Building templates for Requests

This article provides detailed guidance on building templates for requests

Anika Gadher avatar
Written by Anika Gadher
Updated over a week ago

This article is intended for buyers. If you're a supplier, check out our supplier help articles here.

This article will cover:

Templates Overview

Templates serve as pre-formatted bases for requests, offering guidance for creating new requests. They play a vital role in standardising processes, including Stages, Documents, Questions, Line Items, Evaluation, and Scoring criteria.

You can locate templates within the Requests tab to expedite the creation of new requests.

Using templates aligns with DeepStream's best practices, saving time, supporting users in adhering to processes, and standardising the business's request procedures while eliminating manual tasks.

✏️ Please Note: Deadlines, request members, permissions, and suppliers cannot be saved in a template. Only super users and full users have the capability to create, use, and manage templates.

How to Build a Blank Template

  1. Under Requests click on Templates in the top left hand box.

  2. Then click on the blue + New template button on the right hand side and select Blank template.

Step 1: Summary

Creating a template closely mirrors creating a request. In the Summary tab you save basic details, product and services tags, reference numbers, and spend data.

Top Tip: During the creation process, make any edits by clicking the relevant options.

Naming the Template

Start by naming your template in the pop-up window and click Create template.

Basic details, saved as part of the template, can be pre-populated when creating a request From template in the future.

Overview

Provide a high-level introduction to explain the request to potential suppliers. This overview is included in the Request invitation email sent to suppliers so please make it as detailed as possible.

Product and Services Tags

Tags saved in templates are included in the Request invitation email to clearly indicate what is being tendered for. Please only choose tags that are directly relevant to your request.

Step 2: Stages

Once the Summary tab is completed progress to build your Stages. Stages help you to structure your requests & can be saved as part of a template. Buyers can have single or multi-stage templates.

You can add a name for your Stages but you will not be able to add a deadline as part of the template. Take an in depth look at Stages and how to build them here.

Step 3: Details

Now move to the Details tab to add Pages. Pages help organise buyer information sent to suppliers to respond to.

  1. To add a new Page click + Add page and input a name.

    1. There is no limit on the number of pages you can save into a template. For more details on building sections within Pages click here.

  2. Fill in the Description (optional) field to provide more instructions to the supplier on what the section contains or how to complete the requirements.

Step 4: Evaluation

Move to the Evaluation tab. Evaluation is another section you can save as part of your template to standardise your requests. This allows a defined criteria to evaluate against & ensures you are assessing bids based upon what is important.

For further detail on how to build out your Evaluation criteria click here.

✏️ Please Note: The evaluation is not a mandatory section to add.

Step 5: Team

Now move to the Team tab. This is where you will save your company role details and add collaborators.

✏️ Please Note: You cannot add users to a template.

Step 6: Review and Save

Finally after completing all tabs, review the details and save the template.

How to Build a Template from an Existing Request

  1. Within the Templates tab, click + New template.

  2. Choose Based on existing request.

  3. A window will appear with a dropdown of existing requests.

  4. Select the relevant request, and it will pull through the template name.

  5. Make any necessary edits to the name and click Create template.

This process directly imports information, documents, questions, and line items from the request.

How to Manage Templates

To revise or duplicate templates, click the '...' next to any template on the Request table.

✏️ Please Note: Duplicating a template will have 'Copy of' in front of the name.

For any further queries, please use our live chat function or email: support@deepstreamtech.com

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