Inbound RFQs

A Request for Quote (RFQ) is a document filled out and sent to a Vendor to request pricing for products or services.

Typically, an RFQ includes:

• Contact information

• A detailed description of the items or services needed

• Quantities required

• Delivery requirements or deadlines

Inbound RFQs can be tracked inside of Steelhead. A Customer (or potential Customer) can submit an RFQ, which can be received in Steelhead, converted to a Quote, finalized with pricing, and sent back to the Customer in return.

To configure, view, and act upon inbound RFQs, navigate to the RFQ Tile. A red bubble will appear on the tile with a value that indicates the number of RFQs that are currently Active, waiting for Quote conversion.

This article includes instructions to:

• Configure Inbound RFQ Form

  • Configure RFQ Process and Treatment Options

  • Configure RFQ Spec Options

• Configure RFQ Tables and Email Defaults

• Fill Out an RFQ Form

• Convert an RFQ to a Quote

• Decline an RFQ

• Display RFQs in Customer Portal

• Configure RFQ User Permissions

Video tutorial: Request for Quote (RFQ)

Configure Inbound RFQ Form

The RFQ Form can be configured so that all necessary information can be provided with your Customer’s request, limiting the need for additional communication.

To configure the RFQ Form:

1. Navigate to the RFQ page sidebar > Configure RFQ Form drop-down menu > Form page.

2. Customize the form. All fields are optional.

   

   1. The Name displays at the top of the form. If left blank, this will default to “Request for Quote: [Your_Company_Name]”

   2. The Show Domain Logo switch determines if the company logo is displayed on the RFQ form.

   3. The Description displays directly under the Name.

   4. The File Upload Message displays right above the file upload section. This may be used to request specific files to be uploaded.

   5. The RFQ Contact is a User in Steelhead that can receive all RFQ follow-up emails. If a contact is not selected here, follow-up emails can still be accessed through the associated RFQ or Quote. Toggle on “Receive Submission Notifications” if the user should also receive an email for every RFQ submission.

3. Click the SAVE CHANGES button when all customization is complete.

4. Set up any Processes or Specs that should be available as options. See the Configure RFQ Process and Treatment Options and Configure RFQ Spec Options sections for more information.

5. Toggle the Enabled switch on when the form is ready to go live. When the RFQ is live, it is available to be filled out in the Customer Portal. It can also be inserted elsewhere.

   1. To paste a clickable link (on a website, email, pdf, etc.) to the form, locate the Link section. Copy the link, and paste it where desired.

   2. To embed the RFQ form in a website, locate the Embed section. Then, change the width and height if desirable, copy the HTML element, and insert it in the website HTML.

   3. To submit submissions through email, locate the Inbound RFQ Email section. This is useful for turning email received RFQs into Steelhead RFQs and making quick quote conversions. Simply copy the email address, paste it into the recipient field of a new or forwarded email, enter a message, attach any files, and send the email. The submission will appear in Steelhead. From here, the email can be referenced all throughout the process of converting the RFQ to a quote.

6. On the right-hand side of the page, preview the form. Edit as necessary, and make sure to click SAVE CHANGES to apply the edits.

Configure RFQ Process and Treatment Options

RFQ Process options can be configured in a way that makes sense for the company. Enabled Processes will show up as options for Customers when filling out the RFQ form. Selected Process options will be used when converting an RFQ to a Quote. If no Process options are set on an RFQ, the creator can enter details instead.

To configure RFQ Process options:

1. Navigate to RFQs > Configure RFQ Form in the sidebar > Processes page.

2. Select individual Processes, or click the Select All plus icon to select all Processes.

3. Click the +ADD PROCESSES button.

4. Click on each Process and verify Node and Treatment options. Use the switches to toggle options on or off. Turning off Nodes/Treatments will do so for all Processes that they are associated with.

   

5. To remove Process options, either click the Remove From RFQ Options trash icon, or select multiple processes and click DELETE SELECTED.

6. Once all options are customized, verify everything is correct by using the Form preview. It will display as selectors for Process and any associated Treatment options.

   

Configure RFQ Spec Options

RFQ Spec options can be configured in a way that makes sense for the company. The enabled Specs and Params will show up as options for customers when filling out the RFQ form. Selected options will be used when converting an RFQ to a quote. If no Spec options are set on an RFQ, the creator can leave details instead.

To configure RFQ Spec options:

1. Navigate to RFQs > Configure RFQ Form in the sidebar > Specs page.

   

2. Select individual specs, or click the Select All plus icon to select all specs.

3. Click the + ADD SPECS button.

4. Click on each Spec and verify Spec Field and Param options. Use the switches to toggle options on or off. They will default on.

   

5. To remove Spec options, either click the Remove From RFQ Options trash icon, or select multiple specs and click DELETE SELECTED.

6. Once all options are customized, verify everything is correct by using the Form preview.

   

Configure RFQ Tables and Email Defaults

• The three RFQ tables (Active, Converted, and Declined) can be configured to only show the details that apply to the user. Click the gear icon in the right corner of each table to configure which columns should display, and choose to hide/show/move any columns. The configuration saved will apply to the device.

