SourceDogg

            Request Content

            Content

            The Content of a request is where all the information needed from Supplier is collected. This is done by asking a variety of question types. Information such as Certificates, Contact Details, Files, Product & Service pricing and much more can be gathered here.

            Content will be broken into the following sections: Section, Body of Text, Items, Questions, Order.

            Section

            The importance of creating a section in SourceDogg is to Link together Questions/Items and Body of Text under a general heading.

            To add a Section to a Blank Request, click ‘Add Content’ and select ‘Section’.

            Enter your Section name and Save. Once this is done, click the ‘Edit button’. This will allow you to Edit the Section name, add a Body of Text and add other content to this section.

            Body of Text

            A Body of Text is simply a statement or paragraph that can be entered into the content of a Request. The body of Text does not have an answering field and can be used to input information in Sections or as standalone.

            Important to note: As Content is built on SourceDogg a Green Square with a + symbol will appear. This is the shortcut to add content from that point in the request. It gives the same drop down menu as the ‘Add Content’ button at the top of the Content section.

            Items

            The Items is where Products and Services are added into the request. This can be done by:

            · The Product/Service can be created as new;

            · Use the Library, where all Products/Services that have previously been created are stored;

            · Duplicate items;

            · Import the Products & Services from an Excel template.

            Product/Service Question

            To create a new Product or Service, select the option in the dropdown from the ‘Add Content’. Product and Service are very similar in their creation. Select either Product or Service and the Item Creation fields for will appear. See below for an explanation of these fields.




























            UNSPSC- United Nations Standard Products and Service Code- more information can be found here.

            Once all the information is completed in a Product or Service, it is stored in the Item Library. The next screen grab shows the completed Item. Note the Multiple uploaded files, the multiple quantities, codes, and notes.



























            Items Library

            By using the Item Library, there is complete access to all Products/Services that have previously been created in other Requests. This is an extremely useful and time-saving area of SourceDogg as multiple items can be added at the same time.

            To access the Item Library, select ‘From Library…’ in the ‘Add Content’ drop down menu. Use the Search bar at the top of the Library to search through item Names or Codes. Page numbers are also on the top right which enables scrolling through all of the items in the library.


            When adding an item from the library, by clicking ‘Add’ this will add this item to the content of the Request but it cannot be edited once added. Multiple items can be selected to add.

            Duplicate

            The purpose of duplication in SourceDogg is to enable the User to quickly copy items/questions and edit them. As explained above when an item is added from the library it cannot be edited, however, if ‘Add as duplicate’ is selected, this will add the item to the content but will allow any of the item's information to be edited.

            Duplication is also possible from the Edit icon in the item. By selecting Duplicate here, this will clone the item to the bottom of the section. ‘Edit’ will allow the item to be edited assuming it is not in use in another request. ‘Remove’ will remove the item from the Request but not the Library.








            Important to note:

            When over an item the cursor will change to this icon. Once this cursor is visible, hold CTRL key and drag the item anywhere in the request. This will also duplicate the Item.

            Import

            The Import option is useful if you would like to add multiple items to the request at once. Rather than individually creating these items, SourceDogg enables the User to ‘bulk’ upload the Items from an Excel template. To begin the process, select ‘Import’ from the ‘Add Content’ Dropdown. The below Pop-up will appear.



















            As can be seen in the instructions, this is a 5 step process. Clicking the highlighted template link will download the file.

            Once the Template is complete, save to ‘My Computer’. Back in SourceDogg, then select ‘Browse’, choose the file, and select ‘Import’.
                                     


























            Once Imported, it adds directly to the content as

            can be seen here. In the example here, we can

            see only 4 items have been imported, but the

            import function is most relevant when there are

            multiple items that need to be imported.

             

             

            Important to Note:

             

            The Supplier on the receiving end of this Request will have the ability to download these items and upload them in bulk when the pricing is completed on the Excel form offline.

             

            SourceDogg has a variety of Question types available to capture the information needed within a Request. Each question has its own unique functionality. The questions types are as follows: Radio Button, Checkbox, Dropdown, Freeform, Document, Certificate, Contact Details, and Matrix Question. As with Items, any questions previously created are available in the Library.



            Radio Button

            The Radio button Question is used to provide multiple answer choices, but only one option can be selected by the supplier. This question option can be used for ‘Yes/No’, ‘Lead time’ type questions and much more. In the ‘Add Content’ drop down simply select Radio Button.

            The question creation box below will appear.

             

            1. You can enter the text of your question here

            2. Here you define the answers that the supplier will be selecting from

            3. Here you define the answers that the supplier will be selecting from

            4. To add more answer choices, click on this button and another answer choice will be added. You can have an unlimited quantity of answer choices added to your question.

