How do I assign a bid owner and how do I manage tasks within a bid?

What will you find in this article?

• Summary: The essentials of bid management and task allocation in 12Build.

• Prerequisites and target audience: Who these features are relevant for.

• Assigning a bid owner: Steps to link a primary responsible party to a Request for Proposal.

• Managing tasks within a bid: How to create, assign, and prioritize subtasks.

Summary

Within the 12Build Bid Management dashboard, you can designate a “bid owner” from your team for each Request for Proposal. Additionally, you can create sub-tasks with specific deadlines and priorities to ensure the process runs smoothly from request to submission.

Prerequisites and Target Audience

This article is intended for subcontractors who work in teams on Requests for Proposals. To assign owners or tasks, your colleagues must be added as users to your 12Build environment.

Assign a bid owner

Assign a central point of contact for a specific bid to prevent confusion about its progress.

1. Navigate to the Bid Management dashboard and open your Bid Board.

2. Click on the specific bid you want to assign to open the details.

3. On the right side of the pop-up, click the Bid Owner field. 

4. Select the desired colleague from the dropdown menu.

5. Click the [x] icon to close the pop-up; the change will be processed automatically.
   

Manage tasks within a bid

Break down the work into clear action items for yourself or your colleagues.

1. Open the desired bid on your Bid board.

2. In the pop-up, scroll to the Tasks section at the bottom.

3. Click the Create Task button on the right. 

4. Fill in the following task details:

   • Title: A short, clear description.

   • Description: Any additional instructions or context.

   • Assigned to: Select the colleague responsible.

   • Deadline: Set the deadline for completion.

   • Priority level: Choose from High, Medium, or Low.

5. The tasks appear immediately in the overview of the relevant bid, where you can monitor progress.

Frequently Asked Questions (FAQ)

Question: Will my colleague receive a notification when I assign a task to them? Answer: Yes, assigned users are notified of new tasks so they immediately know what is expected of them for a specific bid.

Question: Can I assign multiple owners to a single bid? Answer: For each bid, one primary owner can be designated for final responsibility. However, through the tasks section, you can involve an unlimited number of colleagues in the process.

Troubleshooting

• Symptom -> I don’t see my colleague in the dropdown menu.

  • Cause -> The colleague has likely not yet been added as a user in your 12Build environment.

  • Solution -> Ask your administrator to add the colleague via User Management so they can be selected for bids and tasks.