Managing Proposals – ML Projects

Select Proposals from the (Project Menu) to access the Proposal Log page. All of the items are automatically logged and categorized by Draft, Issued, Acknowledged, Pending Comments (In Discussion), Pending Complete, Revise and Resubmit, Resubmitted, Approved, Declined, Archived and Deleted.

How do I create a new Proposal?

1. Select the Add icon at the upper right of the window.

2. The Add Proposal page will be displayed with several fields for you to fill out.

3. Click the Save Information button at the bottom of the page once you have filled out the fields.

4. The Proposal will be displayed with a red DRAFT VERSION header and the information from the fields you completed. The proposal is ready to for proofing and adding attachments; however, it is not formally issued until the Issue Proposal button is clicked.

5. Optional: Select the + icon to the right of the Attachments header. An Add Attachment window will be displayed.

Select the "Click to select files" button to display a dialogue window from which you can navigate from your local desktop to the desired files.
Select the desired files and then select the Open button.
The Add Attachment window will display a file upload status bar followed by a list of files successfully attached to the draft proposal.
Select the Close Window icon (X) in the upper right.

6. The Proposal is displayed (still in DRAFT mode) and now lists any attachments added.

7. Optional: Select the + icon to the right of the Email Recipients header. An Add Email Recipients window will be displayed.

Select the Add Group or Add Contact check boxes next to the Group and/or team members that need to see the proposal, followed by Save Information.

8. The Proposal is displayed (still in DRAFT mode) listing any new team members added to the e-mail recipients list.

9. Perform a final review of the Proposal and if anything needs revising you can click the Edit button and make any necessary changes.

10. Once you are ready to distribute, click the Issue button and MasterLibrary will automatically send an e-mail to everyone in the E-mail Recipients list and attach a PDF of the Proposal (and any attachments) to that e-mail.

How do I acknowledge a Proposal?

1. Click the desired Proposal that has been issued to you.

2. Review the Proposal on the screen and click the Acknowledge button.

How do I initiate discussion on a Proposal?

1. Once a Proposal has been Acknowledged the Recipient will have the option to Open Discussion allowing other people to weigh in with their comments.

2. You can then Manage Comments where they can select up to 3 additional project team members to provide comments on the Proposal and enter a comment of your own.

3. All comments are immediately e-mailed out to the other comment users as well as the From and To on the Proposal.

How do I add a comment to a Proposal?

1. Once the Proposal has entered a "Pending Comments" status, anyone who was selected as one of the comment users will now see Add Comment which will allow them to enter their comment.

2. Clicking that button will then show a textbox for the user to enter their Comments.

3. All comments are immediately e-mailed out to the other comment users as well as the From and To on the Proposal.

How do I close the discussion on a Proposal?

1. The Recipient will have the option to Close Discussion at any point during this comment phase which will block users from posting new comments.

2. The Proposal Recipient will also then have an option to Reopen Discussion which will open it back up for discussion again.

How do I Revise and Resubmit a Proposal?

1. Once a Proposal has been Acknowledged or is Pending Complete the Action By will have the option to Revise & Resubmit which will send an e-mail out to the E-mail Recipients alerting them.

2. The Issued By (Entered By) user will then be able to Edit the Proposal to meet the new requirements and then Resubmit it for approval again which will generate an e-mail to the E-mail Recipients.

How do I Approve a Proposal?

1. Once a Proposal has been Acknowledged or is Pending Complete the Issued To (Action By) will have the option to Approve which will send an e-mail out to the E-mail Recipients alerting them.

2. They also have the option to Approve & Issue Change Order which will send an e-mail out to the E-mail Recipients alerting them and also take them to a page where they can create a new Change Order.

How do I Decline a Proposal?

1. Once a Proposal has been Acknowledged or is Pending Complete the Issued To (Action By) will have the option to Decline which will send an e-mail out to the E-mail Recipients alerting them.

How do I submit a Proposal to the Owner for Authorization before Approving?

1. Click the Edit next to Owner Authorization on the Proposal page.

2. This will bring you to a page where you can select from the Project Team who you want to have to Authorize the Proposal.

3. After Acknowledging a Proposal, there is a button to Submit for Owners Authorization which will send an e-mail to the User you selected who needs to Authorize it.

4. The Owner will then be able to Owner Authorized or Owner Not Authorized which will insert a Comment with the date/time and their name as a signature.