Request for Proposal Workflow

What does this workflow record at each stage of the RFP?

The RFP record carries a reference number, a status (Draft, Open for Proposals, Evaluation, Awarded) and a timeline of everything that has happened. Proposal uploads and the proposal summary are saved to the record once the RFP owner submits them, and the evaluation panel's scores, preferred supplier, expected contract value and justification are saved once submitted. Because the owner's and panel's tasks are ones the workflow waits for, their answers are stored on the record rather than only on the task.

Who is involved in running an RFP through this workflow?

The RFP owner submits the initial intake form and later records the proposals received from suppliers. An evaluation panel scores each supplier against the criteria and recommends a preferred supplier, and a sponsor reviews that recommendation to approve or reject it. Suppliers themselves take part only through emailed invitations and never need an account.

What happens if the sponsor rejects the preferred supplier?

Rejecting the recommendation routes the workflow back to the evaluation panel, closing the current scoring task and reopening a new one for rework. This can happen up to two additional times, giving the panel a chance to revisit scores, contract value or justification before the sponsor reviews the recommendation again. Each iteration and decision is kept on the record's timeline.

How do we change who the evaluation panel or sponsor tasks are assigned to?

Tasks and approvals in this workflow are assigned to workspace members, so reassigning the evaluation panel scoring task or the sponsor approval step is done in the workflow editor or by describing the change in plain English. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

How do we customise the supplier invitation or intake form fields?

The intake form fields, such as Requirements, RFP Scope, Evaluation Criteria and the three supplier contacts, can be adjusted by editing the workflow's steps directly or by describing the desired change in plain English. Supplier invitation emails that reference scope, evaluation criteria and the response deadline update automatically once the underlying record fields are changed.

What is captured about the contracting task after award?

Once the sponsor approves the preferred supplier, the status moves to Awarded and a Contract Prepared task is created with a five-day due date. This task is fire-and-forget, meaning the workflow does not wait for it, so its Contract Prepared value stays on the task itself and appears in the record's task list rather than as a field on the record.

Does the RFP owner need to log in to submit proposals or receive updates?

No, the RFP owner interacts through emailed forms and tasks tied to their reference number, without needing an account. They receive an acknowledgement email after submitting the intake form and a final email confirming the awarded supplier once the sponsor approves the recommendation.

How is progress across multiple RFPs tracked for oversight?

Each RFP is a distinct record with its own status, reference number and timeline, and table views and dashboards group records by status so teams can see which RFPs are in Draft, Open for Proposals, Evaluation or Awarded. Workspace activity is logged, giving a consistent basis for reviewing how RFPs are progressing across the organisation. Businesses should confirm this level of record-keeping meets their own compliance obligations.