🗣️ This article is intended for Buyers. If you are a Supplier, please refer to our Supplier hub content.
If you have been granted access to DeepStream as an Authorised stakeholder, this guide explains what your role includes and the permissions available to you within the Requests module.
Authorised stakeholder role
An Authorised stakeholder is a limited-access user profile within the DeepStream platform. This role is designed for indirect users - such as members of legal, technical, engineering, compliance, finance, or other specialist teams - who are required to contribute input to specific Requests.
This user type is ideal for stakeholders who only occasionally need to review, comment on, or respond to supplier submissions.
Authorised stakeholders can only participate in Requests when they have been added to a Request team by the Request owner.
As an Authorised stakeholder, you can:
Join a Request team as a Team member
View Request information and supplier responses
Review supporting documents and submissions
Add comments and collaborate with other team members
Provide responses where permissions have been granted by the Request Owner
As an Authorised stakeholder, you cannot:
Create or send Requests
Receive Requests directly from Suppliers
Act as a Request owner
Submit Request revisions (you can view and comment on revisions only)
✏️ Important to note: If you believe you require broader access or need to create and manage Requests yourself, contact a Super user within your organisation. You can identify your organisation's Super users by navigating to Manage team from the main menu.
Accessing DeepStream as an Authorised stakeholder
Signing Up
You may have already received (or will soon receive) an email invitation from DeepStream. This contains a unique link to create your account.
Check your inbox for an email invitation from DeepStream.
Click the link inside — it will open DeepStream’s sign-up page.
Enter the same email address to which the invitation was sent. Click Continue.
Choose a secure password. Click Create account.
Once logged in, you will automatically find yourself in the company environment you’ve been added to.
Accessing a Request
Once you have set up your account, you can navigate to the Requests module to contribute to the sourcing activities run by your colleagues through DeepStream.
Sign in to DeepStream using your credentials.
From the top navigation bar, select Requests.
Ensure you are viewing the Received requests folder.
Locate the Request you have been invited to contribute to and click on it to open the Request workspace.
Understanding the Request Workspace and Its Related Permissions
Once you open a Request, you may see the following tabs and perform the below actions depending on your permissions and the Request configuration.
Suppliers tab
The Suppliers tab of a live Request provides a comprehensive overview of all suppliers involved. It acts as the main control centre for monitoring supplier activity, tracking progress, and coordinating internal actions throughout the request lifecycle.
At a glance, the Supplier tab gives key information such as bid status, stage completion, and outstanding actions - both yours and your team’s. You’ll also be able to identify unread comments and messages requiring follow-up.
In addition to the main Supplier panel, the tab includes several supporting panels, such as Visibility, Stage Approvals, and Internal documents, each offering tools to manage participation, approvals, and internal collaboration more effectively.
Suppliers panel
The Suppliers panel is the central place for tracking and managing supplier progress within a live Request. By default, it displays suppliers grouped by current stage, showing where each supplier is in the process. This structured layout makes it easy to oversee engagement across multiple stages.
View
You can switch between four views depending on what aspect of the process you'd like to focus on, by clicking the 'Views' button on the top right, and each view will display related key supplier information.
By current stage (default): Shows where each supplier currently is in the workflow.
Request bid status
Current stage completion
Your actions (items you need to address)
Team actions (pending actions assigned to teammates)
Unread comments
By bid status: Organises suppliers based on whether they're bidding, have submitted a bid, or are invited.
Current stage
Your actions (items you need to address)
Team actions (pending actions assigned to teammates)
Unread comments
By bid outcome: Useful after evaluations to see who passed or failed.
Current stage
My view: A customisable view tailored to your preferences as a buyer.
✏️ Important to note: Changes made to views are personal and do not affect what your teammates see.
To further tailor the data to your needs, you can Filter and Sort results.
Additionally, use the ‘Hide columns’ dropdown to choose which columns to display. You can:
Show or hide individual columns
Select Show all, Hide all, or Default
Quickly spot visible columns via the eye icon
Besides, each column also has a dropdown that allows you to sort the table based on that specific metric.
More actions
To enable More actions, first tick the checkbox next to a supplier’s name. Then, click More actions to access:
Send invite reminder
You can prompt supplier companies that haven’t yet signed up for DeepStream by sending them an invite reminder. To do this:Check the boxes next to the suppliers with a Bid status of Invited.
Click the 'More actions' dropdown and select Send invite reminders.
In the confirmation pop-up, click 'Send' to issue the reminder.
✏️ Important to note: Invite reminders can only be sent to supplier companies that have no registered users on DeepStream. This means the option is available only for first-time invitations - once any user from the company has signed up, reminders can no longer be sent.
Download files
You have the option to download all documents submitted by your suppliers in response to a specific request. This allows you to review their submissions in detail, compare responses, and retain records for evaluation or compliance purposes. Accessing these documents ensures transparency and supports informed decision-making throughout the procurement process.Select the suppliers whose documents you’d like to download by ticking the checkboxes to the left of their names.
