stamp, but not an eSignature.

  • Accept the document or deviate: The Supplier will be required to accept the document, but can also propose changes (deviations).

  • Upload completed document: The Supplier must complete and upload the required document without the option to propose deviations or leave standalone comments.

  • Upload completed document or deviate: The supplier must complete and upload the required document but can propose deviations to the initial document.

  • Upload requested document: The supplier must upload a relevant document, but its format is not predefined.

  • For information only: A document that does not require any actions from the Supplier, it is just there to provide information, help understand something.

Line items section

Use the Line items section to request pricing for specific goods or services, or information such as lead time.

  1. Click '+ Add section' and select 'Line items'.

  2. Start by adding a Title and an optional Description to clarify the section's purpose.

  3. In the Section configuration settings:

    • Multi-stage behaviour
      Choose how Suppliers can respond across multiple stages. By default, 'Single response' is selected, meaning they submit answers in a single stage.

      ⚡ Top tip: In case you would like to ask for updated, improved prices and terms or 'Best and Final Offers' (BAFO) from Suppliers, learn how to set up Multi-stage line item responses. 

    • Visible from stage
      If your Request has more than one Stage, use the 'Visible from stage' option to define when Suppliers should see and respond to this section.

    • Supplier currency
      Select the currency in which Suppliers must submit their prices (e.g., 'USD – US Dollar'). You can select multiple currencies, and these will always be converted back to the Currency defined in the Summary tab of the Request.

    • Lock responses
      Optionally choose to lock Supplier responses so they can't be viewed until certain criteria are met. Use the 'Edit' option to define the conditions, or leave as 'No lock' for immediate visibility.

    • Supplier-added line items
      Decide whether to Enable or Disable the ability for Suppliers to add their own custom line items in addition to the ones you define.

  4. In the Line items grid there are a few default fields, such as

    • Description (required)
      A short label or name for the item (e.g., product or service).

    • Unit (required)
      The unit of measure (e.g., hours, pieces, tons).

    • Quantity (required)
      The amount of units being requested.

    • Price per unit (required, supplier input)
      Suppliers will provide their price per unit here.

    • Total cost (calculated)
      By default, automatically calculated based on quantity × price per unit.

      ✏️ Important to note: The "Total cost" field is mandatory for reporting, statistics, and awarding calculations. While you can edit its formula by clicking the dropdown arrow next to it and selecting 'Edit field', removing it cause Supplier prices to be excluded from bid totals.

  5. To add more fields, click the 'Add field' button on the right and select the type of Predefined or Custom field you wish to add.

  6. By clicking the dropdown arrows next to the name of each field, you can performs actions such as 'Edit field' (within which you can decide if it is a Buyer or Supplier provided field), 'Move left', 'Move right', 'Add field to left', 'Add field to right', 'Delete field'.

  7. To add more line items, click the 'Add line item' button. In case you add more than one item and wish to change their order, duplicate them or mark as obsolete, click the '...' button on their left when editing the section.

    ⚡ Top tip: You can quickly populate your line item grid by selecting 'Import from CSV' under the 'More actions' menu - just make sure your original spreadsheet includes all required columns in the same order as configured in DeepStream. Alternatively, you can simply copy and paste a table directly from Excel or Google Sheets into the line item grid.

  8. Click 'Save' to finalise the section.

Questions sections

Use the Questions section to request structured responses from Suppliers - such as certifications, company details, preferences, pricing inputs, or compliance confirmations.

  1. Click '+ Add section' and select 'Questions'.

  2. Start by adding a Title and an optional Description to clarify the section's purpose.

  3. In the Section configuration settings:

    • Visible from Stage
      In case your Request has more than one Stage, use the 'Visible from stage' option to determine when Suppliers should see and respond to this section.

    • Lock responses

      Optionally choose to lock Supplier responses until specific criteria are met. Click 'Edit' to configure the lock logic or leave as 'No lock' for immediate visibility.

  4. In the Questions grid:

    • Write the question you would like to ask from Suppliers to the Question bar.

    • Select from the dropdown the Type you would like the question to be.

      • You can choose from 7 types of questions:

        • Short-answer text (has no character limit)

        • Long-answer text (has no character limit)

        • Multiple choice

        • Checkboxes

        • Price

        • Address / Location

        • Date / Time

    • Mark the question as Required or optional with the toggle.

    • Click the '...' button on the right to 'Move up', 'Move down', 'Duplicate' or 'Delete' a question.

  5. To add more questions, click '+ Add question' on the right. Besides, you have the option to insert questions in bulk by clicking the 'Import from CSV' button. In case you add more than one question and wish to change their order, duplicate or delete them, click the '...' button on their right when editing the section.

