Sourcing workflow
Before sharing an RFQ: choose the information and the audience
Supplier selection and public visibility are different decisions. Review the audience, message and files before sharing a sourcing requirement.
A sourcing request needs enough detail to help a supplier respond. It does not need every piece of information your organization holds about a project, customer or budget.
Before sharing an enquiry on Qotiva, make two decisions: who needs to receive the request, and which information you intend to disclose. Selecting several suppliers does not, by itself, mean that the requirement should become public.
Separate the audience from the message
Start by checking the suppliers selected for the request. Consider whether their products, service regions and relevant capabilities fit the requirement. A supplier who is useful for one enquiry may not be the right recipient for another.
Then read the message and attachments for that audience. Remove internal notes that do not help the supplier prepare a quotation. If a detail is still being decided, describe it as an open question or assumption rather than presenting it as an agreed requirement.
Review files one by one
Check the contents of each file, not only its filename. A drawing package can include unrelated sheets, a spreadsheet can contain hidden tabs, and a quotation example can contain another company's commercial information.
- Confirm that you are using the intended revision.
- Remove unrelated customer or personal details.
- Check whether internal pricing or approval notes are included.
- Share only material you have permission to disclose.
When a supplier needs additional information later, keep that exchange connected to the enquiry and confirm what you are sending. A clear file reference can help both sides avoid relying on different versions.
Make an explicit visibility choice
Public visibility is a separate choice from sending an enquiry to selected suppliers. Review the visibility setting and the available information preview before sending or changing publication settings. Check the fields shown to each audience rather than assuming that every audience sees the same view.
Do not rely on a private supplier conversation to correct an already public disclosure. If a requirement contains material that should not be public, choose the appropriate audience before sharing it and follow your organization's information-handling process.
Keep the shared context current
A requirement can change after suppliers begin responding. Identify changes to quantities, specifications or timing, and make it clear which information replaces an earlier version. Ask affected suppliers to confirm whether their quotations still apply.
Keep a record of unresolved questions. A missing answer should remain visible as a pending point, especially if it affects suitability, lead time or the basis of the offer.
Review once more before sending
Use a final check: right suppliers, right message, right files, right visibility. This does not require a complicated process; it requires an intentional pause before the information leaves your workspace.
For the structure of the request itself, use the industrial RFQ checklist. For a broader overview, read what Qotiva does.