Record whether a tender was won, lost or withdrawn, capture the debrief, read win rates on the dashboard and in Reports, and promote approved content into the Answer Library.
When the issuer announces its decision, record the result on the tender and capture why you won or lost. The result feeds the win rates on the Tenders dashboard and in Reports, and tenders that end Won or Lost become past submissions that the Tender Assistant and AI writing learn from in later bids.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open the tender in Tenders; the debrief is on the Win/loss tab.
Task | Permission |
|---|---|
Read the result, the debrief and win rates | View Tenders ( |
Record the outcome of a submitted tender: Won, Lost or Withdrawn | Submit Tenders ( |
Withdraw a tender that has not been submitted, reopen a withdrawn tender, or archive a tender | Create & Work on Tenders ( |
Save the debrief | Create & Work on Tenders ( |
Promote response content into the Answer Library | Manage Answer Library & Past Submissions ( |
You also need to be on the tender's team. Admins can work on every tender.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open the tender in Tenders; the debrief is on the Win/loss tab.
Once a tender is Submitted, its result is recorded with the tender's outcome action, not with Change status….
Open the submitted tender from Tenders.
Use the outcome action on the tender and choose Won, Lost or Withdrawn. Choose Withdrawn when you pulled out after submitting, or the issuer cancelled the competition. This needs Submit Tenders.
The outcome action is the single record of the result. It sets the tender's status and the Outcome shown on the Win/loss tab, and the win rates use it.
To pull out of a tender before it is submitted, choose Withdrawn in Change status…. This needs Create & Work on Tenders.
Current status | You can move it to | Notes |
|---|---|---|
Active | Withdrawn, Archived | Use Change status…. Submitted is reached only through Submit tender; see validate, package and submit. |
Submitted | Won, Lost, Withdrawn, Archived | Record Won, Lost or Withdrawn with the outcome action, which needs Submit Tenders. Archived is in Change status…. |
Withdrawn | Active, Archived | Use Change status…. Choose Active to reopen a tender you withdrew too early. |
Won or Lost | Archived | The result is final. |
Archived | Nothing | An archived tender can only be permanently deleted; see team and details. |
The status badge next to the tender name shows the new status. Draft, Active and Submitted tenders are open tenders; once the result is recorded, the tender is no longer open and leaves the dashboard's Submitted count.
Once a tender is submitted, its response, requirements and documents are read-only. Only the outcome, the debrief and the clarifications on the Q&A tab can still change.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open the tender in Tenders; the debrief is on the Win/loss tab.
Open the Win/loss tab. Win/loss debrief records the reasons behind the result, so the next bid team can learn from it.
Check the Outcome. It shows the result recorded with the outcome action and cannot be changed here.
Enter the evaluator's score and the maximum score, if the issuer published them.
Fill in Why won / lost, Lessons learned and, for a lost bid, Winning competitor (if lost).
Choose Save debrief.
Field | What to enter | Limits and defaults |
|---|---|---|
Outcome | Read-only. Shows Won, Lost or Withdrawn as recorded with the outcome action. | Pending until the result is recorded. |
Evaluator score | The score the issuer awarded, for example 87. | A number with up to two decimals. |
Maximum score | The score the bid was marked against, for example 100. | A number. Enter it with the score so the score can be compared across tenders. |
Why won / lost | The issuer's feedback and your own reading of it: price, quality, compliance, references. | Up to 20,000 characters. |
Lessons learned | What to repeat or change next time. | Up to 20,000 characters. |
Winning competitor (if lost) | Who won instead. | Up to 2,000 characters. |
ComplyTrain records who saved the debrief and when. There is one debrief per tender; saving again updates it. If someone else saved the debrief while you were editing, reload the tab and enter your changes again.
The Tender Assistant can also record the debrief for you from a conversation, with the same permission; see the Tender Assistant.
Product location: /tender. Open Dashboard in Tenders.
The Tenders dashboard, Dashboard in the Tenders menu, shows results across the tenders you can see: those whose team you are on, or every tender if you are an Admin.
Figure | What it shows |
|---|---|
Win rate | Won divided by won plus lost, with the number won and lost underneath. Shows "—" until at least one tender is won or lost. |
Win rate by organisation | The same figure for each issuing organisation. |
Win rate by type | The same figure for each tender type, such as Request for Proposal (RFP) or Grant. |
Win rate by deal size | The same figure by estimated value: Under 100k, 100k – 1M, Over 1M and Unspecified value. The bands use the estimated value's amount as entered. |
Only tenders recorded as Won or Lost count. Withdrawn tenders and tenders you did not bid for are left out. A won or lost tender keeps counting after you archive it. The breakdown tables appear once there is something to show.
Product location: /reporting/catalog. Open Reporting, then Reports, and look in the Tenders category.
Open Reporting, then Reports, and look in the Tenders category. You can run, export and schedule these reports like any other report. See run and export a report and schedule report delivery.
Report | Use it to |
|---|---|
Tender Win/Loss Analytics | See the win rate and won, lost and submitted counts by organisation, type and value band. |
Win/Loss Debrief & Reasons | Review debriefs by outcome, with the evaluator score and winning competitor, and the average score. |
Answer Library Freshness & Reuse | Check how much approved content you have, which answers are due for review, and how often answers are reused. |
The same category also holds Tender Pipeline & Deadlines, Tender Requirement Disposition & Progress, Tender Milestone Deadline Compliance, Tender Deliverable Completion and Tender Clarification Q&A Turnaround for work in progress.
Product location: /tender/workspaces/{workspaceId}/documents/{documentId}/sections (fallback: /tender/workspaces). Open the tender, go to Output documents and open the document.
Turn well-written, approved response sections into reusable library answers.
On Output documents, open the document whose sections you want to keep. The Document Sections page opens.
Choose Promote to library.
Read the result: it tells you how many library entries were created.
Only approved sections with content are promoted. Each becomes a Draft entry in the Answer Library, with the section's name as its title, the section's purpose (or its name) as the question, and the section's text as the answer. A section that is already in the library is skipped, so you can promote the same document again after more sections are approved.
Promoted entries cannot be inserted into other tenders until they are Approved. Open Answer Library, edit each entry so it reads well outside this tender (remove the buyer's name, dates and prices), check it and choose Approve. See the Answer Library.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open the tender in Tenders; the debrief is on the Win/loss tab.
Once the result is recorded and the debrief captured, choose Archived in Change status…. An archived tender is read-only. It stays in the tender list and still counts in win rates, and its documents stay in its Document Vault.
A won or lost tender, archived or not, stays available to the Tender Assistant and to AI writing as past experience.
You do not need to register tenders from Tenders in Submission History, which is for bids made outside Tenders.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open the tender in Tenders; the debrief is on the Win/loss tab.
A regional health authority awards a cleaning-services framework to a competitor.
The bid manager, who holds Submit Tenders, uses the tender's outcome action to record Lost.
On Win/loss, the Outcome now reads Lost. A team member enters an evaluator score of 71 against a maximum of 100 and writes under Why won / lost: "Quality scored 38/40; price 12% above the winning bid."
Under Lessons learned: "Offer a staffing model with fewer supervisors for sites under 2,000 square metres." Winning competitor (if lost): "the incumbent contractor".
The team's approved method statement sections are promoted with Promote to library, edited in the Answer Library and approved.
At the quarterly review, Win/Loss Debrief & Reasons in Reports shows this debrief alongside the others, and the dashboard's Win rate by organisation shows the health authority's record.