  6. Click 'Save' to finalise the section.

Vessel pricing section

Use the Vessel pricing section to collect individual pricing information per vessel, specifically for scenarios like chartering ships. By doing so, you enable Suppliers to provide structured pricing and timing details, split into firm and optional hire periods.

  1. Click '+ Add section' and select 'Vessel pricing'.

  2. Start by adding a Title and an optional Description to clarify the section's purpose.

  3. In the Section configuration settings:

    • Visible from Stage
      In case your Request has more than one Stage, use the 'Visible from stage' option to determine when Suppliers should see and respond to this section.

    • Supplier currency
      Select the currency in which Suppliers must submit their prices (e.g., 'USD – US Dollar'). You can select multiple currencies, and these will always be converted back to the Currency defined in the Summary tab of the Request.

    • Lock responses

      Optionally choose to lock Supplier responses until specific criteria are met. Click 'Edit' to configure the lock logic or leave as 'No lock' for immediate visibility.

    • Supplier-added inclusions
      Allow suppliers to optionally add their own inclusions to this section by switching the toggle to Enable.

    • Supplier-added terms
      Allow suppliers to optionally add their own terms to this section by switching the toggle to Enable.

    • Supplier-added fees
      Allow suppliers to optionally add their own fees to this section by switching the toggle to Enable.

  4. In the General box:

    • Add inclusions by clicking '+ Add inclusion'. Then type in its Description and decide if it should be 'Included in rates?' by selecting either 'Included', 'Not included' or 'Supplier can specify'. In case you add more than one inclusion and wish to change their order or delete them, click the '...' button.

    • Add terms by clicking '+ Add terms'. Then type in its Description. In case you add more than one term and wish to change their order or delete them, click the '...' button.

      ✏️ Important to note: Items in the “General” box apply to the Supplier’s bid as a whole and are submitted once.

  5. In the Vessel-specific box:

    • The Delivery & redelivery field provides logistical anchoring for where and when the vessel is handed over, and is specified by the Supplier.

    • Add a Hire period by providing a Title.

      • In the Commencement Window field, define the valid time window during which the hire may begin and end by clicking the calendar icons.

      • In the Day Rates field, add day rates if applicable by clicking '+ Add rate', then selecting either Firm or Option type and providing the Period, Unit, and Quantity. If you add more than one day rate and wish to change their order or delete them, click the '…' button.

      • To add more Hire Periods, click '+ Add hire period'.

    • Add Fees by clicking the '+ Add fee' button. Provide a Description and select whether it is a Day rate or Lump sum fee. If you add more than one fee and wish to change their order or delete them, click the '…' button.

      ✏️ Important to note: Items in the “Vessel-specific” section apply to each vessel a supplier adds to their bid and are submitted once per vessel.

  6. Click 'Save' to finalise the section.

Evaluation tab

DeepStream’s Evaluation feature allows procurement professionals to score and compare supplier submissions - from technical documentation to pricing - within a unified digital workspace.

To set it up, navigate to the Evaluation tab within your request.

  1. Begin by clicking the 'Enable evaluation' button.

  2. Select a Scoring type, with two options available:

    • Individual scores: Each evaluator submits a score per criterion. These individual scores are combined to an average score. Evaluators can only see their own score.

    • Single score: Evaluators agree on a single score per criterion. This score can be submitted and seen by any evaluator.

After enabling the Evaluation, the system will automatically duplicate all the pages you’ve created under the Details tab into the Evaluation tab. However, only the pages get copied - not the individual sections within them.

If some pages are not relevant to your evaluation process, you can simply delete them from the Evaluation tab by clicking the 'Delete page' button. This action only removes them from the Evaluation tab, not from the Details tab.

As a next step, let's add the sections you wish to evaluate.

  1. Click '+ Add section'.

  2. Select the Evaluation requirements for each section, with two options available:

    • Linked to requirements: Evaluators score against supplier responses to your requirements

    • Separate criteria: Evaluators score against criteria that you define within evaluation only

If you choose 'Linked to requirements', as the name suggests, requirements will be linked to questions, documents and/or line items you are asking suppliers to provide.

  1. Click '+ Add section' and choose 'Linked to requirements'.

  2. Select the section(s) you want to include in the Evaluation.

  3. Define the Maximum score evaluators can assign to supplier items based on their responses. For example, a scale from 1 to 5.

  4. Set the weight of each question, reflecting its importance within the section.

If you choose 'Separate criteria', you can evaluate aspects of a supplier’s submission that happen outside of the DeepStream platform but are still critical to the overall assessment, such as a live demonstrations of a software solution, in-person presentations, or external audits or reference checks.

  1. Click '+ Add section' and choose 'Separate criteria'.

  2. Define the Title of the criteria.

  3. In the section configuration setting, as part of Section weight, control how this section’s total score will be weighted compared to other sections

  4. Click '+ Add criterion', then provide the criterion's Description, Maximum scores and individual Weight. Add as many criterion as needed.

