Tender Addendum via SmartGrid
Commnia Smart Grid allows for Tender Addendums to be created with ease utilising document templates, automated distribution rules and complete traceability.
1. Accessing Tender Addendum
Navigate to the menu bar icon and click Tender Grid under Tendering.
Click on Addendums and Revised Documents.
Revised Document will add any updated document revisions and will automatically display any trade groups and user groups who have not received the updated revision. This will ensure that your project team is working from the most recent revision.
A green tick will be applied where the document/trade group combination meets the document revisions that need to be sent to project users.
2. Filter and View Grid
1. Manage Documents - Add additional documents from the Document Register or Commnia Drive
2. Manage Recipients - Add or remove trades and user groups
To manage documents and recipients click here.
3. Send all packages to all trades - Will flag all documents to be sent to all user/trade groups in the grid
4. Expand all Disciplines - Shows documents category headings only, displaying a more succinct view of your transmittal grid.
5. Reset Grid - Click on Reset grid to remove all elements on the grid
6. Show/Hide Document Description - Lists name of documents attached
3. Applying Changes to the Grid
Changes can still be made to the transmittal grid before distributing.
Add/View/Remove Users
The number above each trade/user group tells you how many of your contacts belong to that group.
By clicking on this number, it will display a list of those contacts and the ability to add other contacts to the group.
Select the user/groups to include clicking on each checkbox, and then click on Add Selected Users.
Remove or View Documents
You can remove or view each of the document details by clicking on the 3 orange dotted lines. A snapshot of document details will pop up.
4. Create your Addendum
Each addendum created in Commnia will ultimately be sent through Commnia's email function.
Once you have assigned all relevant documents to each trade/user group, you can save it as draft or click on Create Tender icon to prepare your addendums.
Each trade will be divided into its own addendum.
Click on the trades to expand the addendum, you can review recipients and the documents attached.
There are a few options available for modification.
The subject line will default to the document category of Tender Request but can be modified here by selecting Tender Addendum from the dropdown list on the top left.
Commnia will automatically consolidate recipients if they have been flagged to receive the same documents. Click on each Addendum to show further details.
You can remove a listed contact by clicking on the x, to add more contacts you can click on +.
You can remove a document by clicking on the bin icon, to add more documents you can click on Document Drive/Document Register.
This is where you can enter the body of your email to be included as part of your transmittal. If you have setup custom templates, you can view and add by clicking on Custom Templates. The description can be copied across all the current list of transmittal's being prepared by navigating to Copy Options and clicking Copy Description to All Emails.
Once you're happy with the content, you can click Save as draft or Send Privately to distribute this transmittal. This means that your contacts will not see the other contacts who have been included on the transmittal.
Discard will take you back to the transmittal grid where you can make further changes to the grid.
1. To action for each individual grouped addendum
2. For mass action applied to all addendum's at once
5. Tender Addendum Email
Commnia will automatically send a formatted email with your transmittal to your contacts where they can download these documents directly from the email without needing to log in to Commnia.
The email includes an attached PDF Letter - the email description and file list.
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