Configuring Automatic Event Creation

Configuring Automatic Event Creation

Everyone is pushed for time, and making your sourcing activity as quick and easy as possible is a great way of winning some back.
Our automation tools are a key feature by which Market Dojo can help you achieve this.
With the added benefit that all of your company's sourcing events can be in a pre-approved standardised format!
It is adaptable to a range of uses with; events, questionnaires, lots, documents and even supplier available to be added automatically based on your event categorisation.



Please note that a Strategic Sourcing licence is required for this functionality to be available.

Universal Configuration

In order to input the data that will trigger auto-selection, a custom field will need to be added.
You can find full details on how to do this and the permissions required here: Configuring a Custom Field



All automation requires a Custom Field of type 'Pick one from list', 'Multiple choice' or 'Checkbox' to function.
  1. For events template, document, questionnaire and lot auto-selection to be available, this Custom Field must be 'available' or 'mandatory' within Sourcing.
  2. For the supplier auto-selection functionality you will require it to be 'available' or 'mandatory' for both Sourcing and SRM.

Event Template Auto-Selection

This feature allows hosts to quickly narrow down their event templated based on pre-configured rules.

Event Auto-Selection - Event Templates
First, you will need event templates in order to set the rules against them.
From within a Sourcing event, on the Invite Participants screen is an option to 'Save as Template'
On click, the structure of the event will be saved to a library for future use.
For the purposes of automation, we would recommend keeping the event template quite simple, so you can build on it with further automated elements.

Event Auto-Selection - Auto-Selection Criteria
Now that you have Event Templates, you can add the rules to them that determine when they are added to the event.
Against each entry in the Event Library admin page will be an option for 'Auto Selection Conditions'

The rules consist of conditions; which are each based on a single Custom Field along with the values that must be entered to meet the requirements.
Between each condition is then a logic command; this determines whether condition 1 AND 2 must be met or condition 1 OR 2.
Once more than two conditions have been entered, dotted boxes are shown when required to highlight how conditions are being group based on logic.
e.g. (1 OR 2) AND 3 would be different to 1 OR (2 AND 3)



Our engine for rule building is highly customisable and can meet any requirement, if you would like guidance or for this to be done for you based on your requirements, please contact your account manager or our support team.

Event Auto-Selection - Sourcing Setting
Now that your lot library is ready, the feature can be activated.
Within the Sourcing Settings page is a new option for 'Automatic Event Template Selection'.
This has two options:
  1. Disabled: The lots cannot be automatically chosen at event creation.
  2. Enabled: Users will have the option to select event templates automatically.
Event Auto-Selection - Event Creation
When creating a new event within Sourcing, an open will appear within the pop-up for 'Create new event via automation'.



Users can complete the Custom Fields and will be presented with the Event Templates that match those rules.
On click of 'Create Event' a new event will be created, based upon the templated event's structure.
You can now go on to use the other automated features in combination to flush out your event configuration.


Questionnaire Auto-Selection

This feature allows for questionnaires to be automatically added to your event without having to create or select them manually each time.

Questionnaire Auto-Selection - Questionnaire Library
In order for the document auto-selection to be available, you will require questionnaires to be available from within your library.
When within a Sourcing event and creating a questionnaire, an option will appear at the top of the page to 'Save as Template'

On click the questionnaire being viewed will be stored in the library under its current name.

Questionnaire Auto-Selection - Auto-Selection Criteria
Now that you have templated questionnaires, you can add the rules to them that determine when they are added to the event.
Against each entry in the Questionnaire Library admin page will be an option for 'Auto Selection Conditions'
How these rules operate can be found under the 'Event Auto-Selection - Auto-Selection Criteria' heading

Questionnaire Auto-Selection - Sourcing Setting
Now that your questionnaire library is ready, the feature can be activated.
Within the Sourcing Settings page is a new option for 'Automatic Questionnaire Template Selection'.
This has two options:
  1. Disabled: The lots cannot be automatically chosen at event creation.
  2. Enabled: Users will have the option to generate questionnaires automatically.
Questionnaire Auto-Selection - Event Creation
When creating a new event within Sourcing, the active Custom Fields will be shown on the right-hand side of the Settings tab.
Users can optionally complete 'available' Custom Fields and must complete any that have been marked as 'mandatory'.
Further down the page, when determining if a questionnaire should be added to the event, an option for 'Generate Questionnaires'.

