"My Documents" Service

Each supplier who submits an offer in a public procurement must provide the organizer with a package of documents specified in the conditions of the tender documents.

 

The "My Documents" service is a cloud storage of the SmartTender platform that allows you to upload and store the necessary documents, structure them (create folders) and protect them with a watermark. This is very convenient as it provides the supplier with the following options:

• • eliminates the need to upload the same documents to the system when submitting each tender proposal;

  • allows you to upload documents in advance into the system, and submit a tender offer later. For example, if a supplier plans to submit an offer on a specific day, but knows that he will not have access to a work computer.

 

How to Upload Documents to Cloud Storage

To start using the "My Documents" service, use our simple instructions:

 

Step # 1 – Authorization on the SmartTender Site

To upload the necessary documents to the cloud storage "My Documents", log into your account at the SmartTender.biz.

 

Enter the data in the form and click the "Log in" button (Fig. 1).

 

Fig. 1

 

Please note that only registered users of SmartTender can use the My Documents service. If you don't have an account, you can create one following our simple registration instructions.

 

Step # 2 – Go to the Service Page

In your account, in the "Additional services" section, select the "My Documents" item (Fig. 2).

 

Fig. 2

 

You will see a page for uploading documents (Fig. 3).

 

Fig. 3

 

Step # 3 – Uploading Documents to Cloud Storage

Click the "Upload file" button to open a window for uploading documents (Fig. 4).

 

Fig. 4

 

Click the "Select files" button (Fig. 5).

 

Fig. 5

 

Download the selected documents from your computer.

 

Please note! The files you want to upload must be no larger than 49 MB.

 

If you are not sure that you have selected the correct documents, want to check them, but do not want to close the upload form, you can download them again to your computer for review. To do this, hover the cursor over the name of the required document, wait until the “Download” button appears, and click on it (Fig. 6). The document will download immediately to your computer.

 

Fig. 6

 

To delete an extra document from the list, click the delete button (Fig. 7).

 

Fig. 7

 

Click the "Ok" button to upload the documents to the system. If all is well, the system will give you a text notification "Files is successfully uploaded" (Fig. 8).

 

Fig. 8

 

Please note! The system will not allow you to upload to the storage a file whose name and type coincide with the already uploaded document, as well as a file larger than 49 Mb.

 

To make sure that the storage contains the documents you need, check their creation date (Fig. 9). The date of creation is the moment when you uploaded the file to “My Documents”.

 

Fig. 9

 

Available Actions With Documents in the Cloud Storage

You can perform a certain set of actions with all loaded into the storage documents and created folders. To do this, click the button with three dots opposite the name of the corresponding document or folder (Fig. 11).

 

Fig. 11

 

In the drop-down menu, select the required command to perform the following actions:

1. 1. Rename – select the "Rename" command and enter a new name.  When editing, it is important not to accidentally change/delete the file extension (in the document name), otherwise it will be impossible to open.

   2. Move the document to another folder – select the "Move" command and select the folder where you want to move the document (Fig. 12).

 

Fig. 12

 

     3. Delete document – select the "Delete" command.

     4. Protect document with watermark (works for PDF files only) – select the “Apply Watermark” command. After that, a mark about the presence of a watermark will appear opposite the name of the document (Fig. 13), and the corresponding inscription will appear on the document itself (Fig. 14). It will not be possible to remove the watermark from the document.

 

Fig. 13

 

Fig. 14

 

     5. Set automatic addition of documents to the tender (provided that you have already submitted an offer for this tender) – select the "Properties" command, check the box next to the auto-add and click the "OK" button (Fig. 15). The opportunity is available for participants of commercial trades.

 

Fig. 15

 

     6. Set expiration date – the date after which the system will automatically delete the document from storage. To do this, select the "Change expiration date for" command and enter the required date or select it in the drop-down calendar (Fig. 16).

 

Fig. 16

 

One day before the expiration date of the document, the system will send you a notification about this (Fig. 17).

 

Fig. 17

 

Expired documents are highlighted in red (Fig. 17). It is impossible to add expired documents to the tender.

 

Fig. 17

If you want to delete or move several folders or documents at once, check the boxes next to their names (or near the “Name” inscription if you want to select all documents in the folder) and click the corresponding “Delete” or “Move” button (Fig. 18).

 

Fig. 18

 

To download a document from the “My Documents” storage to your computer, click on its name (Fig. 19).

 

Fig. 19

 

Creating of Folders and Access Settings

If you use the "My Documents" service often or participate in several purchases at the same time, we recommend creating separate folders and sorting documents between them.

 

To create a new folder, click the "Create folder" button, enter a name, and press the Enter key on the keyboard (Fig. 10).

 

Fig. 10

 

By clicking on the mark with three dots, you can configure "Access" to each folder (Fig. 21).

Fig. 21

 

Available access levels for folders (Fig. 22):

• • viewing – exclusively viewing/downloading of documents;
  • editing – access to all functions for working with documents.

Fig. 22

 

Access is established according to the structure of the enterprise (Fig. 23).

Fig. 23

 

Basic rules for accessing folders/documents

Access can be set at any nesting level (Fig. 24).

 

Fig. 24

 

At the same time, after granting access to the user, the folder will be displayed on the screen at the top level of the attachment (Fig. 25).

 

Fig. 25

 

If different rights are set for the upper and second levels, the rights will be separated. For example, if you set the Prequalification folder to View and the Prequalification 1.1 folder to Edit, the user will only be able to edit the Prequalification 1.1 folder, and all other attachments in the Prequalification folder will be accessible only to viewing, even if access rights were not configured for them (Fig. 26).

 

That is, to ensure the correct work of the user with documents, it is necessary to start the settings from the nested folders and only then go to the upper level.

 

Fig. 26

 

As for the documents that are at the top level of the attachment in "My documents", it is impossible to grant access – the access properties are configured exclusively for folders and the documents enclosed in them (Fig. 27).

Fig. 27

 

How to Use the Section "My Documents" When Submitting a Tender Proposal

One of the stages of submitting a tender proposal for the selected purchase is the addition of the documents specified in the conditions of the tender.

To attach files from the “My Documents” repository to your proposal, click the “Select from my docs” button on the tender proposal submission page (Fig. 28).

 

Fig. 28

 

Put a checkmark in front of the names of the required documents (or in front of the inscription "My Documents" if you want to attach all files from the storage at once) and click the "Attach" button (Fig. 29). Selecting a folder automatically selects all files in it. The documents will instantly be uploaded to your tender proposal.

 

Fig. 29

 

You can make sure you've added the correct files by downloading them to your computer – to do this, hover your mouse over the document name, wait for the “Download” button to appear, and click it. You can also delete unnecessary files by clicking the corresponding delete button opposite the document name (Fig. 30).

 

Fig. 30

 

Find interesting tenders, apply for participation, and win public procurements with SmartTender!