How To Store and Manage Files Including Price Quotes in Loocey

Overview

In this lesson, you’ll learn how to store and manage files in Loocey for DLA / DIBBS bidding, including supplier price quotes and bid package documents.

We’ll walk through the new File Upload feature, show how to upload and manage files directly in Loocey, and explain how File columns work in the Files and Supplier Quotes tables. You’ll also learn when to use File Links vs direct file uploads.

- Loocey also supports Multiple File column types. To learn more, watch the in-depth File Upload tutorial here:

Step by step

The walkthrough covered in the video, written out so you can follow along inside Loocey.

1. This new File Upload feature allows you to upload documents directly into Loocey including supplier quotes, compliance documents, traceability files, and any other files you need to store as part of your bid.
2. Let’s go to the bidding board
3. Open an RFQ in detail view, you can do this by either clicking on Open Item icon or right click and open in a new tab.
4. Then go to the Files tab.
5. Before this new feature, we had the File Link column, which is used to store a link to the file. The actual file itself would be stored in some type of cloud drive, like google drive, then the link to the file is stored in Loocey. This way, you would still have access to all the documents in one place.
6. This feature is still available and you can continue using this method if it works for you.
7. However, there are some issues with this method, for instance, sometimes the file gets accidentally moved or deleted from the drive and therefore, it breaks the link. And you’d have to come back to Loocey and update the links if you move the file.
8. Nevertheless, File Links are still a viable option for those companies who would prefer to store the files in their own drive or local storage.
9. You’ll notice that we also have a new column called File. And that’s right, we can now directly upload the file into Loocey’s cloud system.
10. Click on plus sign, select a file and that’s it.
11. Once it’s done uploading, you can click to open to view the file, but you can also open the context menu and upload/replace the file, delete the file or open the settings to change the name and description. You can also download the file from the file viewer as needed.
12. If you have multiple files, simply add more lines to the Files table and set the description for each file in the description column as needed.
13. Now, let’s go to the Supplier Quotes table.
14. If you scroll all the way to the right, you’ll see that we’ve also added the Quote File column here, so you can upload different quotes you get from each supplier here, and it works the same way. However, this is optional, you can simply stick to using the main Files tab in most cases.
15. The new file upload is part of our DLA module and all new customers will see it in their account.
16. The new File Upload feature is a global Loocey platform feature. if you’re an existing customer and don’t see the new File columns, continue watching, we’ll show you how to add the File columns to the different tables.
17. To add the column in Files tab, open Configuration menu, go to Bidding Files table
18. Be sure to select Files view at the top
19. Then add a new column after Description, change the type to Single File and name it “File”.
20. Click add and save the view.
21. Next, go to Supplier Quotes table, and click on Supplier Quotes view
22. Scroll to the right until you see Unit Price, followed by Quote File Link, we want the new column in between these 2.
23. Open the column menu of the Unit Price column and click on Add Column To Right, and we’ll follow the same steps.
24. Select Single File as the file type and name it “Quote File”
25. Once done, simply save the view.
26. Now go back to the RFQ details and confirm that new columns are there and you’re able to upload files.
27. Note that we also have Multiple File column type and to learn more about the File Upload feature, be sure to watch the more in-depth tutorial on File Upload, the link will be in the description.

Where this fits

This tutorial covers the Bidding Board & CRM part of Loocey DLA. Copy solicitations into the CRM, then manage statuses, notes, files and pipeline views.

• Loocey DLA Getting Started guide — account setup and the full bidding workflow
• Saved-search recipes — the exact column, condition and value for 20 common DLA searches
• DLA / DIBBS glossary — what every field on a solicitation means
• All Loocey DLA video tutorials