Colleagues that do not have a Lead-buyer license on Negometrix, can still work with you in the preparation of solicitations and on several steps within the solicitation. In this article you can see which user rights can be assigned to users without a Lead-buyer license and what specific tasks they can fulfill within your solicitation.
A colleague without a license cannot create, nor be the contact person of a solicitation. Every project therefore has to be started and led by someone with a license. You can add your colleagues through the 'Participants' tab, by clicking on 'Colleagues' and selecting one of your colleagues under 'add colleague' at the lower left part of your screen. You can now assign all user rights to your colleagues except for the ones with the blue icon behind them.
Under the tab “Solicitation options' your unlicensed colleagues can only edit the Solicitation description. This might be the name of the solicitation as well as the short descriptions for both internal as external usage. Other settings like: Procedure type, Approval & Publication, and other options can only be managed by a colleague with a license. The same goes for the possible use of the tab 'Specific Solicitation Data'.
Within the Planning someone without a license can be granted the same user rights as someone with a license: manage solicitation planning. The only difference is that a licensed user can create reminders for designated colleagues (the Lead-buyer can set these reminders through the 'Manage' button for each data or phase). A colleague without a license can only set reminders for him/herself
Just like the Planning, Pricing sheets are completely manageable by unlicensed users. Both the 'quick edit' as well as the 'edit settings' button (to add columns/ rows, manage comments or allow for the upload of documents) are available.
For Surveys the possibilities are limited. An unlicensed user cannot add surveys, nor can they add 'question groups' or 'questions' under an existing survey. You can however authorize a colleague to within a specific question group to edit or add questions. By clicking on 'properties' behind the question group you'll be able to manage 'Users who can manage the questions in the group'. Whenever you select a colleague under this tab, he/she can edit the complete question group and add new questions to this group. However, managing the awarding formula and accompanying price/quality ratio is a right that stays entitled to the licensed Lead-buyer.
The tab 'Question and Answer' can only be managed by licensed Lead-buyers during the preparation phase. Options and rules for this module should therefore be set to the Lead-buyer.
Selection and/or Offer phase
Once the preparation is completed, the licensed colleague must send the invitations to the providers or to publish the solicitation. During the supplier phases (selection and/or offer phase), the non-licensed colleague may still manage the Planning or follow the progress of suppliers in filling-out the offer (provided this option is enabled under ‘Other Options’ within the Solicitation Properties.
In addition, for non-licensed users, it is possible to work with the Question & Answer module. However, publishing a question/answer remains a right entitled only to licensees. An unlicensed user can thus only create a new question or formulate a draft response to a question (provided that the user is assigned to that question). Assigning colleagues to questions is a licensed right.
During the evaluation phase, a non-licensed user could be assigned an evaluator’s role and given permission to view and compare quotes. The subsequent selection of the vendors to proceed to the next phase or eventually award, is only entitled to licensed users.