Contents
iSource Event Creation
1. Introduction
2. How to create a full source event draft
3. How to collect suppliers and send invitation
4. How to reopen the event to suppliers
5. How to access suppliers answers
6. Conclusion
The purpose is to explain how to create an event in ZYCUS iSource starting from the draft stage until the collect stage where the event is sent to suppliers.
1. Go to "My Events" page from the Hamburger menu on the upper-left corner and click on " + Create New Event"
A pop up window will be displayed and you should select on "Create Full Source Event" to create a new RFI, RFP, RFQ or eAuction.
Both options will lead to the same event creation page, as shown below:
!!! NEVER FLAG "PUBLIC EVENT" AS THIS WILL DISPLAY THE TENDER TO ALL SUPPLIERS IN THE ZYCUS DATABASE !!!
When creating the draft of your tender, on the Document Information page, there are some mandatory fields to be filled in and the below steps are common to all type of event creation.
To "Create From Template" will allow you to use a tender template developed by Solvay (e.g. RFI General Template, TG TS Template..). By copying the template as your own draft, you will be able to modify and amend it as per your requirements.
When creating from a template, you also copy a scoresheet draft to be completed as per your requirements.
To find a template, you need to indicate the "Event Type" you are creating. This will create a list of available template that will be displayed at the bottom of the page. This list is triggered by the choice of Event Type you would have indicated.
To navigate the list, you can use the different standards filters (e.g. owner name, creation date...) and search by Template Name to narrow your search.
Once you have selected the correct Event, "Save and Continue" at the bottom of the Page to start creating your draft.
3. "Copy From Existing" > to re-use a template from a tender created by you or from an event that was shared with you (e.g. recurrent tender being sent every quarter)
To "Copy From Existing" will allow you to use the event structure of an event you have already created or one that has been shared with you. You will be able to modify and amend it as per your requirements.
This will also copy the existing scoresheet grid.
To find the event you are looking for, you need to indicate the "Event Type" you are creating. This will create a list of available document that will be displayed at the bottom of the page. This list is triggered by the choice of Event Type you would have indicated
To navigate the list, you can use the different standards filters (e.g. owner name, creation date...) and search by Document Name to narrow your search.
Once you have selected the correct Event, "Save and Continue" at the bottom of the Page to start creating your draft.
To add any legal documents that you need supplier's agreement before accessing the event, access the second tab from the left hand side menu named "Terms and Conditions", where you can upload your legal documentation.
All attachments related to your event (e.g. the tender document, the agenda, etc) have to be added in the same folder, located on the Document Information Page of your event. On the first tab "Modify", click on "Upload document" to add the relevant files.
On the Document Information page, click on Create Draft. The RFX Editor page is displayed. Click on the Section to modify the section heading
Click Save and the draft is saved.
While creating a draft click on the Decimal Precision Tab to set the number of digits for a decimal point value, which will be used for the entire event.
iSource is allowing you to check and see your tender as a supplier.
To do so, access your event Information Document page and from the "Modify" tab enter "Modify Draft".
Once you have entered your event draft, from the Top Horizontal Menu bar, click on "Supplier Preview".
The displayed page is showing exactly what the supplier will see. You can also try the different questions to see how the tool reacts.
This will take you to the "Date and Time Settings" where you can modify the closing date and time.
You also have to write down an internal reason for rescheduling (hidden from suppliers).
"Save" and your changes will be applied.
By using the generic search fields, select the supplier that you want to add to your event.
Select and add the supplier by clicking on the button at the bottom left of the page.
You will be redirected to the collect stage and Publish the event to send the invitation
The added supplier will be displayed in the list of invited suppliers.
iSource offers the possibility to reopen an event for all or one supplier only. To do so, from the Collect Stage, click on "Reopen" at the bottom of the page.
This will redirect you to the event Re-Open Schedule.
If you wish to re-open the event to all, keep the "Reopen entire event" tick box ticked, as below.
If you wish to reopen the event, for one or a selection of suppliers, un-tick the box and select the desired supplier(s) for whom you need to reopen the event.
You will then need to indicate both the opening and closing date and time + an internal reason for this action. Once all the parameters are set, click on "Save" to reopen your event.
Access the collect stage of the given event and check the Response status, who should indicate "Response Received".
To view your supplier answers you have 2 options: "View Response" or "Exports"
This will take you to a Response Display Page where, if you have selected multiple suppliers, their answers are showing column wise. To navigate from one section to another, you can just click on the section tab you wish to access. In this tab, you will have access to: the supplier(s) response, their comments, their event level attachments.
Please note that any Pricing Table bid will be display at a Lot level. To access the Line Item details, please click on the "Lot Total".
Click on "back" at the bottom left of the screen to exit and go back to the collect stage.
This will allow you to download in excel the responses received. Please select the supplier(s) from whom you want to download the answer and click on the desired format.
Please note that pricing and Non-Pricing are to be downloaded on two different files and the heavier the answer - the longer the download will take.
Sometimes, the pop-up window for downloading gets blocked and you will need to allow the pop-ups from Zycus to be able to download the file.
It may happen that the amount of data you are trying to extract from the tool is too heavy. In this case, you will need to wait a few moments while the tool prepares the download. You will first be notify that the data amount is important by a Confirmation Pop Up window as below.
To proceed, click on "OK". A pop up will inform you that your request has been taken into account.
You will receive an automatic email from the platform when your request is completed.
To proceed and retrieve the data, access "My Downloads" from the Hamburger Menu.
A list with all downloads you have requested will be displayed and you can click on "Download" to retrieve your suppliers Responses.
You may face the case that the Pop Ups in iSource are blocked when trying to download your Suppliers responses and attachments.
To enable the Pop Ups, access the web Application information via the "Secure" tab on the web browser page.
The download pop-ups won't be blocked anymore and you will be able to download your supplier's answers easily.
The objective of this procedure is to allow a user step by step on how to create and modify events details.