Click the ‘More actions’ dropdown and choose Download files.
Choose the pages from which you want to include files in the download.
Click ‘Download’ to start the process.
Internal documents panel
The Internal documents panel allows you to upload and manage documents that are only visible to your internal team. These documents can be used to support internal collaboration, add context, or keep a record of key materials related to each stage of the request process. Unlike supplier-facing documents, internal documents are not shared externally and are meant solely for internal coordination.
To add a new document, click the '+ New document' button. A pop-up window will appear prompting you to provide the following details:
Request stage:
Select which stage of the request the document should be associated with.File*:
Upload the document by either dragging it into the drop zone or clicking 'Browse' to select it from your device.Name*:
Give the document a clear, descriptive name so it’s easy to identify later.Comments:
Optionally, you can add a comment to provide additional context or instructions related to the document.
Once the required fields are filled out, click 'New document'.
If you change your mind, you can click Cancel to close the pop-up without saving.
This panel helps ensure your team stays aligned at every stage of the request without sharing internal documents with suppliers.
Team tab
The Team tab displays the members assigned to the Request and their respective roles.
Details tab
The Details tab of a live request offers a comprehensive overview of the request. It displays key information, including the basic details and other configurations made in the Summary tab of the draft. It also provides an overview of the Stages defined in the draft request by the Request Owner(s), along with the Details, that is, the content associated with each stage. This tab allows you to easily review all relevant aspects of your request in one place, to which you have been granted access to.
Comments tab
The Comments tab allows internal team members to collaborate, ask questions, and provide feedback within the Request.
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.
Give your comment a Subject.
Write the comment you would like to share with your team.
Optionally upload corresponding files.
Click 'Save'.
✏️ Important to note: Comments cannot be edited or deleted once posted.
Messages tab
The Messages tab displays communications exchanged between the buyer and suppliers regarding the Request.
Depending on the permissions assigned to you for this tab, you may either be unable to access this page or, if access is granted, perform the available actions described below.
No access: You have no access to Messages.
Can read: You have access to read Bulletins, Clarifications and Chats.
Can comment: You can leave comments in the Activity & Comments section after extending any Clarification or Chat.
Can respond: You can refer to the Bulletin the Clarification is related to, and mark it as resolved.
Can edit: You are given full access to the Message tab to create a new Bulletin, Clarification or Chat.
Message types
Bulletins
Bulletins are used by buyers to send messages to all participating suppliers in a Request. These are typically used to announce important updates, changes to the Request, or new deadlines. Suppliers cannot respond directly to Bulletins. If they require further information or need to follow up, they can do so by opening a Clarification.
When a Bulletin is sent, suppliers receive an email notification prompting them to log in to DeepStream to view the message. The message itself is also recorded in the Audit trail for full traceability.
To send a Bulletin from the Messages tab:
Open the relevant Request and navigate to the Messages tab.
Click on Bulletins in the left-hand menu.
Select + New bulletin.
In case of a multi-stage request, select the Stage the bulletin should be visible from.
Enter your message.
Optionally upload a supporting file.
Click 'New bulletin' to send.
To edit a posted Bulletin's message or files, hover your mouse over it and open to see it in detail, then click 'Edit'.
Once you have made the changes, click 'Submit'.
⚡ Top tip: Use Bulletins to ensure all suppliers are aligned with any changes or updates. Bulletins are the fastest way to distribute information broadly, and they ensure consistency in supplier communication.
Clarifications
Clarifications enable private, direct conversations between a buyer and a supplier. Either party can initiate a Clarification to ask follow-up questions or request additional information related to the Request's Documents, Questions or Line items.
Unlike Bulletins, Clarifications are two-way, and the content is not visible to other suppliers. However, Clarifications can remain open throughout the lifecycle of the Request - even after it has been closed or awarded. Besides, each Clarification thread is also stored and timestamped in the Audit trail.
Buyers have the option to control 'Supplier file uploads', that is, whether suppliers can upload documents within clarification threads. This setting can be toggled at any time and applies to both new and existing clarifications.
To edit the supplier file upload permissions:
Navigate to the Messages tab within the Request.
Click on Clarifications in the left-hand panel.
Click the pencil icon under 'Supplier file uploads' to either Disable or Enable this option.
✏️ Important to note: Disabling file uploads does not remove or alter any documents that have already been uploaded. All previously shared files will remain accessible within their respective threads and are still logged in the audit trail. This gives buyers full control over document exchange during clarification without disrupting the integrity of past correspondence.
To create a new Clarification:
Navigate to the Messages tab within the Request.
Click on Clarifications in the left-hand panel.
Click '+ New Clarification'.
Choose the supplier you want to message.
Fill in the subject and message fields.
Click 'Open clarification' to send.
Once you have opened the Clarification, you can associate it with a Bulletin in the 'Post to reference' field, then clicking 'Submit'.
Finally, if you would like to conclude a Clarification chain, click 'Mark as resolved'. This action changes the Clarification's status to Resolved, however, it can be reverted to Open by clicking 'Undo'.
