SAMPLE PROCESS
Tender Management
Streamline the entire tender creation and supplier evaluation process with a structured, transparent workflow.
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Key Challenges
- Efficiently managing the full lifecycle of tenders and their approval stages
- Providing clear visibility over ongoing tenders, suppliers, and evaluation criteria
- Structuring workflows to guide users through submission, review, and award steps
- Maintaining a centralized, auditable record of all tender-related documents
Process Walkthrough
This sample solution has been developed to showcase the potential of Module Suite
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Tender dashboard
From the main dashboard, users can view all ongoing tenders along with key details such as owner, deadline, and current status. The dashboard is totally configurable to better fit reporting or monitoring needs.
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Tender dashboard
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Create a new supplier
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Create a new supplier
… simply by filling out the contextual form.
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Supplier list overview
The newly created supplier will appear under the Supplier List section, where users have a complete overview of all suppliers along with their key details.
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Create a new tender
To create a new tender, the user opens the New Tender form directly from the dashboard.
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Create a new tender
The process begins by entering key information such as the tender title, scope of work, and the list of selected suppliers invited to participate.
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Create a new tender
The advanced form guides the user through each section, ensuring all mandatory fields are properly filled in – including evaluation criteria, end-user motivation, and the necessary supporting documents to be attached.
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Tender dashboard update
After the form is submitted, the new tender automatically appears in the main dashboard, under the Pending status.
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Approval workflow
The submission of the form also triggers a two-step internal approval workflow, requiring approval from both the Purchasing and Supply Chain teams.
First, the Buyer Office Approver reviews and validates the tender.
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Approval workflow
Then, the Supply Chain Manager performs the final review and approval.
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Published Tender
Returning to the main Tenders List view, the user can access the Business Workspace dedicated to the tender in question, whose status now appears as Published.
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Dedicated Business Workspace
The Business Workspace, which was automatically created after the form submission, contains all relevant tender details, an activity feed tracking every action, the related team, and the invited suppliers.
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Dedicated Business Workspace
In particular, each supplier is linked to its corresponding Business Workspace; by simply hovering over the supplier, the user can view the key information.
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Document tab overview
The Documents tab displays all folders and files generated during the tender lifecycle, such as the tender requirements or the corresponding contract with the Scope of Work and related attachments.
The user selects the Submissions folder to access all supplier-related information.
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Document tab overview
Inside the Submissions folder, a dedicated subfolder is created for each supplier and shared externally via Core Share to collect all tender-related documents.
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Tender under review
Once the tender is closed, its status changes to Closed for Adjudication. In this phase, the participating suppliers are evaluated to determine the winner.
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Evaluating the candidates
For each supplier, the submitted documents are reviewed and the company is evaluated according to the criteria previously defined in the tender creation form.
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Awarding the winner supplier
Using a custom menu action, the user can mark the desired supplier as the winner. The selected supplier is automatically notified via email, as are the non-awarded suppliers, and the system updates the status of all suppliers accordingly.
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Post-award workspace update
The tender workspace now links also to a new workspace containing the relevant information needed to continue the process with the winning supplier.
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Post-award workspace update
The completed tender is removed from the main dashboard, while the new business workspace appears instead, ready for the next phase.
Key Features
- Automatic creation of Business Workspaces and related elements upon form submission
- Dynamic folder and document generation based on the selected agreement type
- Automated email notifications to inform suppliers of tender outcomes
- Seamless file and document sharing with external suppliers participating in the tender through Core Share
- Secure collaboration channels that maintain full traceability and auditability of shared content
- Fully customizable Smart View interface, offering complete control over the solution’s design and navigation
- Contextual menus with personalized actions (e.g., Mark Winner, Send Tender Outcome)
- Integrated document previews directly within the workspace for faster review and decision-making