This guide will show you how to make the following changes to a project before it is awarded or assigned:
- Edit the Project Name/Description
- Add a Property
- Remove a Property
- Edit the Scope of Work
- Edit the Pricing Format
- Edit the Terms and Conditions
- Extend the Bid Deadline
You can edit the details of a pending project at any time prior to awarding. If bidding has already been opened on the project, the Service Providers already associated to the project will automatically be notified that a change has been made to the project.
Before you make any changes, you must locate the project in the TracFax system (for details on how to do this see our guide “Managing Your Projects”) and open the project by clicking on the project name in the Projects screen.
Editing the Project Name/Description
To edit the name or description of the project, click on the “Overview” tab on the left hand side and click on the “edit” button next to the existing name or description. Remember to press the “save” button once you have made your changes.
Adding a Property
To add a property to a project, click on the “Properties” tab on the left hand side.
Use the search box on the right of the screen to search for a property within the TracFax service. Properties matching the search criteria will be displayed beneath the search box. Click on a property to add it to this project.
Alternatively, leave the search box blank and click on “find” to return a list of all your properties. Select one or more properties from the list by checking the box alongside the property name and then clicking “save”.
Once you have added a property, you can make an optional project-related note alongside it, for example, “no lawn maintenance here during Easter week”. To add a property note, click on the “edit” button beneath the property name, type your note in the blank field and then click “Save”.
Removing a Property
To remove a property from a project, click on the “Properties” tab on the left hand side. Locate the property you wish to remove from the list of properties and click on the “Remove” icon alongside the property name.
Note that you must always have at least one property associated with a project and the system will reject any attempt to remove the final property from the properties list in a project. If there is only one property associated with a project, you must add an alternative property before you can remove the existing one.
Editing the Scope of Work
To edit the scope of work for the project, click on the “Scope of Work” tab on the left hand side and click on the “edit” button next to the existing scope of work. Remember to press the “save” button once you have made your changes.
Editing the Pricing Format
To edit the format in which you wish to receive pricing for a project, click on the “Pricing” tab on the left hand side and click on the “edit” button next to the existing pricing. Remember to press the “save” button once you have made your changes.
Editing the Terms and Conditions
To edit the terms and conditions for a project, click on the “Terms and Conditions” tab on the left hand side and click on the “edit” button next to the existing terms and conditions. Remember to press the “save” button once you have made your changes.
Extending the Bid Deadline
To give one or more of the Service Providers matched to your project extra time to submit their bid, click on the “Dashboard” tab on the left hand side of the project screen. You will notice that a bid deadline is displayed for EACH service provider in the Service Providers list. By default they will all be the same bid deadline that you specified when creating the project.
To extend the bid deadline for one service provider, click on the calendar icon that appears alongside the bid deadline for that specific service provider. In the “Extend Bid Deadline” pop-up, click in the “New Bid Deadline” field and select your chosen new deadline from the calendar that appears.
This action can be carried out on any project that is in the “New”, “Open” or “Award” category.
For details on how to re-open bidding if a project has not received any bids by the bid deadline, please see our help guide “Managing Bids”.