Viewing and Managing Form Fields & Evaluation Criteria in Document View

Viewing and Managing Form Fields & Evaluation Criteria in Document View

The Evaluation phase in the Procurement process is the point at which vendor submissions for bids are reviewed for quality and accuracy, and are invaluable in assisting the Procurement departments issuing the bids with determining the vendor who is most ideally suited for awarding the bid to.

Form Fields

Form fields - used to collect data from prospective applicants
    • Types:
      • Text: Standard text input with no formatting options
      • Multiline text: Standard text input, with the expectation of multiple lines, has text wrapping enabled
      • Rich Text: Text input that will allow for rich formatting options (screenshot below), including images, tables, highlighting, etc.
      • Buttons: Buttons allow for users to select options from an array that is displayed to them all at once. This input type allows for bulk creation of buttons, and multi-select from the vendor/applicant.
      • File: File allows users to upload a file for the vendor/applicant to fill out, re-upload and submit. After you create this field type, your file will be hyperlinked and highlighted in yellow with these instructions: “First, download this file. Then, after you've completed it, please export it and attach it below.”
      • Select: Select allows users to select options from a drop down menu. This input type allows for bulk creation of options, and multi-select from the vendor/applicant.
Evaluation Criteria are attached to Form Fields on the platform. Let's first cover how to create and edit Form Fields within a Project in Document Builder in the clip below



Adding a Form Field to a Section

Evaluation Criteria

Evaluation criteria - used to score submission data from applications
    • Types:
      • Standard P/F (Pass/Fail): A standard Pass/Fail approach, binary.
      • Numeric: Set a maximum point value and provide evaluators guidance for the threshold for qualifying their point values.
      • Percentage: Set a maximum point value, and provide evaluators percentage-attainment options to select, that would coincide with guidance supplied to them (i.e. - score the applicant 50% of available points if the response only marginally answers the following...)
      • Select Options: Enter as many evaluator selectable options as needed, and enter the number of points associated with each answer. 
      • Open Ended: An open text option for simply requesting a detailed written response to the applicant's submission.
      • Cost: Cost based assessment/evaluation leveraging a points or a cost system (configurable). 
Once you have your form field, you can add/manage/edit associated Evaluation Criteria. You will find a switch that allows you to toggle on the Show Evaluation Criteria. When turned on, this will display any criteria on the right hand side of form fields in documents alongside the form fields they pertain to. Let's check out how to navigate that in platform below

 



Let's take a look at how this is done in platform



Adding Evaluation Criteria to a Form Field
You can choose if the evaluation criteria is required yes/no; and if a written justification is required yes/no.

You can also write a Description and Notes for a criteria.
  1. Text added to “Description” will be visible to Evaluators.
  2. Text added to “Notes” is visible in the Evaluation Workbook and not visible to Evaluators.
  3. If you want to provide instructions to evaluators, add this to your criteria's Description.



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