Create Simple Tender Addendum Email in Commnia

Create Simple Tender Addendum Email in Commnia

Commnia Inbox allows users to create Tender Addendums with its Email functionality utilising document templates and complete traceability.

A tender addendum email category email should be marked with For Quote in the control panel as it will be considered a tender-related email and will have the following attributes.
  1. It will Send Privately. Any recipient in the To field will not see who else has been included in the Tender package. It's important to note that they will see who has been CC'd in the Tender.
  2. It will be part of Tender Related Modules, including Tender Manager and Tendering via SmartGrid
  3. The recipients of the email have a Yes/No button to submit interest and intention to quote
  4. There will be a link in the email allowing recipients of the email to Upload a Quote
To see how to customise the settings for tender email - click here.

1. Navigate to Tender Addendum Email

Navigate to the menu bar icon and search New Email.

Select Tender Addendum from Category Folder.

2. Compose Tender Addendum Email

A new email message will be opened.

Select Trade from the drop-down menu

The subject will be auto-filled based on the trade you select.
Trade - Request For Quotation - Job Name and Number

3. Add Recipients

  • Start typing the name of the contact to display a list of users from the project contact list. Alternatively, you can click on the To, CC or BCC button to display the full global contact list.  
  • If you would like to filter the contact list by Tender Status;
    • Select your project from the Job dropdown list 
    •  Select All Subbies sent Tenders, Subbies still on Tender etc from Tender Filter
    • If you like you can further customise by selecting the Trades from the dropdown list
    • From the bidder's list, selects the recipients.
    • Once you have made your selection, click Add recipients.

4. Complete Dynamic Fields

You can apply a Due Date to your tender by selecting what type of action is required, and the date of when this action is due. 

Click on Addons to include Project Scope of Works, Standard Clause, Cost Table and Authorisation.

  • Standard Clause, copy and paste from a document, or insert directly from a custom template. To learn how to create a Custom Standard Clause Template click here.
  • Cost Table will allow you to include a cost table with your tender as per the below example. You can apply a percentage admin charge which will add a fee based on the value of the cost table.
  • Authorisation will display a new field where you can either enter the details of the authorisation or insert directly from a custom template. To learn how to create a Custom Authorisation Template click here.

The Template setup must be completed by a Commmnia Administrator.

5. Enter the Email of the Body

  • Enter your Email Message into the description field. This field is Html which means you can copy and paste directly from emails, web pages and images.
  • Alternatively, select from a list of Custom templates.
  • The templates listed will be filtered based on Tender Addendum templates You can view templates for other document categories by changing the template filters. 

To see how to create Custom Correspondence Templates click here.

6. Add Attachments

  • Files can be attached to the email directly from Commnia Drive, the document register, from your local device or drag and drop files with no restriction on file size.

To learn more about attaching files from Commnia Drive, the document register and from your local device click here.

7. Send Tender Addendum Email

Your email signature will automatically be included in every email communication. You can edit your email signature by clicking on the edit icon.

To learn how to create and edit your signature click here.

Once you've entered all information for your email, you can PreviewSave it as a Draft or Send it Privately.

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