• Turnaround thresholds can be configured in the Domain Settings page within the RFQ Tile. Set the time in which RFQs should be considered red (critical), yellow (warning), and new (green).

  

The colors will appear on the RFQ submission tables. This can be turned on/off with the ‘Display Threshold Colors on RFQ Submissions Table’ switch.

Notification bubbles will appear on the RFQ tile. This can be turned on/off with the ‘Display Threshold Colors on RFQ Homepage Tile’ switch.

• Default email messages can be set for Declining and Confirmation emails. The default to hide/show the domain logo can also be set.

  

Fill Out an RFQ Form

If you are a Steelhead user:

Once an RFQ form is configured and live, it may be filled out and submitted by current and potential Customers. View the right-hand side of the Manage Your RFQ Form page to make sure that all is configured how the Customer should see it. Maybe even run a test submission through the Form page.

If you are a current or potential Customer of a company that uses Steelhead and want to make an RFQ submission:

1. Navigate to the RFQ form. This may be through the Vendor’s Customer Portal, a provided link, or their website. If you have access to the Customer Portal, this will be the quickest route, since details will auto-populate.

2. Enter all required details. Name, Email, and Phone.

3. Enter any additional details that the Vendor should know to create a Quote.

   1. If there is a date in which the work needs to be complete, select an Order Due date.

   2. If there are any details that are not default fields on the form, but will need to be known by the Vendor, insert them in the Additional Information section.

   3. Enter Shipping Information, including shipping and billing address.

   4. Enter Part Information. This includes the Part Number name, Quantity, and Description.

      1. Select the Process and/or Specs, if applicable.

4. When all looks good, click the SUBMIT RFQ button. A confirmation email will appear in the inbox of the email entered on the RFQ.

5. After an RFQ is submitted, you might realize you forgot something. Reply to the confirmation email to notify the Vendor of any additional details.

A simple RFQ may be filled out like so:

Convert an RFQ to a Quote

Once RFQ submissions are made, they can be found on the RFQ Submissions page.

The Active tab displays all RFQ submissions that are waiting to be quoted or declined.

To convert an Active RFQ to a Quote:

1. Click VIEW DETAILS in the desired RFQ row.

2. Create a Customer and Contact or select existing.

3. Fill out optional basic quote details. These will appear on the created quote and can be added/edited afterwards. Name, Assignee, Billing Address, Shipping Address, Contact, Invoice Terms, Valid Until, Follow Up Date, Order Due, Notes, Custom Inputs.

4. Click CREATE QUOTE if all information looks correct.

   

5. The Quote will be generated with all entered information, and open in a new tab.

   a. Click the RFQ EMAILS tab to see any emails attached to the RFQ.

   b. Click the HISTORY tab to see RFQ submission/conversion details.

6. Enter additional Part information and pricing and continue with the standard quoting process. If Specs and/or Process information was automatically selected, verify that all looks correct.

The Converted tab displays all RFQs that have been converted to a Quote, along with the quote status.

• Click a Quote number button to jump to a Quote connected to an RFQ.

• Click the VIEW DETAILS button to view more RFQ details or to convert it to another quote.

  

Decline an RFQ

An RFQ can simply be declined.

To decline an RFQ:

1. Navigate to the Active tab on the RFQ Submissions page.

2. Click VIEW DETAILS in the desired RFQ row.

3. Click the DECLINE button in the bottom left corner.

4. A dialog will appear where an email can be sent to the RFQ submitter (or any recipient).

   1. If there is no need for an email to be sent, click DECLINE WITHOUT SENDING to close out of the dialog.

   2. If the RFQ should not be declined, click CANCEL.

   3. If sending an email, verify the auto-populated recipient and subject line, and optionally add attachments, company logo, and custom message (which can default from RFQ email settings). Then, click SEND.

      

All declined RFQs can be viewed in the Declined tab of the RFQ Submissions page. Here, RFQs can be viewed by clicking the VIEW DETAILS button and restored using the RESTORE button. A restored RFQ appears back in the Active tab and can be converted to a Quote.

Display RFQs in Customer Portal

As soon as the RFQ form is enabled, it will be accessible from every Customer Portal.

A few things to know about the RFQ form in the Customer Portal:

• The RFQ form can be disabled from the Customer Portal

  • To disable it from all Customer Portals - Navigate to the Configure Default Customer Portal page > click the trash icon next to the ‘Submit Request for Quotes’ default permission.

  • To disable it from a single Customer Portal - Navigate to the particular Customer page > click the Configure Customer Portal link in the top right > click the +EDIT PERMISSIONS button > check the red box.

    

• Part Numbers can appear as selection options on the RFQ form. They will only appear as options if they have previously been emailed in a quote.

  

• Customer addresses in Steelhead will appear as options on the RFQ form.

  

• Customers can access all Active, Converted, and Declined RFQs from the Request For Quotes page.

  

Configure RFQ User Permissions

READ_RFQ user permission is required for RFQ submissions and form.

MANAGE_RFQ_SETTINGS user permission is required for RFQ form configuration, including Process and Spec configuration.

WRITE_FINANCIALS user permission is required for creating a quote from an RFQ.

READ_DOMAIN user permission is required for accessing RFQ Email Settings.

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