On click, the rules will be run for each questionnaire in the library, with those matching the event custom fields being added to the event.

Questionnaire Auto-Selection - Regeneration
User have the option to manually 'Regenerate Questionnaires' from the settings tab at any time.
If the Custom Field values are updated on the event, or the rules on the templated questionnaire have changed the event will be updated as follows:
  1. If the event is in Draft or Current mode:
    1. Any questionnaires that are no longer chosen by their rules will remain
    2. Any new relevant questionnaires will be added


Document Auto-Selection

This feature allows for documents to be automatically added to your event without the need to select or upload them manually each time.

Lot Auto-Selection - Document Library
In order for the document auto-selection to be available, you will require documents to be available from within your library.
This can be achieved by navigating to the 'Document Library' admin page and adding a new document.


Document Auto-Selection - Auto-Selection Criteria
Now that you have templated documents, you can add the rules to them that determine when they are added to the event.
Against each entry in the Document Library admin page will be an option for 'Auto Selection Conditions'
How these rules operate can be found under the 'Event Auto-Selection - Auto-Selection Criteria' heading

Document Auto-Selection - Sourcing Setting
Now that your document library is ready, the feature can be activated.
Within the Sourcing Settings page is a new option for 'Automatic Document Template Selection'.
This has three options and you should select 'enabled' or 'enforced' based on your needs:
  1. Disabled: The lots cannot be automatically chosen at event creation.
  2. Enabled: Users will have the option to generate documents automatically, but may delete these if desired.
  3. Enforced: Users must generate documents automatically and are unable to then delete them.
Document Auto-Selection - Event Creation
When creating a new event within Sourcing, the active Custom Fields will be shown on the right-hand side of the Settings tab.
Users can optionally complete 'available' Custom Fields and must complete any that have been marked as 'mandatory'.
When you now navigate to the document creation tab, clicking 'Auto Select From Document Library' will add the correct documents to the event.

Document Auto-Selection - Regeneration
User have the option to manually re-check the document selection rules for any changes that may influence the lots on their event by re-clicking 'Auto Select From Document Library'
Similarly if the Custom Field values are updated on the event, the same process will be automatically performed:

For 'enabled' document auto-selection:
  1. If the event is in Draft or Current mode:
    1. Any documents that are no longer chosen by their rules will remain
    2. Any new relevant documents will be added
For 'enforced' document auto-selection:
  1. If the event is in Draft mode:
    1. Any documents that no longer belong on the event will be removed
    2. Any new relevant documents will be added
  2. If the event is Current:
    1. Any documents that no longer belong on the event will remain
    2. Any new relevant documents will be added


Lot Auto-Selection

This feature allows for lots to be automatically added to your event without the need to add them individually or create from scratch.

Lot Auto-Selection - Lot Templates
In order for the lot auto-selection to be available, you will require Lot Templates to have been created.
This can be achieved by creating a new event and marking it as RFQ or Auction.
When on the create lot structure tab, select advanced lots.
Once you have created your desired lot structure, click on 'Save to Library' to store this for later use.
The same lot can then be edited and saved as a new template to save time.



