Setting Up an E-mail Subscription with Tenders and Auctions

Half of the success in purchases and auctions is timely information about upcoming trades. One of the most effective ways to not miss interesting purchases is to subscribe to the site's e-mails. The main thing is to set it up correctly, based on your own needs and interests.

 

Please note!

On the site, it is prohibited to set up mailing to users with the e-mail domain ".ru", ".рф", ".рус", ".su". If your mailing address has exactly such a domain, enter another one.

 

 

Step #1 – Authorization on the Site

Login to SmartTender.biz. To do this, click the "Login" button in the upper right corner of the page. Enter your data in the form and click the "Login" button (Fig. 1) or select "Authorize via QES/AES" or "Authorize via EHealth".

 

 

Fig. 1

 

If you don't have an account, you can create one by following our simple instructions on how to register with Prozorro.

 

Step #2 – Subscription Setup

Go to your account on SmartTender.biz. To do this, click on the circle with your initials in the upper right corner of the page and select "Personal account" (Fig. 2).

Fig. 2

 

In your account, select "Subscription settings" (Fig. 3).

Fig. 3

 

On the subscription setup page, you have the option to send a request to the SmartTender manager for assistance in setting up the subscription. To do this, click "Send request", fill in the field with a phone number, and click the "Send request" button (Fig. 4).

Fig. 4

 

Personal Invitation from the Organizer

Organizers who know your e-mail may want to personally invite you to participate in their auctions through the SmartTender.biz platform. You have the option to allow or deny receiving such notifications.

 

To do this, in the "Personal organizer invitation" block, set the switch to the desired position (Fig. 5):

• • "Receive only if it corresponds to subscription settings";
  • "Receive ignoring subscription settings".

Fig. 5

 

E-mail Addresses for Duplicating All Mailings

The function allows you to duplicate all your mailings to additional e-mail addresses. If you need this service, enter your e-mail address and click "Add" (Fig. 6). This way you can add multiple addresses.

Fig. 6

 

All addresses added for duplication will be displayed above this line. In the future, you can delete the selected addresses – for this, click on the "cross" next to them (Fig. 7).

Fig. 7

 

Type of Trades and Periodicity of SmartTender Mailing

Setting up the "innards" of the mailing begins with this block. Here you define the procedures and how often you want to receive notifications by mail (Fig. 8).

Fig. 8

 

If you plan to sell goods, provide services or perform work, select the "For purchase" trade type:

• • Commercial purchases;
  • Public procurement.

 

If you plan to buy or rent property from the state or buy illiquid from commercial companies, select the "For Sale" trade type:

• • Commercial for sale;
  • Prozorro Sale.

 

If you want to receive newsletters for all types of trades, click on each type of trade in turn and select the necessary settings.

 

Also, choose whether you want to find out about the fact of the publication of the tender. If you want, turn on the switch "Receive notification of publication".

 

Please note!

If the switch is set to "Do not receive notification of publication" (Fig. 9):

• • you will not receive invitations from the organizer, even if you activated the switch "Receive personal invitations from the organizer, ignoring subscription settings";
  • when trying to save the subscription criteria settings, the system will offer "Enable notifications" (Fig. 10).

 

Fig. 9

 

Fig. 10

 

Adjust the periodicity of notification (Fig. 11):

• • immediate (the notification will be sent immediately after the announcement of the procedure);
  • 1 time a day (one letter will be sent with a selection of all procedures announced for the day).

 

Fig. 11

 

Please note!

Despite the set periodicity of the mailing, notifications regarding the publication of commercial bids for sale or purchase arrive instantly if at least one of the specified conditions is met:

• • tender with a limited list of participants;
  • the deadline for accepting offers is less than 1.5 days;
  • the organizer has personally invited you to the tender and you have the "Personal organizer invitation" setting enabled.

 

Tree of Categories

The category tree allows you to configure the categories you are interested in to receive notifications about the publication of new tenders in them in the future.

 

The block consists of three sub-blocks (Fig. 12):

• • search bar – for quick search of the necessary categories by keyword;
  • category tree – it displays all categories according to ДК 021:2015 (CPV);
  • the found number of purchases.

Fig. 12

 

Categories with a keyword found in the tree are highlighted in blue, and the found word is highlighted in bold (Fig. 13). If you select a category, it will be highlighted in green.

Fig. 13

 

The following rules apply in the category tree:

1. 1. When selecting the top category, all subcategories nested in it are selected. If you put a check mark opposite "Classification ДК 021:2015", and then click again, all categories will be highlighted first, and then all the selections that were previously set will be removed.
   2. Once you've selected the top category, you can deselect individual subcategories manually. If you need to select only a few subcategories, exclude the top category (deselect it) and start manually selecting the required subcategories.