  5. Click 'Save'.

✏️ Important to note: If your evaluation includes multiple sections or pages, you will also need to assign weights at the section and page levels. This ensures the scoring accurately reflects the relative importance of each component - for instance, assigning 70% weight to technical compliance and 30% to certificates.

Spend tab

If your Request has a budgeted value or you're tracking financial impact, the Spend tab is where you will enter that information. This information feeds into your organisation’s company-wide Reporting page to help track planned versus actual spend and calculate savings once the Request is awarded.

✏️ Important to note: Only the Owner of the Request or a Super user can view and edit this tab.

However, if you’re running an RFI or there’s no spend associated, you can disable this tab altogether by clicking the red 'x Disable' button on the right.

To complete the Spend tab, follow these steps.

  1. Click the 'Edit' button in the Budget section's right side.

  2. Select 'Yes' for the “Does this request have a budgeted value?” question.

  3. Enter the Budgeted total value using the currency defined in the Summary tab.

  4. (Until the Budgeted total value is not added, the status will remain Incomplete.)

  5. Click the 'Save' button.

The rest of the Spend tab - including Final value and Total savings - will be automatically enabled once the request is awarded and the total value and savings can be calculated.

✏️ Important to note: The Budget total value can be updated before, during, or after the request is made live — up until it has been awarded.

Team tab

When working on a Request, the Team tab allows you to define your role and collaborate with colleagues or third-party collaborators. The key actions to complete include:

  • Setting your Company role

  • Adding your Team members to the Request

  • Optionally, inviting Collaborator companies

Company role

Specify your company’s role in the Request. For example, if you are acting as a Buyer or Owner, simply enter that in the designated field.

Team members

To invite colleagues to collaborate with you on the Requests, follow these simple steps.

  1. Click '+ Add user'.

  2. Select a colleague from the dropdown menu.

    ✏️ Important to note: The colleague must already be an existing user in the system. A Super user can add them by navigating to Manage team under the Main menu. If you’re the Request owner, you can add or remove team members from the Request at any point.

  3. Assign specific roles and responsibilities for each user.
    ​

    ✏️ Important to note: When Evaluation is enabled for a Request, you must also define which users act as Evaluators for each page of the evaluation. Super Users and Full Users can either be given "Can comment" access or be assigned the Evaluator role.

Permissions

Although you can learn more about User roles and permissions in its dedicated article [link], here is a sneak peek into the different Permissions available within Request.

Permissions for Pages:

  • No access: The user is unable to read, respond, or edit any content associated with the specific Page.

  • Can read: The user has access to read the specific Page content and download those.
    ​

  • Can comment: In addition to being able to access, read and download the specific Page content, the user can leave comments in the Activity & Comments section after extending any document, question or line item element.
    ​

  • Can respond: In addition to being able to access, read, download and comment on the specific Page content, the user can also perform actions, such as responding to a document by Accepting, Rejecting or Offering a deviation.
    ​

  • Can edit: In addition to being able to access, read, download, comment on and respond to the specific Page content, the user can make edits to the exchanges of a draft or a revision.

    ✏️ Important to note: Authorised stakeholders are unable to ever be given the Can edit permission.

Permission for the Messages tab:

  • No access: The user has no access to Messages.
    ​

  • Can read: The user has access to read Bulletins, Clarifications and Chats.
    ​

  • Can comment: The user can leave comments in the Activity & Comments section after extending any Bulletin, Clarification or Chat.
    ​

  • Can respond: The user can refer to the Bulletin the Clarification is related to.
    ​

  • Can edit: The user is given full access to the Message tab to create a New bulletin, a New Clarification or a New chat.
    ​

Collaborator company

The Collaborator feature allows you to involve third-party companies in a Request. These users can assist in building and managing the Request - much like team members from your own company.

To add a collaborator company:

  1. Click '+ Add collaborator' in the left sidebar.

  2. Select the company you wish to add and assign their Company role.

  3. under the appropriate collaborator's User section, click '+ Add user' to include at least one team member from that company.

  4. Set visibility permissions for each user across the different Pages you’ve created within the Request.

    ✏️ Important to note: Collaborator companies must be added while drafting the Request and before inviting Suppliers. Once Suppliers have been invited and the Request is live, Collaborator companies can no longer participate.

Suppliers tab

The Suppliers tab offers two convenient ways to add suppliers to your request: you can search by company or user email within your - previously set up - Network, or you can send an invite to new Suppliers directly from the Request.

To better understand how to add Supplier companies to your Network refer to this article [link].

To send an invite to new Suppliers directly from the Request, click the 'Send an invite' button. You will then be prompted to enter the contact’s Email address, First name (optional), and Last name (optional), followed by their Company name.

