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Where can I find the proposals/documents submitted by my subcontractors?

In this article, you will learn three methods to obtain a comprehensive overview of all proposals and attachments that subcontractors have submitted for your project.

What will you find in this article?

  • Submitted documents: Quickly download documents by workpackage.

  • Message overview: Viewing communications and inbox messages.

  • Reports and exports: How to collect and download all attachments at once.

Summary

Submitted proposals can be retrieved in three ways: via the 'Documents' tab for direct downloads, via 'Messages' in the communication section for an overview by discipline, or via the reporting function to export all attachments from multiple specialists at once.

Prerequisites and target audience

This article is intended for estimators and buyers who want to review and archive incoming bids from subcontractors. To do this, you must be working within an active project in 12Build.

1. Via Submitted Documents

This is the fastest way to get a structured overview of all files uploaded by specialists for each workpackage.

  1. In your project, go to the Documents section.

  2. Select the Submitted Documents sub-tab.

  3. Select the proposal(s) or documents you require (3).

  4. Click the Download button (4). 

2. Via the Messages Overview

In the Communications section, you can view the proposals in the context of sent and received messages.

  1. Go to the Communication section.

  2. Select Messages from the menu.

  3. Click on the desired workpackages to expand them. You will now see the complete inbox and outbox for each discipline.

  4. You will find the submitted proposals in the inbox messages.

    • Note: In this specific overview, you can view the individual messages but cannot directly download the attachments; use method 1 or 3 for that. 

3. Via a Report (Bulk Download)

Do you want to download the documents from all subcontractors at once? Then use the report function.

  1. Go to the Communication Overview.

  2. Select all the subcontractors whose proposals you wish to download.

  3. Click on Reports in the bottom bar.

  4. Select the option Download Incoming Emails.

  5. In the pop-up, choose between:

    • Messages including attachments

    • Attachments only

  6. Click Download to generate a compressed file. 

Frequently Asked Questions (FAQ)

Question: Can I also view documents from a previous phase of the project? Answer: The overviews described above show documents from the current phase by default. Use the phase switch button (View) to view documents from previous phases.

Question: Why don’t I see any documents from a specialist who has responded? Answer: Check whether the specialist actually attached the documents or if the status was simply changed to ‘Proposal’. If in doubt, check the message in your inbox.

Troubleshooting

  • Symptom: The 'Download' button is inactive.

    • Cause: No documents have been selected in the list.

    • Solution: First, check the boxes for the documents you want to download.

  • Symptom: I cannot find the attachment in the Message Overview (Method 2).

    • Cause: The message overview is primarily intended for text-based communication.

    • Solution: Use Method 1 (Submitted Documents) for direct access to the files.