¶ RFQ Collaboration
Axya provides several tools to help your team work together on RFQs, from adding collaborators and transferring ownership to controlling which supplier contacts receive notifications.
¶ Collaborators
You can add internal team members as collaborators on any RFQ or PO. Collaborators can:
- View the full RFQ details.
- Participate in the internal chat thread.
- Access submitted quotes.
When RFQ ownership is transferred to another user, the previous owner is automatically added as a collaborator so they retain visibility. Both the new owner and the previous owner receive email notifications of the change.
¶ How to Add a Collaborator
- Open the RFQ or PO where you want to add a collaborator.
- Click the silhouette with "+" button to open the collaborator list.
- In the Invited tab, you will see email addresses already associated with your company. Click on the colleague's address to add them.
- If the colleague is not in the list, click the blue New User button:
- Enter their email address.
- Select their team permission level (see Roles below).
- Click Send, then Save.
- If the colleague does not yet have an Axya account, they will receive an email to finalize their registration and access the shared RFQ or PO.
¶ Roles
Each user on an RFQ has a role that determines what they can see and do:
| Role | Permissions |
|---|---|
| Admin | Full control over all RFQs. Can see all requests, manage all actions, invite colleagues, and assign access levels and teams. |
| Buyer (Normal) | Full control over own RFQs. Can see own requests, requests where added as collaborator, and team requests (via the "Team View" filter). All action types are available. |
| Engineering | Can see own requests and collaborate on parts. Restricted actions -- can participate in RFQ creation and part editing but does not have full management access. |
| Viewer | Can see own requests. No actions available -- read-only access. |
¶ Tab Accessibility by Role
The platform presents up to 9 tabs in the RFQ module. Accessibility varies by role:
| Tab | Admin | Buyer | Engineering | Viewer |
|---|---|---|---|---|
| Dashboard | Can view and write personal notes, edit labels and comment fields | Same | Can view only | Can view only |
| Parts | Full access | Full access | Full access | View only |
| Requests | Sees all requests, all actions | Sees own requests, all actions | Sees own requests, restricted actions | Sees own requests, no actions |
| Suppliers | Sees all suppliers, can add/remove suppliers, contacts, and groups | Same | View only | View only |
| Projects | Sees all projects, all actions | Sees own projects, all actions | Sees own projects, restricted actions | View only |
| Purchase Requests | Sees all, all actions | Sees all, restricted actions | Sees all, no actions | View only |
| Company Profile | Full access, can invite colleagues and assign roles | View only | View only | No access |
| Discover Suppliers | Full access | Full access | View only | View only |
| Custom Reports | Full access | Full access | View only | View only |
Note: Internal notes on the Dashboard are personal and visible only to the user who wrote them, regardless of access level. Editable fields include labels and up to three comment fields.
For a complete overview of platform roles, see Roles and Permissions.
¶ Granting Broader Access
If you want a colleague to see all RFQs or POs for your company (not just the ones they are invited to):
- Go to the Company tab.
- Open the Members section.
- Under Profile Role, select the role corresponding to the desired access level.
Note: You need an Admin account to perform this operation.
¶ Ownership Management
To transfer ownership of an RFQ:
- Open the collaboration dialog on the RFQ.
- Search for the team member you want to assign as the new owner. Cross-division user search is available for companies with multiple divisions.
- Confirm the transfer.
Admins can manage RFQ ownership across the entire team from the same dialog.
¶ Distribution Lists
When sending an RFQ, you choose exactly which supplier contacts receive the notification:
- Individual contacts -- Select specific people at each supplier company.
- Contact groups -- Use pre-configured groups to quickly target the right recipients.
- Multiple contacts per supplier -- More than one person at a supplier can be included.
- New contacts -- Add a new contact by entering their email address. Axya validates the address before adding it.
Distribution list selection is available during RFQ creation and when resending notifications.
¶ Team-Based Visibility
RFQs can be scoped to specific teams within your organization:
- Use the Team view filter on the dashboard to show only your team's requests.
- Users see data relevant to their team assignment, keeping the dashboard focused and uncluttered.
For more on how team members communicate during the RFQ process, see RFQ Communication.
¶ Video Walkthrough
¶ Inviting a Colleague to an RFQ or PO
| Previous | Next |
|---|---|
| Exporting RFQ Data | Communication |