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User Preferences and E-mail Notifications

16/09/2014 2496 views 5 likes
ESA / About Us / Business with ESA / How to do

You can access your User Preferences to choose your preferred language, setup automatic distribution options, define your e-mail address and specify the Invitations To Tender for which you want to receive notifications.

In addition to your e-mail address, you can insert 3 further e-mail addresses to have Invitations To Tender information distributed to.

You can define and store your own search criteria so that you will only receive notification of Invitations to Tenders obeying the criteria you have specified (for instance those for which you have expressed interest or those related to a defined price range or those having the closing date included within a predefined range).

 

The User Preferences screen consists of three parts:

  • User Details
    The User Details part is at the top of the screen and it shows you your EMITS Username, your Company ESABD and Country Code.
    When your Company has a WEB address, it is displayed here, as well as the Date and Time you last logged on to EMITS.
  • Language and e-mail settings
    This is an area, below your User Details, where you can set your Preferred Language and whether you wish to receive e-mail notifications about Invitations to Tender.
    • Check the Preferred Language in which you wish to view the Invitations To Tender documentation.  (If documentation in the preferred language is not available, the available language will be displayed). For External Entity (Intended) Invitations To Tender the home language of the External Entity Country might be displayed as well.
    • Select "Yes" if you want to be included in the distribution list of the automatic e-mail notification. You may add 4 e-mail addresses. These can include those of colleagues who also wish to be notified but are not registered EMITS users.
  • Notification Settings
    By Default you will receive notifications about all New and Updated Tender Information of both ESA and External Entities. You can limit the amount of e-mails sent to you by selecting specific criteria. Only notifications about ITTs matching those criteria will be sent to you.

The following steps must be performed to setup automatic distribution options:

1. If you are not an ESA Delegate:

  • Click “User Preferences” in the Top Menu Bar
  • Specify an address after the question “Do you want to receive information about Invitations To Tenders via e-mail?”
  • Click "Update"
  • Click the Invitations To Tender category you are interested in
    • ESA Invitations To Tender
      Specify if you are interested in all new tenders or only in those matching your search criteria and press the 'Update' button. In this last case define your search criteria by clicking the "Set Criteria" button, which appears on the right.
    • Entities Invitations To Tender for ESA Programmes
      Choose the Entity. After this you have the same options as for the ESA Invitations to Tender. Specify if you are interested in all new tenders or only in those matching your search criteria and press the 'Update' button. In this last case define your search criteria by clicking the "Set Criteria" button, which appears on the right.
    • Entities Invitations To Tender not related to ESA Programmes
      Choose the Entity. After this you have the same options as for the ESA Invitations to Tender. Specify if you are interested in all new tenders or only in those matching your search criteria and press the 'Update' button. In this last case define your search criteria by clicking the "Set Criteria" button, which appears on the right.

 

You can view the settings that you have set by clicking the 'View your preferences settings' link.

2. If you are an ESA Delegate:

  • Click “User Preferences” in the Top Menu Bar
  • Specify an address after the question “Do you want to receive information about Invitations To Tenders via e-mail?”
  • Click "Update"
  • Click the Invitations To Tender category you are interested in:
    • ESA Invitations To Tender
      Specify if you want to receive the list of companies in your country that have expressed interest to ESA Invitations To Tender via e-mail.
    • Entities Invitations To Tender for ESA Programmes
      Choose the Entity. Specify if you are interested in all new tenders or only in those matching your search criteria. In this last case define your search criteria by clicking the button, which appears on the right.
    • Entities Invitations To Tender not related to ESA Programmes
      Choose the Entity. Specify if you are interested in all new tenders or only in those matching your search criteria. In this last case define your search criteria by clicking the button, which appears on the right.

You can view the settings that you have set by clicking the 'View your preferences settings' link.

 

Search Criteria

You can define the following search criteria:

  • Only Invitations To Tender for which you have expressed interest
  • Only Invitations To Tender which are closed within a specific time frame
  • Only Invitations To Tender in a Specific Price Range
  • Only Invitations To Tender from a Specific ESA Establishment
  • Only Invitations To Tender Open for Companies located in specific Countries (Special Provision)
  • Only Invitations To Tender with specific Keywords
  • Only Invitations To Tender with specific ESA budgets

or a combination of the above criteria.
When search criteria are set, use the Update button to update the changes.
For Special Provision, Keywords and Budget Reference you have to press the corresponding button. Then select one or more criteria from the list and press Update. 

After you have completed the User Preferences you will receive e-mail notifications according to your selected options. 

You can also activate your company website address if you are the website address owner (see below).

 

Activate Website Address of Company

You can set your company website address:

  • Go to "User Preferences"
  • If the Website address of your company is not shown  in your profile, go to the bottom of the page
  • Enter the Website address in the corresponding window
  • Click "Update"

From that moment onwards, you will be recognized by the EMITS system as the "Website address owner of your company". This simply means that, among all the EMITS users of your company you are the one who has the privilege to update the Website address, if required.

The company Website address and the Website address owner are clearly identified in "Your Entity Details" at the Top Menu Bar. This link provides the coordinates of the Entity and the EMITS users linked to it. If you want or need to pass the ownership to another colleague in your company clear the Website address in “User Preferences”. Your colleague will then be able to enter the information with her/his user id and will become owner of the Website address.

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