            5. Allow a free text answer choice allows to add option that will give supplier the ability to write their answer by text instead selecting one of the options

            6. Answer is mandatory - enables to make this question mandatory for the supplier. The supplier will not be able to respond to your request if this answer is not answered.

            7. The ‘Killer’ function allows the User to select an answer choice/choices that they would like ‘flagged’. If a Supplier selects a killer answer the User will be made aware of this in the response. See the “Response” section of this guide for more information. Selecting one or more answers as a Killer answer will display notifications if the supplier has used this option when responding during the evaluation stage.

             

             

            A sample of completed Radio Button questions:

            Checkbox

            The Checkbox is very similar to the Radio Button Question above. The only difference is instead of only allowing the Supplier to tick one option, they can select multiple answers.

            This question can be used for ‘Which of the following…’, ‘Please Select the relevant…’ and ‘Choose the….’ type questions.

            In the ‘Add Content’ drop down simply select Checkbox. The question creation box below will appear.

             

            Important to Note:

            The ‘Killer’ function can also be used in the Checkbox questions.

            The option to make a question Mandatory is also available for the Checkbox type question.

            Below is an example of a completed Checkbox question.

            Important to Note: To distinguish between a Radio button Question and Checkbox question note the shape of the tick box. A Radio Button has a round tick box and a Checkbox has a square tick box.


            Free Text

            The Free text question is a question that allows a ‘block of text’ response from the supplier, whether it’s one line answer or an ‘essay’ type answer.

            This question can be used for ‘Please explain…’, ‘What are the details of….’ and ‘How does…’ Type questions.

            In the ‘Add Content’ drop down simply select Freeform. The question creation box below will appear.














            1. Here you can write the question for the respondent to complete.

            2. Selecting this option will make the question mandatory and the supplier will not be able to submit a response to your RFx without completing it

            3. Enables validation pattern. This allows you to define the formula that will be used to verify the content of the supplier answer. Only data entered matching the validation pattern will be accepted as a valid answer.

             

            You can enter the validation pattern using Regular Expressions or click on “Help with this pattern” where several examples are saved. The Validation Help Text is mandatory field when using the validation pattern as it helps the supplier to understand the requirements.

             

            Below, a completed Freeform Question.

             

            Document

            The Document Question allows the User to gather any number of documents from the Supplier.

            This question can be used for ‘Please attach…’, or ‘Include Supporting Documents’ Type questions.

            In the ‘Add Content’ drop down simply select Document. The question creation box below will appear.



             








            A completed Document question.

            By selecting the Excel Template Question checkbox, this will extend the functionality of the document question and you will be able to upload the pricing template for the suppliers to fill with the information required. The template to be used must be in excel format and cannot have any merged cells. SourceDogg recommends using simple spreadsheets without pictures to achieve the best results when exporting the data.

            When this option is selected, the supplier must download the template and then upload it back with their pricing data into the same question. Please note that once a document question has been converted to an Excel Template Question, the supplier can only respond to that question by uploading an updated copy of the template. Other files will be blocked.



            Certificate

            The Certificate Question allows the User collect certificates or document that are registered Documents with an Issue and Expiry date. The date collected here will be visible on the Supplier Profile.

            This question can be used for ‘ISO Certs’ and ‘Insurance Details’ type questions.

            In the ‘Add Content’ drop down simply select Certificate. The question creation box below will appear.

             

            A completed Certificate question. Note the Square at the bottom is the view the Supplier will see the Certificate Question.

            Contact details

            The Contact Question allows you to capture information on individual contacts such as Name, Role, Phone, Mobile, Fax, Email, and Address.

            SourceDogg allows the User to select whether certain fields are Hidden, Optional or Required for the Supplier to complete upon response.

            This question can be used for ‘Account Manager’ and ‘Point of Escalation’ type questions.

            In the ‘Add Content’ drop down simply select Contact details. The question creation box below will appear.

            A completed Contact Details Question is shown above.

            Matrix

            The Matrix question allows you to capture the data in the form of an Excel-like spreadsheet.

            You can add the number of rows and columns so it matches the requirement you have for the data you are collecting from suppliers. To do this, right-click on any cell in the matrix and select the appropriate option. To select multiple cells, click on the cells and then move the mouse in selected direction to include additional cells into your selection. If you click on the column or row, all the relevant cells will be selected.

            When you now use right click, all the actions done will apply to all cells that have been selected.

            It is also possible to set up a validation pattern for each cell, or for rows or columns as needed. This will ensure the consistency of data entered by suppliers. To activate the validation pattern, select one of the cells, right click and select Set validation from the context menu.

            Here you can select the range you want to apply the validation for, e.g. Cell, Column or Row. You can also select the validation type from the Cell Type menu, currently available are validations by number, date, the length of the text, time or dropdown list.

            Once the validation pattern is set up for the cell or range of cells, this is indicated by the dark grey colour as on the picture below.

