You can use a bidder site (sometimes called a 'virtual data room') for matters where multiple bidding parties are involved, who all need to have access to the site but should not be aware of each other's existence or identity. For example, multiple bidders in an auction. A site administrator can add and tag users as bidders or non-bidders ('sellers'), which automatically controls access across the site.
A bidder site provides a files area to share documents and a Q&A area where bidders may submit questions and receive answers from the seller group.
Collaborate ensures bidders are unaware that other bidders exist. For example, if a bidder has been added to a site group, that group cannot have edit rights to the Files module. Also, when a bidder is added to a site group, permissions are restricted for all users in that group.
As of September 2023, bidder or seller roles are assigned at a user level, rather than organisation. This offers greater flexibility and granularity as members of an organisation can perform different roles without using exception domains.
Existing bidder sites will be migrated. All existing permissions and roles will be maintained and sites will not require any manual changes to keep their current functionality.
Recommended steps to create a bidder site
A bidder site requires several steps to ensure security and privacy are maintained. You should first define and plan your requirements, including a list of users and email addresses then create your bidder site:
From this point, members of the seller groups can manage the site and handle questions from bidders.
Bidder sites use both site groups and Q&A groups:
Site groups - optionally assign users to control access to modules and files.
Q&A groups - assign users to control responsibilities in the Q&A module.
Create a bidder site
To make a bidder site, first create a site then open site Admin and select Security under Site settings.
Select Bidder site and set Advanced Q&A permissions:
See site Security settings for more information on the site options.
The Advanced Q&A permissions setting enables the Q&A permissons section in site admin.
Save your settings and continue.
Recommended modules
Open the Modules section in site admin. Ensure that the recommended modules are enabled (Files, Q&A, People)
Add users
Open the Admin module, then select Users in User management. Click Add to add users and email addresses.
Click Next.
The next screen shows users, grouped by organisation (based on email domains). By default, all users are selected as bidders.
Check the Bidder checkbox for each user, and deselect the checkbox for any non-bidder or seller.
As of September 2023, you can now mark users as bidders/non-bidders even if they are in the same organisation.
Any group or user that is not selected is assumed to represent a non-bidder or seller.
A user set as a bidder cannot see other bidder users or activity, and cannot access admin settings. However, a bidder can see members of the same bidder organisation.
Click Next.
Add to site groups (optional)
The next section allows you to set site permissions for users.
These are not permissions for the Q&A module - Q&A permissions are defined below.
Site groups allow more control over permissions for individual users. This allows you to restrict or add rights to certain sellers, such as restricting certain sellers and bidders access to specific files or modules.
A Bidder tag identifies users that are defined as bidders.
If you need to make changes, select users to add to a group, then select Add to groups.
Create a site group
Create site groups to control access for bidders or sellers that should not have access to certain items, such as modules or files.
Click New site group to create a site group.
See Site groups for more information on creating and managing site groups.
In this example, select Bidders or Sellers to assign permissions to the selected users.
If you have selected all groups, or do not need to make changes to users, click Add to add the users to the site.
Grant admin permissions to sellers
You may grant admin permissions to selected sellers. Select the seller or sellers, then click Add to groups. Select Admin groups and the required admin permissions.
Click Add to apply the changes.
You cannot grant bidder users admin permissions.
Managing users
The next screen lists all users and shows the organisation and bidder tags.
Click Go to users on this screen.
You can send invitations to the site when you activate the site.
As best practice, when users are first added to the site, do not send them an invitation.
As of September 2023, the Bidder column on the User screen replaces the Bidder organisation page found in earlier versions of HighQ.
To return to the User screen, open the Users section (under User management) in site admin.
Check the bidder status for all users. Deselect the Bidder checkbox to change a user role to a seller.
You cannot select 'Bidder' for users that have Site admin permissions.
Data room team
Once a site has been configured as a Bidder site, a Data room team section is available in the User management section of the site admin module:
By default, bidders can see other members of their organisation in the People module. Use Data room team admin settings to ensure that bidders are not able to see other users who are sellers or non-bidders.
Bidders from different organisations are never aware of each other, including not being visible to each other in the People module, where other site users are listed.
The Data room team settings list all of the non-bidder site users, arranged by organisation. From here it is possible to select which users appear to bidder users in the People module and which do not.
By default, users who are not bidders are not listed in the People module.
When non-bidder users access the People module, they can see all site users.
To make a non-bidder (seller) viewable by bidders, simply select the checkbox and click Save.
Create groups for Q&A
Bidders are able to confidentially submit questions in the Q&A section; sellers can then assign topic experts, research and submit answers and approve replies.
Q&A groups allow you to customise Q&A permissions for bidders or sellers.
Create a seller Q&A group
Create a seller group in Q&A groups.
Open Q&A groups in site admin:
Click Create seller group, add a name for the group and select the users that act as sellers and Save.
Update seller group
Open the Q&A group section and click the name of the seller group to update the group.
Create bidder Q&A groups
Create bidder groups in Q&A groups:
Open Q&A groups in site admin and click Create bidder group.
Add a name for the group, a Group id (for reference), and if necessary, assign a Question limit for the group (a value of -1 means there is no limit).
Select the users that act as bidders in this group and Save.
Click the filter symbol in the search box to filter for organisations.
Bidders can only view questions from other bidder users in the same Q&A Group.
Set Q&A permissions for Q&A groups
You can set permissions for each user that reflects their Q&A role on the bidder site.
Open Q&A permissions in site admin and click Edit Q&A permissions:
Permissions are set to allow a user to view, ask or approve questions, and to allow the member to receive Q&A emails.
Select the permissions required by each member of each group and Save.
Add topics (optional)
If you need to manage the type of questions that are received by the site, you can create a list of topics that users can select when a question is submitted.
Open Q&A permissions in site admin, then select Manage topics.
Select Add topic to add a simple Topic name, then click Save:
To edit an existing topic name, click Edit.
Upload files
Upload files required on your bidder site to the Files module.
Activate the site and invite users
When the site is configured and all bidder and seller roles are allocated, you can activate the site and then invite users to access the site.
Open the General section in site admin and select Active in the Status drop-down. Add any further configuration to this page and Save.
Finally, open the Users section in site admin, select all users and then click Actions, Send invitation.
Site members will receive an invitation email and must use the provided link to access the site for the first time.
Using the site
See the Q&A overview for more information on using the Q&A module.
Ask a question
If you need to submit a question, open the Q&A tab and click Ask question.
Check the site, topic and priority, then enter your question.
Click the Attachments tab to upload a file related to your question.
Finally, click Submit to send the question.
The status of submitted questions is shown in the table on the Q&A page.
By default, sellers can see all submitted questions, while bidders can only see questions from their own organisation.
