Contracting entities may save previously created notices in the sourcing system as templates. Templates can be used within own contracting entity or shared with all or selected contracting entities.
Own templates can be found in the ‘Templates’ folder
Shared templates can be found in the ‘Shared templates’ folder
Copy a notice as a template
Select the folder from which you want to search for the procurement
Click a procurement in the list under the folder to select it
The system switches to the information page of the procurement
From the menu on the right-hand side, select ‘Copy to a template’
Click ‘Copy to a template’ to create a new template based on the notice. The selection displays the form used for creating a template, where you enter:
Name of template
Template description
Select with whom to share the template
Add attachments if applicable
NOTE! The attachments are only shown on the front page of the template, not under the template documents and links
FIGURE: Template editing history, the required information are the name and description.
Do you want to create an own template or a shared template?
Not shared
You are only creating the template for your own contracting entity
Shared to all contracting authorities
You are creating a template that will be shared to all contracting entities
Shared only to selected contracting authorities
Click the ‘Select contracting authorities’ button to select the contracting entities with whom you want to share the template
Search for (1) or select from the list the contracting entity with whom you want to share the call for tenders by clicking the ‘>’ button (2) or select all (3). A box also appears on the right-hand side (under ‘The contracting authorities the document is being shared to’)
The selected contracting entities are shown in the list on the right-hand side. To remove a contracting entity from the list, select it from the list on the right-hand side and return it back to the ‘Contracting authorities found’ list by clicking the transfer button.
When the contracting entity has been moved to the box on the right-hand side, click the cross in the top-right corner to close the pop-up window
The view returns to the ‘Copy to a template’ view (the same where you chose the desired contracting entity)
Click ‘Save’. The system confirms that the data has been saved successfully.
FIGURE: Select with whom you want to share the template. You can search for a contracting entity by entering a part of the contracting entity’s name in the text field
Use a template as a basis for a new notice
The templates can be found in the ‘Templates’ and ‘Shared templates’ notice folders. Select a folder and under it the template you want to view or use as a basis for a new notice
Templates
You can view all the details of the template
You can edit all the details of the template
You can edit the template name, description, visibility and files
You can conduct internal discussions related to the template
A template can also be deleted
FIGURE: (1) Use a template as a basis for a new notice, (2)Edit the template sharing information, (3) Open the template for editing
Shared templates
The folder view lists the title information of all shared templates as well as the latest shared templates
Click any template detail in either of the lists to view the template details
Click the menu button in the ‘Latest shared templates’ list to copy a template directly to your own templates or view the template in PDF format