⚡ Top tip: Open a separate clarification for each question you have so they can be tracked and resolved efficiently.
To respond to an existing Clarification:
Navigate to the Messages tab within the Request.
Click on Clarifications in the left-hand panel.
Click on the relevant Clarification that needs your input.
You may either Leave a comment, Post to reference, or Mark as resolved.
To download a record of Clarifications:
Navigate to the Messages tab within the Request.
Click on Clarifications in the left-hand panel.
Click on the relevant Clarification whose individual clarification thread you want to download.
Click the download icon in the top right corner of the thread window.
Chats
The Chat function allows buyers to have real-time, one-on-one communication with a supplier. Suppliers cannot initiate a Chat themselves, but they can reply to Chats started by the buyer. This channel is ideal for informal conversations, quick follow-ups, or clarifying points that don't require a formal Clarification.
Buyers can also enable file sharing within a Chat, allowing the exchange of documents. However, this permission must be set when the Chat is created and cannot be changed afterward.
To start a Chat:
Open the relevant Request and go to the Messages tab.
Click on Chat in the left-hand menu.
Select '+ New chat'.
Choose the supplier you want to message.
Enter a subject and message.
Optionally upload a supporting document.
Choose whether the supplier will be allowed to upload documents in response.
Click Open chat to initiate the conversation.
Finally, if you would like to conclude a Chat conversation, click 'Close chat'. This action changes the Clarification's status to Closed, however, it can be reverted to Open by clicking 'Reopen chat'.
⚡ Top tip: Use Chats for informal or follow-up conversations where a quick turnaround is needed, or when a document needs to be exchanged privately. Chats can also be initiated when closing or awarding a Request, making them a useful tool for post-decision communication. Since suppliers can only respond and not initiate, buyers remain in control of this communication channel.
Comparison tab
The Comparison tab becomes available once a Request includes an Evaluation module, Questions section, or Line items section. It allows you to view supplier responses side by side, making it easier to evaluate submissions and identify the best offers. Please note that Documents sections are not included in the comparison.
Be it the Evaluation, Line items, or Questions comparison you're looking at, here is how to use the Comparison tab.
First, open the relevant Request, then:
Go to the Comparison tab.
Use the dropdown on the top left to switch between 'Evaluation', 'Line items', and 'Questions'.
In all views, you can use the 'Filter' dropdown to show or hide specific suppliers. In evaluation, you can additionally filter suppliers by bid status. Suppliers who decline to bid or withdraw will be automatically excluded from the evaluation view.
In all comparison views, you can also adjust your layout using the following options:
Click the 'Row height' icon on the right to switch between Short, Medium, Tall, and Extra Tall rows.
Click 'Expand view' in the top right to focus on the table only. To return to the standard layout, click the same icon on the top right to shrink the view.
Click any response cell to open a detailed view of that answer.
Evaluation
In case you have been invited to the system and the specific request to Evaluate, that is to score supplier responses, please follow the below steps.
1. Navigate to Requests
Once logged in to DeepStream, locate and click on the Requests module in the top navigation bar.
Locate and open the relevant request you wish to Evaluate.
2. Navigate to the Comparison tab
Click the Comparison tab.
Locate the dropdown menu at the top of the page.
Switch the view from Line items / Questions to Evaluation.
Review the evaluation progress at the top of the evaluation panel, where you will see the completion percentage, your completed actions and team actions and progress.
3. Review the First Incomplete Item
Scroll down to the first line item marked as Incomplete.
Incomplete items are identified by a red dot and an exclamation mark icon within.
Click the expand/extension button on the first incomplete action line.
4. Complete the Evaluation Action
Enter the score for the supplier response within the allowed maximum range.
Optionally leave a comment.
Click Submit response.
Once submitted, the system automatically takes you to the next incomplete item either by exchange or supplier.
Repeat this process until all pending evaluation actions are completed.
5. Evaluating by Supplier (Alternative)
Alternatively, you can also evaluate responses directly from the supplier view.
Open the Suppliers tab within the same request.
Select the supplier whose responses you want to evaluate.
In the supplier menu, click Evaluation.
Open the first line marked Action Required.
Submit scores the same way as described previously.
Spend tab
The Spend tab displays spend-related information associated with the Request, where applicable. However, please note, that Authorised stakeholders cannot be given access to this page, only Request owners have permissions to view this page.
Audit tab
The Audit tab provides a complete audit trail of activities and actions taken within the Request.
Getting Help
At DeepStream, we are committed to supporting all our users – our team is here to help you too.
The Help Chat button is available in the bottom-right corner of every page on DeepStream. Even if you don’t yet have an account, you can access it through our Knowledge Base.
Find the blue Help Chat button in the bottom-right corner of the page.
Click the button to open the chat window.
Type your question or message into the chat.
You will first meet FIN, our AI-powered assistant, designed to quickly help with common questions. If FIN can’t resolve your issue, a member of our Customer Success team is always ready to step in and assist you. You can also skip straight to a human at any time by typing ‘talk to human’.
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.