Overview

Felix can automatically email you when a vendor declines your Request for Quotation (RFQ), in addition to letting you check an RFQ's decline status manually within Felix at any time. This article covers both the automatic email notification and the manual methods, for Organisation users. Automatic decline email notifications only apply to organisation RFQs; Marketplace Searcher RFQs do not trigger this email.

 

Prerequisites & Permissions

This article is for Organisation users managing RFQs.

• The automatic decline email notification requires the Notify me when I receive new responses checkbox (beside User Notifications) to be ticked. Tick it on Step 1: Job Summary when creating a new RFQ, or on the Job Details tab of an RFQ that already exists. Refer to How to Create an RFQ for the full RFQ creation process.
• Automatic decline emails are sent for organisation RFQs only, not Marketplace Searcher RFQs.

NOTE: Field, section, and tab names throughout this article, including Job Summary, Job Details, User Notifications, and Contact Details, are Felix's defaults. Some organisations configure custom labels, so the exact wording you see may differ slightly.

 

How does it work?

Receiving an automatic email notification when a vendor declines

1. Tick the Notify me when I receive new responses checkbox beside User Notifications: on Step 1: Job Summary if you're creating a new RFQ, or on the Job Details tab under Response Notification if the RFQ has already been sent.
2. To notify additional users besides the RFQ owner, add them as an RFQ Watcher on the RFQ's Contact Details tab. Refer to How to Add an RFQ Watcher to an RFQ. RFQ Watchers receive the same decline email as the RFQ owner.
3. When a vendor declines the RFQ, Felix emails the RFQ owner and any RFQ Watchers. The email includes the declining contact's name and vendor organisation, the RFQ number, title, and associated Project, the reasons the vendor selected for declining, and a View RFQ button linking back to the RFQ.

NOTE: Ticking Notify me when I receive new responses on the Job Details tab of an RFQ that vendors have already received still triggers the decline email for any decline that happens from that point on. You do not need to have had the checkbox ticked from the start of the RFQ.

 

Checking manually

You can also check whether and when an RFQ was declined at any time, whether or not the automatic email notification is enabled.

1. Navigate to Projects > Requests for Quotation from the main menu.
2. Locate the RFQ you wish to check by using the quick search or filters.
3. Hover over the ellipsis icon and select Rejection Notice from the options.

TIP: Another option to check when an RFQ was declined is by going to the Vendors tab. Refer to How to Review RFQ Responses.

 

What happens next?

If Notify me when I receive new responses is ticked, the RFQ owner and any RFQ Watchers receive the decline email as soon as a vendor declines, with no further action needed. If the checkbox is not ticked, use the manual methods above to check an RFQ's decline status at any time.

 

Troubleshooting

I didn't receive an email when a vendor declined an RFQ

• Confirm the Notify me when I receive new responses checkbox is ticked on that RFQ's Job Details tab.
• If you expected a colleague to be notified instead of (or as well as) the RFQ owner, confirm they are added as an RFQ Watcher on the RFQ's Contact Details tab.
• Can't find Job Summary or Job Details? Some organisations configure custom labels for RFQ fields, sections, and tabs, so this section may appear under a different name in your Felix instance. Check with your Felix administrator if you're unsure which section it maps to.

 

Related Resources

• How to Create an RFQ
• How to Add an RFQ Watcher to an RFQ
• How to Review RFQ Responses