Document Groups are folders used to store documents uploaded to an AWARD project. The Document Group Type determines:
- What actions users can perform when uploading documents
- Who can view the documents within the group
Visibility and access are also influenced by:
- The user’s project permissions
- The state of the document (e.g., draft, released)
- Whether the Document Group is assigned to specific questions
Available Document Group Types
The types of Document Groups available will depend on:
- The Project Type (e.g., Evaluation, Data Room)
- Any Advanced Options configured within the project setup
Evaluation Projects (without Supplier Interaction enabled)
- Internal –This is used for general Project Documents which can be viewed by all Internal Users including Assessors. Uploading Documents to this group does not allow you to specify a Submission. The Document State is automatically set to Internal.
- Submission – This can be used by Project Managers to upload Documents associated with Submissions on behalf of Suppliers. Uploading Documents to this group forces you to specify a Submission. The Document State is automatically set to Visible. A Submission Document Group should be set up for each eSourcing envelope or section e.g. Qualification, Technical and Commercial.
Evaluation Projects with Supplier Interaction:
All of the above plus the following
- Public – This can be used for Documents which are to be made available to all Internal Users and all Suppliers (by publishing them). The Document State is automatically set to Internal on upload.
- Supplier - This can only be used by Suppliers to upload their own Documents to AWARD. Suppliers will not be able to view Documents uploaded by other Suppliers. The uploaded Documents can be seen by Project Managers when the Portal has been Unsealed, and Assessors can see them once the Portal has been moved to the Evaluation stage. In Portal Projects, this type of Document Group must be assigned to the relevant Questions and also added to the relevant Portal
- Authority Query – This option will only be present if the Use Authority Queries option under Supplier Settings (Tools/Setup) is set to Yes. This Document Group allows Suppliers to upload and attach Documents as part of their response to an Authority Query. The Document Group can be attached to the relevant Questions or the Overall Question. Note that the Supplier will not see the Authority Query Document Group in their main Documents list until they have uploaded Documents to it (via the Authority Query).
- Clarification – (Used in Supplier Interaction and Data Room Projects only.) This option will only be present if the the Clarification Document Uploads function is enabled under Advanced Settings. This Document Group allows Suppliers to upload Documents as part of their Clarification. The Document Group can be attached to the relevant Questions or the Overall Question. Note that the Supplier will not see the Clarification Document Group in their main Documents list until they have uploaded Documents to it (via the Clarification).
Advanced use cases:
- Assessor – (Used in Standard Evaluation and Supplier Interaction Projects only.) This option will only be present if the Assessor Documents option has been checked on an Exercise. This allows Answer Sheet Users to upload their own Documents in Answer Sheets for any specified Exercises. The Document Group can be attached to the relevant Questions or the Overall Question.
- Clarification Document Uploads function is enabled under Advanced Settings. This Document Group allows Suppliers to upload Documents as part of their Clarification. The Document Group can be attached to the relevant Questions or the Overall Question. Note that the Supplier will not see the Clarification Document Group in their main Documents list until they have uploaded Documents to it (via the Clarification).
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