Auto-Supersede old documents for revised versions

Find out how to auto-supersede old documents within a discipline by uploading the revised versions within that same discipline.

When logged into BidContender, select the project required from either:
- Your recent tenders list on the Home tab or
- From your All active tenders list by clicking on the Show all active tenders link on the Home tab

Click on the Drawings and docs tab
Select the first discipline that you are wanting to upload revision documents into
Click on the Upload button to the right of the discipline name row
Select the revision documents to be uploaded into the selected discipline

Be aware that the filename contains all the relevant information that is uploaded as the document number and revision, into your project - so review all your document filenames and make sure they’re correct, before uploading them onto the system.

When revision documents have been uploaded that have the same or similar filename as the original documents in that discipline - you will be presented with a list of the matching documents. By default, all files that supersede the matching documents shown will be selected. If you are not wanting certain uploaded files to supersede the original matching document, then simply deselect that file by removing the tick in the checkbox to the left of that file name
Click on the Supersede selected files button

BidContender uses the rules outlined in the table below in order to determine a match works.
Filename of uploaded file	Will update existing document	Revision will be set to
AB152(A).pdf	AB152	A
AB152.pdf	AB152	[none]
AB-152_A.pdf	AB-152	A
A-001-A.pdf	A-001	A
A-001.pdf	A-001	[none]
AB_MECH_152_A.pdf	AB_MECH_152	A
AB-152_a.pdf	AB-152_a	A
AB-152(a).pdf	AB-152	A
AB-152[a]	AB-152	A

If you don't want any of the files to supersede existing documents, deselect all files by removing the tick in all checkboxes and then click Continue without superseding

When the overlay with a list of matching documents is displayed, you can deselect any that you don't want to have superseded:

- Files marked to supersede will be added as a revision to the matching document

- Files not marked to supersede will be uploaded as a new document

If you don't want any of the files to supersede existing documents, deselect all the files - you can use the checkbox in the header.

View the revised documents which will now appear uploaded in the selected discipline's document listing

Revised documents showing in the tender documents list under the selected discipline.

To view the document revision history, check the box at the top right corner of the drawings and docs list that reads Show document revisions

Checkbox against show document revisions has a tick in it.

Now view all the historical changes to the document set

Showing tender document list and revealing the revised documents along with those that they superseded.

To revert back to viewing only the latest document set, remove the tick from the Show document revisions checkbox.

The revised documents will display a red flag against them. The red flag is a warning that changes to the documentation have occurred but that these changes have not yet been issued to the impacted trades

Tender documents list with red flags showing against the revised documents.

Click on the Tender invitations tab
A matching red flag will be displayed against the tender invitations the revised documents appear in
Click on Issue addenda

Tender invitations list showing red flags against the impacted trades that contain the revised documents.

Type in the subject of the change
Type in any comments about the change
A list of all the tender Invitations originally sent will appear under the Tender invitations title. Those with a tick against their listing, are automatically selected to receive the revised documents - given they were the trades that received the original version of the documents
Click on Issue addenda

List of trade tender invitations showing a tick in the checkbox against those that are to receive the revised documents addenda.

All Invitees that have not declined, will receive an email notification of the addenda.

Now that the addenda has been issued, click on the Drawings & docs tab and you can check that the red flags have disappeared

Tender documents list no longer showing red flags against the revised documents.