✏️ Important to note: When selecting the company, first check if it already exists in your network. If it does, associate the new contact with the existing company to avoid duplicates. If the company doesn’t exist, you can easily create a new one by clicking the ‘+’ button.

Once you added a Supplier to your Request, by clicking Edit, you gain control over which specific contacts from a Supplier company you want to be invited. Initially, all invited contacts receive full Owner access on the Supplier side to your Request. However, if you choose to invite only certain individuals from a Supplier company, they become the sole Owner of the Request on their end and can control access for their colleagues by inviting them and assigning specific permissions.

💡 Example: If you invite all contacts from Purple Edge Solutions (dummy), each of them will receive full ownership of the Request. In contrast, if you invite only Andreas from Pink Horizon Supply Co (dummy), he will be the sole Owner of the Request and will have the authority to manage access - inviting additional team members and assigning roles as needed for the bidding process.
​

Review & send tab

The Review & send tab offers a clear summary of your request's status, helping ensure everything is complete before submission. Any missing elements are highlighted in red, such as a missing deadline or unassigned category, making it easy to identify what still needs attention.

By scrolling down, you can view all remaining incomplete fields. Once all required information is provided, the 'Send request' button becomes active. Clicking it will send your finalised Request to the selected suppliers, and change its status from Draft to Active.

Approvals

When drafting a request, two additional tabs - Approvals and Comments - are available in the top right corner, alongside the previously described ones.

Approvals empower Request owners to involve relevant stakeholders in key decision points throughout the sourcing process. This feature enables a structured way to request and track approvals for various actions, such as

  • Approval to issue a draft Request to selected Suppliers

  • Approval to reject a Supplier

  • Approval to progress a Supplier to the next stage

  • Approval to award the Request to a Supplier

Importantly, Approvals do not enforce or automate decision-making. Instead, they provide a mechanism to capture formal approval and create a documented audit trail for all approval-related activities.

Approvals are requested at the same time, not in sequence, and only Owners can see all approvals.

Creating an Approval

✏️ Important to note:

  • In case of draft Requests, before creating an Approval, make sure you have selected or invited Suppliers to your Request under the Suppliers tab, and added your relevant colleagues under the Team tab. 

  • Super users can send approval requests but cannot be approvers unless added to the request team.

  1. Click '+ New approval' to open the approval setup window.

  2. Use the dropdown menus to select Supplier(s) the Approval is related to. 

  3. In the Description field, outline the scope of the Approval. 

  4. Optionally attach supporting documents and click 'Next'.

  5. Use 'Add approver' to assign team member(s) to review the request. Click 'Next'.

  6. Review your approval setup.

  7. Click 'Submit' to send the Request. Notifications will be triggered for all approvers.

Once the Approval request has been submitted, there appears a table showing the list of Stage approvals, along with their Scope, Stage, Status, Suppliers to approve, Approvers and Responses. 

The next step is for the Approvers to complete the necessary steps on their side. 

✏️ Important to note: Approval requests cannot be deleted, just cancelled while pending, but not once they have been responded by Approvers.

Responding to an Approval

If you are added to the corresponding Requests' team, and receive an approval request, here’s what you need to do:

When you're invited to approve a draft request, you’ll receive both an email and an in-system notification. To complete the approval process, follow the steps provided in the pop-up window that appears when clicking the notification. This guided walkthrough will take you through each stage, ensuring all necessary actions - such as reviewing content and adding comments - are completed before you submit your decision.

1. The first page of the pop-up will show you the Approval stage, which Suppliers to approve of the draft, and Description. Click ‘Next’ to move on to the next step.

2. You will be stated as an Approver, and you will be prompted to respond - ‘Approved’ or ‘Rejected’. You have the option to include a comment if you wish to elaborate on your decision. Click ‘Next’ to move on to the next step.

3. The last step provides a summary of your decision and any comments you've added in the previous stage. Review the information carefully, and click ‘Next’ to proceed if everything is in order.

You will then receive a confirmation that your approval response has been successfully submitted.

Here’s how your tab will appear once you’ve successfully completed the draft approval process.

Comments

As mentioned above, when drafting a request, two additional tabs - Approvals and Comments - are available in the top right corner, alongside the previously described ones.

The Comments tab serves as a private communication space exclusively for team members involved in a specific request. It allows users to share internal notes, feedback, and updates that are not visible to external parties. Users can enter a subject, write detailed comments, and upload supporting files either by dragging and dropping or browsing their device. The section ensures transparency and collaboration within the team while keeping discussions confidential.

  1. Give your comment a Subject.

  2. Write the comment you would like to share with your team.

  3. Optionally upload corresponding files.

  4. Click 'Save'.

✏️ Important to note: Comments cannot be edited or deleted once posted.

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.

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