Embedded Files
Before you start
Before you start
You will need:
A clear name for the project
The response deadline
The name and email address of each supplier contact
Any introductory message you want suppliers to see
You can save the project as a draft and return to it later.
Permissions: Users, Submitters and Admins can prepare a draft and invite collaborators. Only Submitters and Admins can launch a project.
1. Create a new project
1. Create a new project
From your Valexia workspace, open Projects and select Add Project.
Valexia will create a draft that you can complete in stages.
2. Add the project details
2. Add the project details
Enter the key information suppliers need to understand the request:
Project name: Use a clear, specific name that your team and suppliers will recognise.
Project type: Select the option that best matches the work being tendered. Selecting the project type determines which question set is included in the project.
Response deadline: Choose the date by which suppliers should submit their proposals.
Message to suppliers: Add any context or instructions suppliers should read before starting.
Project type determines which legal questionnaire and scoring logic apply to the project.
Valexia currently supports a range of arrangement types, including Model B appointments, middle office, transfer agency, fund accounting, and policy administration outsourcings.
Project type selection is only available if your organisation has subscribed to multiple template types.
Contact us at support@valexia.co.uk if you want to run an arrangement type that isn't listed.
3. Review the questions
3. Review the questions
Review the question set that suppliers will be asked to complete.
Check that it is appropriate for the project before proceeding. Suppliers will see these questions when the project is launched.
4. Add suppliers
4. Add suppliers
Add each supplier you want to invite.
For each supplier, enter:
The supplier’s name
The main contact’s email address. Once signed up, this contact will be able to invite teammates within the platform
Check the email addresses carefully. Valexia uses them to send the email invitations.
You must add at least one supplier before the project can be launched.
5. Save your draft
5. Save your draft
Select Save Draft to keep your progress without sending anything to suppliers.
You can return to the draft later to update the project details, review the questions or add more suppliers.
Valexia will warn you if you try to leave the page with unsaved changes.
Saving a draft does not notify suppliers.
6. Review the project before launch
6. Review the project before launch
When the draft is ready, continue to the launch review.
Check:
The project name and type
The response deadline
The supplier names and email addresses
The questions included in the project
Your message to suppliers
This is your final opportunity to check the invitation before it is sent.
7. Launch the project
7. Launch the project
Select Launch Project to send the invitation to suppliers.
Only users with the Submitter or Admin role can launch a project.
After launch:
Valexia emails each supplier contact
Suppliers can access and begin their response
The project status changes from Draft to Live
Launching sends the invitations immediately. Confirm the supplier emails and deadline before continuing.
Why can’t I launch the project?
Why can’t I launch the project?
Check that:
All required project details have been completed (shown by the tickmarks in the left hand navigation bar)
Your role is Submitter or Admin
Where the project is complete but the launch option remains unavailable, ask an Admin for your organisation to check your permissions.
What happens next?
What happens next?
Once the project is live, you can monitor supplier progress and manage the project from Valexia.
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