Record the bid decision, check readiness, produce the response documents as Word or PDF, assemble the submission package and mark the tender submitted.
The Submission tab brings together everything a tender needs before it goes to the issuer: a readiness check, requirement coverage, the documents that make up the package, the formality checklist and Submit tender. Submitting in ComplyTrain records that the bid has gone. It does not send anything to the issuing organisation.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open the tender in Tenders, then the Submission tab.
Task | Permission |
|---|---|
Read the readiness panel, requirement coverage, package list and formality checklist | View Tenders ( |
Move documents between submission and internal, change document and formality statuses, map requirements to sections | Create & Work on Tenders ( |
Record the bid decision, choose the approval workflow, publish a response document, choose the packaging mode, generate the package and submit | Submit Tenders ( |
You also need to be on the tender's team. Admins can work on every tender. Buttons you cannot use are not shown to you. See team and details for team membership and roles and permissions for granting these permissions.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open the tender in Tenders, then the Submission tab.
Record whether you will bid before the team invests in writing.
Open the tender. Overview opens first.
In Bid decision, choose Edit decision.
Choose Bid, No bid or Undecided.
Explain the reasoning: how well you can meet the requirements (the dispositions on the Requirements tab), win probability, strategic fit and resourcing.
Choose Save.
Field | What it does | Limits and defaults |
|---|---|---|
Decision | Records the commitment to pursue or decline the tender. | Undecided until someone decides. Choosing Undecided again clears the reasoning, the date and who decided. |
Reasoning | Explains the decision for the team and for later review. | Up to 20,000 characters. When a decision has no reasoning, the card shows No reasoning recorded. |
The card then shows the decision, when it was made and who made it. The decision does not change the tender's status. A No bid tender stays Draft or Active until someone withdraws or archives it.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open the tender in Tenders, then the Submission tab.
Approval workflow on Overview decides how documents in the tender's Document Vault are reviewed before they are published.
Option | Effect |
|---|---|
No approval | The default. Documents go straight from draft to published, with no approval step. |
Review & approval | Documents move from Draft to In Review to Approved. Approving needs a comment, and returning a document for changes needs a reason. Your administrator decides which groups may approve in the vault's workflow settings. |
The choice applies to documents added after the change. Documents already in progress keep their current state. See document workflows for how workflows and approvers are configured.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open the tender in Tenders, then the Submission tab.
Open Submission. When nothing blocks submission, the panel at the top reads Ready to submit — all required outputs are final and formality requirements are satisfied. Otherwise it reads Not ready to submit yet: and lists each blocker, naming the document, formality or requirement and its current status, for example Drafting or In progress.
Blocker | When it appears | How to clear it |
|---|---|---|
Required output not final | An output document that is marked required and included in the submission has a status other than Final or Submitted. | Publish the document, which sets it to Final. You can also clear its required flag or move it to Internal if it is not part of the bid. |
Formality not satisfied | A formality has a status other than Satisfied or Not applicable. | Complete it and update its status on the Formality tab. |
Requirement not addressed | A requirement with the disposition Can meet or Partial is not covered. A requirement is covered when it is mapped to a response section that has content, or when an existing document is attached to it on the Compliance matrix tab. | Write the mapped section, map another section, attach a document, or correct the disposition. |
Requirements with the status Not applicable, and requirements with the disposition Cannot meet or Undecided, never block submission. A ready panel therefore does not mean every requirement has a positive answer. Review those requirements on the compliance matrix before you submit.
Below the panel you find:
Requirement coverage: how many requirements are covered, and the uncovered ones by name, whatever their disposition.
Submission package: each document included in the submission, with a Required badge where it applies, its status, and Produced once a published file is linked to it, or Not produced.
Formality checklist: each formality with its type and status. Satisfied and Not applicable show green.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open the tender in Tenders, then the Submission tab.
On Output documents, every document carries a pill that reads Submission or Internal. Click the pill to move a document between the submission package and internal-only work. Internal documents, such as a pricing calculation or a win strategy, never appear in the package or in the readiness check.
New output documents are marked required. When you edit a document on Output documents, clear the required flag for anything the issuer treats as optional. Only required documents block submission while they are not final. Documents appear in the package in the order they are listed on Output documents.
