1. Chapter 6: Managing Auction

In addition to the standard actions required to move the event forward along the auction process, you can also perform supplementary actions during the various stages of the process.

The additional actions that you are authorized to perform depend on the role assigned to you for the event. As an author for the auction, you can view and perform all additional actions. However, as a team member, you are unable to view all these actions.

To view the additional actions, click More.

You can perform the following additional actions, depending on the different Auction stages:

Field	Description
Settings	Access event settings
Delete Event	Delete the auction event.
Save as Template	Save the event as a Template.
Manage Factsheet	--
Detailed Audit Log	View detailed audit history for the auction event.

6.1 Sending Auction for Approval

If your Administrator has enabled the approval domain setting and defined the approval process, you can send the Auction document for approval. Only after publishing the Auction, you can send the same for approval. It should be in the Draft – Approval Required state.

To send the Auction for approval:

1. Open the Auction document that you want to send for approval. Ensure that the Auction is in the Draft – Approval Required state.

2. Click Send for Approval.

3. The Approvals page opens.

4. Click +Add Step to add approvers to the approval chain. The Add Steps popup opens.

1. a) In Step Title, enter a valid title for your new step.

2. b) Select the applicable dropdown option in Add Step At/Before/After.

3. c) Select the Step level.

4. d) From the Pool/Parallel dropdown list, select either Pool or Parallel. If you select Pool, enter a valid number.

5. e) Click     to add Approver details.

6. f) Select the Enable Adhoc Approval checkbox to enable added approver to add another adhoc approver.

7. g) Select the Add Lead Approver checkbox and enter required details if required.

8. h) Click Done.

9. i) To add more approvers, click +Add Step and follow the above steps.

10. Click Submit for Approval. The Auction is sent for approval and now appears in the Draft – Pending Approval state.

6.2 Approve/Reject the Auction

To approve/Reject the Auction:

1. Open the Auction document that you want to approve/Reject. Ensure that the Auction is in the Draft – Approval Pending state.

2. Click Approve. The Comments slider window is displayed.

3. Enter the reason for approving/rejecting the auction.

4. You can also continue to be part of the auction event as a team member with Viewer privileges by selecting Retain Viewer’ rights for this event checkbox.

5. Click Approve. The state of the document changes to Draft Approved.

6.3 Viewing Audit Log

You can view all the actions performed on the auction in the Audit Log. The Audit Log tracks the actions, date, and time on which the action was performed.

To view the audit log:

1. Click the Auction event.

2. Click More > Detailed Audit Log. The Audit Log page opens.

3. Select the Auditable Entity from the drop-down options.

4. Select the Updated Date and Time Range and click Apply.

The following Audit Log page is displayed.

5. To export the audit log, click Export audit log. You can also export the Audit log in a pdf or a CSV file.

6. To apply filters to the audit log, click Filters. A slider window is displayed. Select the applicable filters and click Apply.

7. To manage specific columns on the Audit Log, click Manage Columns.

6.4 Export Bid History

You can export bid history.

1. To export bid history, click Export Bid History.

2. A success message is displayed as Bid History Exported.

3. You can visit Upload and Download logs page to download the file again if required.

4. Click File Name to Re-download the file.

6.5 Revising Timeline for Auction Event

During a live auction event, you have the option to modify the timeline.

To modify the timeline for any type of auction event, navigate to the Timelines section. On this section, click Manage Timelines option, to view the following page:

On the subsequent Manage Timelines page, make the required changes to the Start Time and End Time by clicking the Edit icon against the required lot.

Click Save or Done.

6.6 Modifying a Live Auction Event

You can perform some actions in a live auction event.

6.6.1 Pausing an Auction Event

You can pause an auction event. If the suppliers face difficulty in logging in or are facing connectivity issues, due to the nature of Dutch and Japanese auctions, they may get disqualified. You can prevent this by making use of the functionality of pausing an auction event.

To pause an auction event, on the Lot Summary page for the required auction, click the Pause icon, as shown below:

The status of the event changes from Live to Event Paused.

To resume, click the Resume icon, as shown below:

6.6.2 Adding Lot to Post Publish

You can add a new lot(s) to a published or live auction event, and these new lots will be applicable to all invited suppliers in the event.

To add Lot in a Live Event:

1. Open the Auction Event which is in Live status.

2. Go to Lots section and then click Add.

3. The Auction Lot page is displayed.

4. Enter the required Lot details and then click Done for more information refer Creating a Lot.

5. Click Publish Changes to publish newly added lot.

6. The Email Notification slider window is displayed.

7. Enter the required details and click Done.

8. A success message is displayed as Event is published.

9. You can view the status of new lot in the Lots section.

6.6.3 Suspending Lot in Published Auction

You can suspend an existing lot in an auction event from the Bid Summary page for the auction so that no

more bidding occurs in that lot.

Note	You can suspend lot(s) only during the interim when the auction event is published and has not yet gone live..

To suspend a lot for an auction event:

1. On the Event Summary tab, scroll down to the Bid Summary table.

2. Click suspend  icon to suspend the required lot.

3. A confirmation message is displayed. Click Yes to proceed.

4. A message is displayed as Lot suspended successfully.

6.7 Downloading Event Summary

You can download event summary in word or pdf format.

To download event summary:

1. On the Auction page, go to More and then click Download Summary option.

2. A popup is displayed. Select the applicable option and click Download.

3. A message is displayed as the Event Summary downloaded successfully.

6.8 Mark as Complete

If the auction event has served its purpose, then you can mark the event has complete.

To mark the event has complete.

1. On an applicable Auction, click More > Mark as Complete.

2. A confirmation message is displayed. click Yes to proceed.

3. The Comment slider is displayed.

4. To mark an event as complete, a Comment is mandatory and a add supporting attachment, if required.

5. Click Done.

6. An informative message is displayed stating that the auction is marked as complete.

7. The status of the Auction document changes to Completed.

8. The Mark as Complete option is available once the auction is in Awarding or Awarded status.