Send and Manage Linked Mailbox from RFB Forms

The Request for Bid (RFB) Business Processes have special linked Mailbox functionality within the Proposal Management tab. For RFB business processes, the creator of the RFB form is allowed to correspond with internal users or with RFB bidders. Unopened emails are displayed in boldface type to indicate that they have not been viewed.

When you send an email to a bidder, the system includes information in the subject line that helps the recipient identify that the message is for an RFB and it lists the RFB Record Number. The body of the message includes additional information, such as the Record Number and Title, and indicates the type of change made to the RFB.

When you receive an email from a bidder, the system includes information in the subject line that helps you identify that the message is for an RFB, it lists the RFB Record Number, and it indicates that the recipient received the original RFB request. The body of the message includes additional information, such as the Project Name and Project Number, critical bidder information such as the name of the company, first and last name of the contact, and the contact's email address, and a text field in which the bidder has entered additional information.

To send a Mailbox message from an RFB form:

Open the RFB BP form and click the Proposal Management tab. You can send a message to internal users of the system, which includes your Unifier project/shell team, or to invited bidders.

To send a message to an internal user:

  1. Click the Mail tab in the right pane.
  2. Click Add and select Mailbox or Project Mailbox to add existing mail from another mailbox, or select New Mail to compose a new message.

To send a message to a bidder:

  1. In the left pane, hover over the desired bidder and click the gear menu ( ).
  2. Click Send Mail to compose a message.

    Note: You will not be able to save a draft copy of composed mail if it is being sent to a bidder.

Bidders will be allowed to view and access Mailbox after they are signed in to the system using a special sign in.

Bidders can also create and add Mailbox messages from the RFB form. The To field is auto-populated with the requestor name. The Cc and Bcc buttons are not available; however, bidders can fill in external Cc and Bcc fields with external email addresses. When bidders reply or forward Mailbox messages, these will be linked with the record.

Bidders will not be able to create any new Mailbox after the bid due date.

To view a list of emails sent:

  1. Click the Mail tab in the right pane.
  2. Use the column headings to sort the list by From, To, Bidder Company, Subject, or Date, or use Find on Page to specify search criteria.


Last Published Friday, April 11, 2025