Lot Auto-Selection - Auto-Selection Criteria
Now that you have Lot Templates, you can add the rules to them that determine when they are added to the event.
Against each entry in the Lot Library admin page will be an option for 'Auto Selection Conditions'
How these rules operate can be found under the 'Event Auto-Selection - Auto-Selection Criteria' heading

Lot Auto-Selection - Sourcing Setting
Now that your lot library is ready, the feature can be activated.
Within the Sourcing Settings page is a new option for 'Automatic Lot Template Selection'.
This has three options and you should select 'enabled' or 'enforced' based on your needs:
  1. Disabled: The lots cannot be automatically chosen at event creation.
  2. Enabled: Users will have the option to generate lots automatically, but may edit these or add their own if desired.
  3. Enforced: Users must generate lots automatically and are unable to then edit their structure or add their own custom lots.
Lot Auto-Selection - Event Creation
When creating a new event within Sourcing, the active Custom Fields will be shown on the right-hand side of the Settings tab.
Users can optionally complete 'available' Custom Fields and must complete any that have been marked as 'mandatory'.
You should configure your RFQ/Auction settings as required

When you now navigate to the lot creation tab, the rules that have been met based on the event's Custom Field values will have their corresponding lot added to the event.

Lot Auto-Selection - Regeneration
User have the option to manually re-check the lot selection rules for any changes that may influence the lots on their event: "Regenerate Lots"
Similarly if the Custom Field values are updated on the event, the same process will be automatically performed:

For 'enabled' lot auto-selection:
  1. If the event is in Draft or Current mode:
    1. Any lots that no longer belong on the event will remain
    2. Any new relevant lots will be added
For 'enforced' lot auto-selection:
  1. If the event is in Draft mode:
    1. Any lots that no longer belong on the event will be removed
    2. Any new relevant lots will be added
  2. If the event is Current:
    1. Any lots that no longer belong on the event will be automatically removed, including if bids have already been completed, this cannot be undone
    2. Any new relevant lots will be added


Supplier Auto-Selection

This feature allows pre-approved suppliers to be added to the Sourcing event from SRM without the need to find individual contacts.

Supplier Auto-Selection - SRM Contact Data
With the Custom Field configured you now need to categorise your supplier contacts.
This can be done from within SRM, by accessing an individual supplier view.



Ensure that each of the relevant Custom Fields have been completed per contact so that all individuals are correctly added to events.

Supplier Auto-Selection - Sourcing Setting
Now that your supplier database is ready, the feature can be activated.
Within the Sourcing Settings page is a new option for 'Automatic Supplier Selection'.
This has two options and you should select 'enforced':
  1. Disabled: The suppliers cannot be chosen from the SRM at event creation
  2. Enforced: Suppliers must be selected from the SRM at event creation and cannot be added in any other manner.

Supplier Auto-Selection - Event Creation
When creating a new event within Sourcing, the active Custom Fields will be shown on the right-hand side of the Settings tab.
Users can optionally complete 'available' Custom Fields and must complete any that have been marked as 'mandatory'.

Once you have navigated to the Invite Participants tab, a button will show in the top left for 'Select from SRM'
On click, the system will take the Custom Field values on your Sourcing event and compare them to the values against each individual contact in the SRM.
This will be performed as follows:
  1. For pick-list Custom Fields, the value must match that on the SRM contact
  2. For multiple choice Custom Fields, any of the values selected may match the SRM contact
  3. For checkboxes:
    1. If the value on the event is 'false' the condition is not considered, contacts with 'true' and 'false' values will be returned
    2. If the value on the event is 'true', only contacts with a 'true' value are returned
As an example:
  1. Region is "Europe"
    1. AND
  2. Category is "Software" OR "Hardware"
    1. AND
  3. Approved is "True"

Supplier Auto-Selection - Regeneration
User have the option to manually re-check the SRM for any changes that may influence the suppliers on their event: "Re-run Auto Select"
Similarly if the Custom Field values are updated on the event, the same process will be automatically performed:

If the event is in Draft mode:
  1. Any contacts that no longer belong on the event will be removed
  2. Any new relevant contacts will be added
If the event is Current:
  1. Any contacts that no longer belong on the event will be automatically rejected, this cannot be manually over-ridden
  2. Any new relevant contacts will be added


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