Product location: /tender/workspaces/{workspaceId}/documents/{documentId}/sections (fallback: /tender/workspaces). Open the tender, go to Output documents and open the document.
A document counts as Produced once you publish its response.
On Output documents, open the document. The Document Sections page opens.
Choose Publish.
Choose Word or PDF, and confirm.
ComplyTrain renders the current text of every section, files the result in the tender's Document Vault under the document's name, sets the output document to Final, and links the file to it. The published file is shown when publishing finishes. Publishing again files a new document and links the newest one. Publish in the document editor's header does the same.
Publishing uses the text as it stands, whether or not each section has been approved. Editing an approved section sends it back to In review, so finish the edits and the reviews before you publish. See write, review and approve sections.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open the tender in Tenders, then the Submission tab.
Open Submission and go to Generate submission package.
In Packaging mode, choose Single merged PDF or ZIP of individual files. The choice is saved on the tender and used for every package you generate, unless you choose a different mode for one package when you generate it.
Choose Generate submission package. The button reads Assembling… while ComplyTrain works.
Read the result: Submission package ready, the page-limit line, any warnings under Review before submitting, and the list of documents with their page counts.
Choose Download package and check the file before you send it.
Mode | What you get |
|---|---|
Single merged PDF | One PDF. It starts with a cover page headed "Submission package" that shows the tender name, issuing organisation, reference number, submission deadline, the date it was generated, a numbered contents list with each document's category and page count, and a "Not included" list naming any skipped document and why. Every included document follows the cover page. |
ZIP of individual files | A ZIP with each included document as its own PDF, numbered in package order, plus a |
Each document is built from the current text of its response sections. A document is skipped, with its reason shown in the list and under Review before submitting, when no response has been started for it or its response has no sections. If no document is included in the submission, or none of the included documents has a response to package, no package is built and ComplyTrain tells you why.
Every package is filed in the tender's Document Vault as a new document named "Submission Package — " followed by the tender name. Earlier packages stay in the vault. The result panel shows the package from your current visit only; to find earlier ones, open the vault from the Documents tab.
When the tender has a formality of the type Page limit, ComplyTrain takes the first number in its name or description as the limit, for example "Maximum 40 pages". It adds up the written pages of the included documents, without the cover page. Page limit exceeded warns you when the total is over the limit. Otherwise a line confirms that the package is within the limit. The page limit never blocks generation or submission.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open the tender in Tenders, then the Submission tab.
Only an Active tender can be submitted. For any other status the card reads Only an active tender can be submitted.
Open Submission.
Clear the blockers you can. If blockers remain and you still need to submit, enter the reason in Override reason (required to submit with unmet blockers).
Choose Submit tender. While blockers remain, the button reads Submit anyway (override) and cannot be used without a reason.
The tender's status becomes Submitted. ComplyTrain records who submitted it and, for an override, that the readiness check was overridden and the reason given. Submit tender is the only way to reach Submitted; Change status… does not offer it.
From now on the response, requirements and documents are read-only, so what you submitted stays on record. You can still record the outcome, write the debrief and track clarifications on the Q&A tab.
Submitting sends nothing to the issuer. Deliver the package through the issuer's required channel, such as its procurement portal, and file the receipt in the tender's Document Vault. If someone changes the tender while you submit, reload the page and submit again.
After submission the tender counts under Submitted on the Tenders dashboard. When the issuer announces the result, someone with Submit Tenders records Won, Lost or Withdrawn with the tender's outcome action; see record the outcome.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open the tender in Tenders, then the Submission tab.
A managed-services framework tender limits the response to 40 pages and requires a signed declaration of honour.
The bid manager publishes the technical proposal and the pricing schedule as PDF. Both show Produced and Final.
The first ZIP package reports Page limit exceeded: 43 written pages against 40. The team trims the case studies, publishes again and regenerates. The new package is within the limit.
One blocker remains: the formality "Signed declaration of honour" is In progress, because the chief executive signs it and uploads it directly to the issuer's portal.
The bid manager enters the override reason "Declaration signed by the CEO on 12 March and uploaded directly to the portal; scan filed in the tender vault" and chooses Submit anyway (override).
The team uploads the package to the portal and files the portal's receipt in the tender's vault.