            You also have the option to make the cells read-only by selecting this option in the context menu or use the checkbox Answer is Mandatory for making all the cells mandatory for the supplier.

            Cells in a matrix question can optionally contain formulas to allow you to build complex question structures.

            Formulas begin with an equals sign and may contain common operators +,-,/,*,numbers, references to other cells, parenthesis(,) and the functions listed below.


            The list of all supported functions is below:

            Supplier Response View is displayed below the Matrix question set up at all times.

            The option to make the Matrix question mandatory also exists, in this case, suppliers will have to answer all cells in the matrix that are not read-only

            Dropdown

            Dropdown question type can be used to define the list of options the supplier will select from - they will not be required to type anything when answering the dropdown question. It is used for questions similar to “Where is your company HQ” or “Select the category of products you provide”. This is especially useful if the list is too long to be easily capture in a Radio-button question.

            To complete the question, type the question into text box first. Then select the dropdown options from the existing list or create a new one by clicking on the Add Option button.

            By selecting the existing dropdown list this will open the predefined options from the list and you can select if any of the answers are to be a “killer” answer. Also, you can select one of the options as default and this will then be pre-selected for a supplier when answering the question.

            When creating a new dropdown list, the click on “Add Option” button and keep adding required amount of options.

            To delete one of the options, the click on the small X sign next to the option. One of the options in the newly created list can be selected as a default, to do this, click on the “Is Default” button. The Default option will be prepopulated in the field and the respondent will have to click and select another option if required. Any of the options can be selected to be a killer answer. To make an option a killer, tick the associated ‘Is Killer’ option.

            A list can then be named and saved for repeated use by selecting the “Save as reusable list” checkbox. This will save the list into the Dropdown Custom Lists settings in the admin module and allow the same list to be re-used anytime it is required. If this option is not selected, the list will not be saved and will only be used for this one question.

            It is also possible to make any dropdown type question mandatory.


            Datasheet

            The Datasheet question allows you to request sales paraphenalia such as datasheets, spec sheets or pricelists from your suppliers. 



            1. Ask the question to specify what it is you are looking for eg 'Please attach any relevant Product Datasheets'
            2. Here you can attach some tags to the Datasheets which you can use for searching through the SourceDogg database. Anyone that has access to Datasheets will also be able to view these. Suppliers can also attach their own tags when responding to this question type.
            3. Tick this box to make the question mandatory to answer.
            4. This is the Supplier's view when answering the question. They upload the document (usually a PDF), attach tags and can add multiple batches in one go if needed.

            From Library…

            The Question Library has exactly the same functionality as the Items Library. Please see the ‘Items Library’ section for more information.

            Questions also have the same Duplicate functionality as items. By clicking on the Pen icon, the User can choose between Edit, Duplicate or Remove.

            Selecting Duplicate here, will clone the question and move it to the bottom of the section.

            ‘Edit’ will allow the question to be edited assuming it is not being used in another request. ‘Remove’ will remove the question from the Request, but not the Question Library.

            Questions import

            Questions import is the last option in the menu list and it allows you to design the questions in an excel template and then upload this, populating the request with these questions. All questions are supported except for Matrix question. For details on how to create individual questions please refer to “Introduction sheet” within the template file.

            To import the template, find the path to your prepared file and click on the Import button.

            Guard questions

            These are sub-questions you can create. Suppliers will be required to answer the sub-questions and depending on how they answer the main question and how the rules for the questions are set up.

            The first step in setting up a Guard Question is to create either a Radio Button, Checkbox, or Dropdown question.

            Once the question is created, click on the pencil icon next to the question to open the dropdown menu.


            To add a sub-question, click the “Add Sub-question” button and select the element you would like to add. Any type of question can be added as a sub-question and user can also add products or services as sub-question. It is also possible to select that a Body of Text option be displayed.

            When a sub-question is added, it is placed below the Parent Question and is indented and marked with an arrow icon.

            The Display Logic settings are where you create the rules governing what sub-questions will appear depending on what Parent Question options are chosen by the respondent.

            To define the rules for displaying a sub-question, click on the “Display Logic” button and fill the information required.


            When setting up rules for displaying the question, firstly you need to define the rule - whether this should “Equal To” or “Not Equal To” the answer options selected, then you must select single or multiple answer(s) from the list and select answers condition. These can be “All of the above” which means the rule is matched if supplier selects all the answer choices or “Any of the above” in which case only one of the answer options can be selected and the rule will apply. For the final step, the user sets if the question should be active or inactive if the rules above are matched via selecting from the options in the State dropdown.

            NOTES:

            1. Due to the complexity of the guard questions, the scoring is disabled if there is any guard question used in the RFx.

            2. If questions are moved within sections of an RFx, the Display Logic is broken and must be set up again.

            3. The request cannot be published until logic is activated for each sub-question.




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