You will receive email alerts when new proposals are submitted by contractors and require your approval or other action. You can take action on these proposals in the RFPs/Proposal module in Service Automation.
How to Search for Proposals
You can search for proposals in by navigating to RFPs/Proposals > View/Process Proposals in Service Automation. Here you will be able to search by Proposal #, Work Order #, priority, status and a number of other options on the View Proposals search page.
You can also access a proposal directly from a work order. When viewing your list of work orders, if there is a proposal available for the work order, a link will be provided to view all proposals submitted and the current status. In the example below, the status shows that a proposal has been submitted and has been approved.
Clicking the link will display details about the proposal, the approved amount, requestor and the associated RFP. You can also take action on the proposal by selecting the action from the drop-down on the right.
Taking Action on a Proposal
After you send out an RFP and contractors begin submitting proposals, you will be able to take action on them and either approve them, put them on hold or reject them. You can also assign the proposal to another person in your organization.
In the example below, there are two RFPs with proposals that have been received. The first RFP was sent to two (2) contractors and only one has responded so far. Therefore the status is coded yellow, indicating that some proposals have been received.
The second RFP was sent to one contractor and that contractor has responded with a proposal and the status is coded green, indicating that all proposals have been received.
If you would like to receive additional proposals, you can send the RFPs listed here to other contractors by clicking the Send to Others button. You can also delete the RFPs from this page by clicking Delete.
How to Take Action on a Proposal
- Click Go next to the proposal you wish to view. The Proposals page appears.
- Select the action you would like to take on the proposal from the Action drop-down. The action you choose here will change the status of the proposal to Approved, Rejected or On Hold. The Proposal Action pop-up window appears.
- Select whether you would like this action to post to the originating work order or generate a new work order. The email address for the contractor that submitted the proposal will be automatically filled in.
- Click Send to complete the action.