PIEE Email_Notifications for Contractors.pdf

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Table of Contents

Roles

Navigation

Email Notification Process

Notice Search Criteria Fields:

Product or Service Code Lookup Pop-Up:

Product or Service Code Lookup Pop-Up Fields:

NAICS Lookup Pop-up:

NAICS Lookup Pop-Up Fields:

Email Notification Opt-Out

Email Subscription Opt-Out Fields:

Saved Search Headers:

Homepage Soliciation Search

Solicitation – E-Mail Notifications

Training Document

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Roles

Solicitation Roles with the capability to set the E-Mail Subscriptions.

• Proposal Manager

• Proposal Manager View Only

This training provides an overview of how a Proposal Manager or Proposal Manager View Only creates an E-Mail Subscription in the Solicitation application for notification of newly-submitted notices by saving a Search Criteria. When a notice matching any of the search criteria is submitted then an E-Mail is sent to the Proposal Manager or Proposal Manager View Only who set the Subscription.

Navigation

Log in to PIEE as a Proposal Manager or Proposal Manger View Only role to access the Solicitation application. Click Search in the Solicitation navigation bar. A drop-down menu displays. Click Search. The user is led to Notice Search Criteria screen.

Email

Notificatio n Process

Enter data in the Notice Search Criteria fields. Click the Search button at the bottom of the screen.

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The user is led to the Search Results screen displaying results that match the criterion entered. Click the Subscribe to Notifications button at the bottom of the page.

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A pop-up displays a confirmation message stating: “Please confirm you wish to receive email notifications when the following is true:” and a table of the data entered in the Notice Search Criteria fields. Click Confirm.

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A message displays on the Search result screen stating: “The notification subscription has been saved.” The Proposal Manager is sent an email when a notice matching the search criteria is submitted.

Notice Search Criteria Fields:

• Notice ID (up to 127 alphanumeric characters including special characters)

• Notice Type (options: Special Notice / Solicitation / Combined Synopsis/Solicitation / Presolicitation / Sources Sought / Award Notice / Consolidate/(Substantially)

Bundle / Justification and Approval)

• Open Date (subfields: ‘Start’ / ‘End’; date field is editable: format YYYY/MM/DD)

• Response Due Date (subfields: ‘Start’ / ‘End’; date field is editable: format YYYY/MM/DD)

• Subject (parameters: Starts With / Equal To / Contains / Ends With)

• Description (parameters: Starts With / Equal To / Contains / Ends With)

• Product or Service Code (field is editable; must be valid codes in database)

• NAICS (field is editable; must be valid codes in database)

• Set Aside Code (searchable drop-down) o Total Small Business Set-Aside o Partial Small Business Set-Aside o 8(a) Set-Aside o Historically Underutilized Business (HUBZone) Set-Aside o Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside o Women-Owned Small Business (WOSB) Program Set-Aside o Economically Disadvantaged WOSB (EDWOSB) Program Set-Aside o 8(a) Sole Source o Historically Underutilized Business (HUBZone) Sole Source o Service-Disabled Veteran-Owned Small Business (SDVOSB) Sole Source o Women-Owned Small Business (WOSB) Program Sole Source o Economically Disadvantaged WOSB (EDWOSB) Program Sole Source o Local Area Set-Aside o Competitive 8(a) o Economically Disadvantaged Woman Owned Small Business o Emerging Small Business o HUBZone o Partial HBCU / MI o Partial Small Business o Service-Disabled Veteran-Owned Small Business o Total HBCU / MI o Total Small Business o Veteran-Owned Small Business

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• Place of Performance Zip Code (must be 5 numeric characters)

• Contracting Office DoDAAC (must be 6 alphanumeric characters; excluding special characters)

• Status (options: Open / Closed / Incomplete / No Response Due Date)

Notice Search Criteria Buttons:

• Lookup (button displays beside the ‘Product or Service Code’ and ‘NAICS’ fields; leads to Lookup search pop-ups)

• Search (leads to search results screen)

• Reset (deletes all entered data)

• Help (displays help information)

Search Results Buttons:

• Save Search (leads to Save Search pop-up)

• Subscribe to Notifications (leads to Subscribe to Notifications pop-up)

• Previous (to navigate back to Create Notice screen)

• Help (displays help information)

Subscribe to Notifications Pop-Up Buttons:

• Cancel (to close pop-up)

• Confirm (to subscribe to search criterion emails)

NOTE: ‘Product or Service Code’ and ‘NAICS’ codes populate in field once selected from Lookup pop-up. Refer to Product or Service Code

Lookup Pop-up or NAICS Lookup Pop-Up for further instruction.

NOTE: Open Date, Response Due Date, Place of Performance Zip Code, Contracting Office DoDAAC, and Status cannot be used to subscribe to notifications.

Product or Service Code Lookup Pop-Up:

To search for the Product or Service Code, click the Lookup button. A pop-up displays.

Enter the required fields and click the Search button. The results for Product or Service Code appear at the bottom of the pop-up. Select a code and click the OK button.

Product or Service Code Lookup Pop-Up Fields:

• Lookup By (option: Code / Description)

• Search Text * (user must enter at least 3 characters to search by “Description”; field can remain blank if searching by “Code”)

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Pop-Up Buttons:

• Search

• Ok (closes the pop-up if fields are blank; if contact name is selected, closes pop-up, and populates name in designated field)

NOTE: If the Notice is for multiple goods or services, select the entry best describing the overall acquisition.

NAICS Lookup Pop-up:

To search for the NAICS, click the Lookup button. A pop-up displays.

Enter the required fields and click the Search button. The results for NAICS appear at the bottom of the pop-up. Select a code and click OK.

NAICS Lookup Pop-Up Fields:

• Lookup By (options: Code / Description)

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• Search Text * (user must enter at least 3 characters to search by “Description”; field can remain blank if searching by “Code”)

Pop-Up Buttons:

• Search

• Ok (closes the pop-up if fields are blank; if contact name is selected, closes pop-up, and populates name in designated field)

NOTE: If the Notice is for multiple goods or services, select the entry best describing the overall acquisition

Email

Notificatio n Opt-Out

Select Notification Subscriptions on the Solicitation navigation bar. A drop-down menu displays. Click Email Notification Opt-Out. The user is be led to Email Notification Opt-Out screen.

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Email subscriptions can be filtered by entering data in the Filter field. The user can also control the number of entries displayed on the table by selecting an option on the Display # items drop-down menu.

Click the Delete button in the Action column.

A pop-up displays a message stating: “Email Notification for (Email Subscription Number) has been removed.” Click Confirm to opt-out of the email notification. The email subscription is deleted from the table and the user is no longer receive email notifications.

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NOTE: Email Subscription Numbers are system generated.

Email Subscription Opt-Out Fields:

• Display # Items (options: 10 / 25 / 50 / 100; controls number of entries appearing in the saved search table)

• Filter (field is editable; can filter results by keywords entered by the user)

Saved Search Headers:

• Email Subscription Number

• Email Subscription Description

• Action

Action Buttons:

• Delete (remove email subscription)