 

The sub-block on the right shows the number of purchases found for the keyword:

• • "Total tenders in the category" – the number of all trades in the category for the entire period of the commercial and state direction, including actual and archived ones (all in general);
  • "Actual commercial tenders" – the number of commercial bids in the category with the status "Acceptance of offers" and "Period of clarifications";
  • "Actual Prozorro tenders" – the number of Prozorro bids in the category with the status "Accepting offers" and "Clarification period".

 

The table appears only after applying a word search.

 

The number of current trades is a hyperlink. If you click on it, the next tab opens a page for searching for bids with the procedures selected for this category with the status "Accepting offers" and "Clarification period" (Fig. 14).

Fig. 14

 

Key Words

Additionally, you can add keywords to expand or narrow the selection of purchases you are interested in (Fig. 15).

 

Fig. 15

 

The search by entered keywords extends to:

• • tenders: name and description (note) + English translations;
  • lots: name and description (note) + English translations;
  • nomenclature: name and description (note).

 

The search is NOT performed by the name of the organizer and categories (categories are configured in the category tree).

 

The block "Inform in case of coincidence of trading on subject" will not be active, if you do not select at least one category in the category tree.

 

Choose one of the search options:

• • "Keywords" AND "Selected categories" – narrows the scope of tender search. If you check this item, the system will send only e-mails in which keywords are found in the categories you selected. This will increase accuracy and reduce mailing.
  • "Keywords" OR "Selected categories" – expands the range of search for tenders. If you check this item, the system will only send e-mails in which the keywords are found in purchases, regardless of the categories you have selected. This will increase mailing.

 

Negative keywords

When adding negative keywords, trades that have the words you specified will be excluded from the search results (Fig. 16).

Fig. 16

 

For example, if you sell printer cartridges but do not provide service for them, you can add words such as "refill", "recovery", "replacement", "repair", etc. in the "Negative keywords". In this case, you will receive a mailing that is more adapted to your business.

 

If necessary, the list of negative words can be changed at any time.

 

Filter by Additional Requisites

You can additionally limit the list of tenders included in the mailing list by filtering out the extra ones according to the following details (Fig. 17):

• • purchase budget (minimum and maximum) – the field is not available for commercial bidding;
  • region – selected from the drop-down list (you can select several);
  • city – entered manually and then selected from the selection.

 

After entering the region/city, you can additionally check the "Search also by delivery address" item (not available for commercial trades).

Fig. 17

 

Organizer Details

The block allows you to set additional search parameters (increase accuracy and reduce mailing).

 

Select the desired switch setting "Do you want to receive trades of only the selected organizers?" (Fig. 18):

• • "Yes, receive trades only for the selected organizers" – you will receive only bids from selected organizers;
  • "No, receive trades by subscription, which is set up above, and trades of the selected organizers".

Fig. 18

 

If you choose the first item, you need to find the necessary organizers by USREOU or the name of the organization in the search field. If the second item is selected, it is not necessary to do this.

 

After adding organizers, you can further narrow the subscription settings for selected organizers. To do this, check the corresponding items (Fig. 19):

• • "Search by selected categories, keywords, negative words" – check to receive only those auctions of the selected organizers that match the categories, keywords, and negative words configured above.
  • "Search by additional requisites" – check to receive only those auctions of the selected organizers that match the configured additional details.

Fig. 19

 

Step #3 – Check Your Subscription Settings

At the bottom of the page, after completing all the settings, you will have the opportunity (Fig. 20):

• • "Save" settings;
  • "Check subscription settings" (the button is only active if the "Receive notification of publication" switch is enabled).

Fig. 20

 

After clicking the "Check subscription settings" button, a period selection window will appear on the screen (Fig. 21).

Fig. 21

 

If you click "Get bids according to my subscription", the system will generate a report with purchases that match the following criteria:

• • the procurement publication date was in the established period;
  • the purchase matches your subscription settings.

 

The report can be generated in just 1 week. A fragment of the report with a description is shown in Fig. 22.

Fig. 22

 

In all columns of the report, there are filters with which you can select the necessary purchases. Tender numbers are hyperlinks that, when clicked, will open a page with detailed information about the tender.

 

Step #4 – Save Your Subscription Settings

Once you have finished setting up your subscription, click the “Save” button to save all your settings.

 

At any time, you can go back to the settings and adjust them or contact the SmartTender manager for help.

 

After completing the settings, you will receive relevant reports by mail. If you had set up the mailing with a frequency of once a day and received a letter with subscription tenders, but the day before you had reset the subscription – the report for this period becomes irrelevant, and when you click the "Download" button in the letter (Fig. 23), you will receive a notification from the system about a download error (Fig. 24).

 

Fig. 23

 

Fig. 24