The request settings functionality allows Suppliers to have more control over the email notifications they receive in regard to their profiles on Marketplace lists only. By default, Suppliers will only receive email reminders, alerts, and updates regarding Requests they have indicated they are interested in, by logging in to preview the Request details and/or downloading the Request package. This functionality will allow Suppliers to tailor their Request settings as desired.
Suppliers cannot manage their notifications in regard to requests received from Preferred Supplier Lists, they will receive all notifications by default.
To provide this information to a Supplier, please use this link to the same article in the VendorPanel Supplier's Help Centre: https://vendorpanelsuppliers.zendesk.com/hc/en-us/articles/4405759943321-Managing-Marketplace-Notifications
Supplier Information
Suppliers will always receive a notification when they are invited to a request or have the opportunity to respond to a new public tender. By default, all Suppliers (Vendor Admins and Colleagues) on Marketplace lists will not receive notifications for reminders, updates, status or query emails for Requests unless they have logged in and either previewed or downloaded the Request documents.
Any changes made to the below settings will only apply to Requests/Tenders received after the settings have been updated by the Supplier.
See below for a summary of available Request Settings options for Suppliers:
Local Supplier Marketplace RFx's
Do you want to receive local supplier Marketplace RFx's for the lists you are on?
This setting relates to whether Suppliers would like to receive emails about requests they have been invited to respond to from the Marketplace lists they are registered on. This is an initial notification Suppliers receive to tell them that there is a new request that they can respond to.
If the Supplier switches this setting to No, they will not receive emails to let them know that there are Marketplace Requests, and they will not receive subsequent emails. The two settings below regarding reminder and update notifications will also disappear.
If the Local Supplier Marketplace RFx's setting is switched to No, Buyers can still select the supplier to respond to a request. The request will still be added to the Suppliers account, but will immediately be moved to their Archived Requests section. They will be able to access those requests at a later date if they wish to do so.
Suppliers will not be notified of these requests and they will not see them on their dashboards.
If the request is still open then Suppliers will have the ability to click the additional options arrow to the right of the Request to revert the Request back to their home dashboard. See instructions on how to do that here: How Suppliers Reverse a Declined Request.
Reminder emails
When invited to a Local Supplier Marketplace RFx, a reminder notification is sent leading up to the closing date if the Supplier has not responded yet. This setting allows the Supplier to opt to receive reminder email notifications for All requests they've been sent, or they can select to receive these notifications for only requests they have read (previewed details/downloaded documents).
Update, status and other emails
When invited to a Local Supplier Marketplace RFx, an update notification may be sent if the Buyer has made a change/update to the request or answer a question publically. This setting allows the Supplier to opt to receive update email notifications for All requests they've been sent, or they can select to receive these notifications for only requests they have read (previewed details/downloaded documents).
Public Tender RFx's
Do you want to receive public tender RFx's for the lists you are on?
This setting relates to whether Suppliers would like to receive the opportunity to respond to public tenders for the Marketplace lists they are registered on.
If the supplier switches the setting to Yes, then when new public tender opportunities are posted and line up with the lists, categories and regions they have selected in their accounts then they will receive a daily Tender Digest notification that lists all new opportunities they have access to from the past day.
If the Supplier switches this setting to No, they will not have the option to view and respond to any Open Market Tenders within their account.
Reminder emails
When Suppliers have the opportunity to respond to a public tender, a reminder notification is sent leading up to the closing date if they have not responded yet. This setting allows Suppliers to opt to receive reminder email notifications for All public tenders they have access to, or they can select to receive these notifications for only the public tenders they have read (previewed details/downloaded documents).
Update, status and other emails
When Suppliers have the opportunity to respond to a public tender, an update notification may be sent if the Buyer has made a change/update to the tender or answer a question publically. This setting allows Suppliers to opt to receive update email notifications for All public tenders they have access to, or they can select to receive these notifications for only the public tenders they have read (previewed details/downloaded documents).
Changes to Request settings are done at an individual level, which allows each Supplier to modify their Request settings to their individual preferences.
For instance, a Vendor Admin may choose to turn off Local Supplier Marketplace RFXs but their Colleagues may choose to have this setting left on. In turn, this allows Suppliers to choose who needs to be notified about Requests and who does not.
Buyer Information
If the Supplier profile consists of a single profile (with no colleagues) and they have opted to not receive RFx notifications (see above), or if the Vendor Admin and all their Colleagues opted to not receive RFx notifications, Buyers will see the red message Supplier is not currently accepting requests under the Supplier's name when they search for Suppliers in the Marketplace. In this scenario, the Supplier is essentially opting out of receiving Requests.
Even if Suppliers have opted to not accept Requests, Buyers are still able to select the organisation when creating their RFx, but the Buyer is informed that the Supplier(s) are currently not accepting Requests.
Buyers will need to contact the Supplier to let them know that they would like the Supplier to respond.
The Supplier can then navigate to their Archived Requests, pull the Request into their dashboard and then go through the response process.