- Tender Sharing: Complete Guide to Team Collaboration

Introduction

Tender Sharing is an essential tool for effective collaboration between team members in Tenders Alerts. Through this feature, you can quickly and easily share important tenders with your colleagues, facilitating the review, evaluation, and collective decision-making process.

What is Tender Sharing?

Tender Sharing is a feature that allows you to:

• Instant Sharing: Send tenders to team members directly
• Effective Collaboration: Enable the team to review the same tender
• Time Saving: No need to manually send links
• Easy Tracking: Know who shared the tender with you
• Direct Access: Instant access to shared tenders

How to Share a Tender

Step 1: Find the Share Button

The share button appears on the tenders page next to other action buttons:

Button Location:

• In the tenders table, within the "Actions" column
• Available only to active subscribers
• Appears next to tender specifications buttons

Step 2: Open the Share Window

When clicking the "Share" button, a popup window will open:

Window Contents:

1. Tender Title: Displays the name of the tender you'll share
2. User Selection Field: To choose team members
3. Action Buttons: Cancel or confirm sharing

Step 3: Select Users

How to Select Users:

1. Start typing the user's name or email
2. A list of available users will appear
3. Click on the user to add them
4. You can add multiple users at once
5. To remove a user, click the (×) mark next to their name

Note: You can only share tenders with users in the same organization.

Step 4: Confirm Sharing

After selecting users:

1. Click the "Share" button
2. A success confirmation message will appear
3. Selected users will receive a notification about the shared tender

Viewing Tenders Shared With You

Share Indicator

When a colleague shares a tender with you, a distinctive mark will appear:

Indicator Information:

• Share Icon: Appears in blue
• Sharer Name: Displays the name of the person who shared the tender
• Share Date: When hovering over the icon

Accessing Shared Tenders

You can access all tenders shared with you through:

1. Shared Tenders Page: Dedicated section in the sidebar
2. Notifications: You'll receive a notification when a tender is shared with you
3. Search: You can search for shared tenders

Practical Examples

Example 1: Share a Tender for Technical Review

Goal: Share a tender with the technical engineer to review specifications

Steps:

1. Search for the required tender
2. Click the "Share" button
3. Select the technical engineer from the list
4. Add a note (optional): "Please review technical specifications"
5. Click "Share"

Result: The engineer will receive a notification and can access the tender directly.

Example 2: Share a Tender with Pricing Team

Goal: Share a tender with the pricing team to prepare the financial offer

Steps:

1. Open the required tender
2. Click "Share"
3. Select all pricing team members
4. Add a note: "Please prepare pricing within 3 days"
5. Confirm sharing

Benefit: All team members get the same information at the same time.

Example 3: Share a Tender with Manager for Approval

Goal: Share a tender with the manager to get approval for participation

Steps:

1. Review the tender and ensure it matches company criteria
2. Click "Share"
3. Select the direct manager
4. Add a note: "Suitable tender - please approve participation"
5. Share the tender

Result: The manager can review the tender and make a quick decision.

Tips for Effective Tender Sharing

1. Share at the Right Time

• Share tenders immediately upon discovery if urgent
• Don't wait until close to the closing date
• Give the team enough time for review

2. Choose the Right Users

• Share only with people concerned with the tender
• Avoid random sharing with all team members
• Select people based on their specializations

3. Add Explanatory Notes

• Explain the reason for sharing
• Specify the required action (review, pricing, approval)
• Mention the deadline if any

4. Follow Up on Shared Tenders

• Regularly review tenders shared with you
• Respond to shares in a timely manner
• Communicate with the sharer if you need clarifications

5. Use Sharing for Learning

• Share interesting tenders with the team
• Help new members understand tender types
• Share good and bad examples for learning

Difference Between Sharing and Saving

Sharing

• Purpose: Collaboration with others
• Access: Selected users only
• Notifications: Recipients receive notifications
• Usage: For collective review and decision-making

Saving (Favorites)

• Purpose: Personal reference later
• Access: You only
• Notifications: No notifications
• Usage: For personal follow-up

Note: You can save a tender to favorites and share it with the team at the same time.

Restrictions and Permissions

Who Can Share?

• Active Subscribers: Only subscribers can share tenders
• Organization Members: You can only share with users in the same organization
• All Levels: No restrictions on roles or levels

What Can Be Shared?

• All Tenders: You can share any tender in the system
• Saved Tenders: You can share tenders from favorites
• Saved Searches: You can also share saved searches

Sharing Limits

• Number of Users: No maximum limit on number of users
• Number of Shares: No limit on number of times
• Permissions: Recipients get the same access permissions

Integration with Other Features

Sharing and Notifications

• Recipients receive an instant notification
• Notification settings can be customized
• Notifications appear in email (if enabled)

Sharing and Tender Management System (TMS)

• You can share a tender then add it to TMS
• Shared tenders can be tracked in TMS
• Collaboration on the tender continues in TMS

Sharing and Reports

• You can see sharing statistics
• Track who shared what and when
• Reports on most shared tenders

Frequently Asked Questions

Can I cancel a tender share after sending it?

Currently, you cannot cancel a share after sending. However, you can communicate with the recipient directly.

Does the recipient receive a copy of the tender or just a link?

The recipient receives a direct link to the tender in the system, not a separate copy.

Can I share a tender with users outside the organization?

No, currently you can only share with users in the same organization for security reasons.

What happens if the tender is deleted after sharing?

If the tender is deleted from the Etimad platform, it will remain available in the Tenders Alerts archive.

Can I know who viewed the shared tender?

Currently, there's no feature to track who viewed the tender. However, you can communicate with recipients directly.

Does sharing affect usage quota or subscription?

No, sharing tenders doesn't affect your quota or subscription. It's a free feature for subscribers.

Can I share multiple tenders at once?

Currently, each tender must be shared individually. However, you can share a saved search containing multiple tenders.

Conclusion

Tender Sharing in Tenders Alerts is a powerful collaboration tool that provides:

• Quick Communication: Instant sharing with team members
• Effective Collaboration: Collective review of tenders
• Time Saving: No need to manually send links
• Clear Tracking: Know who shared what and when
• Better Decisions: Make informed decisions based on team review

Start using the sharing feature today to improve collaboration with your team and increase the efficiency of the tender evaluation process!