In this article, you will find an overview of all email notifications you receive as a supplier in Artifik.
The article covers the following topics:
General notifications
The following notifications are sent regardless of process type, and may relate to organisation, procurement, contract, or other administrative events.
| Event | Recipient | Role / condition |
|---|---|---|
| Added to organisation team | The new team member | All roles |
| Removed from organisation team | The removed team member | All roles |
| Added to tender or contract team | The new team member | All roles. Applies to both buyer and supplier teams. |
| Removed from tender or contract team | The removed team member | All roles. Applies to both buyer and supplier teams. |
| Invitation withdrawn | The invited user | When an invitation to an organisation team is withdrawn |
| Team access request submitted | Organisation administrators | All with admin role in the organisation |
| Team access request approved | The user who submitted the request | Automatic |
| Team access request rejected | The user who submitted the request | Automatic |
Notifications in the tender process
Competition and communication
| Event | Recipient | Role / condition |
|---|---|---|
| Invitation to participate in competition | Invited suppliers | All with admin role in the supplier's organisation team. If the organisation is not registered in Artifik, the invitation is sent to the email address provided by the buyer. |
| Additional information published | Suppliers + followers | Non-reduced suppliers and all followers of the procurement |
| Questions and answers (Q&A) published | Suppliers + followers | Non-reduced suppliers and all followers of the procurement |
| New message in communication (sent by supplier) | Procurement team (buyer) | All with admin or editor role |
| New message in communication (received from buyer) | Tender team | All with admin or tender manager role. You cannot see if other suppliers have received the same message. |
| Submission deadline approaching (3 days) | Suppliers | Non-reduced who have not signed |
| Procurement cancelled | All participants, suppliers, and followers | All involved parties |
Qualification
| Event | Recipient | Role / condition |
|---|---|---|
| Qualification submitted — confirmation | The person who submitted | Sent directly to user |
| Qualification approved | Tender owner + tender team | All team members |
| Qualification rejected / disqualified | Tender owner + tender team | All team members |
| Rejection overturned (reintegrated) | Tender owner + tender team | All team members |
| Qualification withdrawn — confirmation | The person who withdrew | Sent directly to user |
Tender and evaluation
| Event | Recipient | Role / condition |
|---|---|---|
| Invitation to submit tender after qualification | Tender owner + tender team | All team members |
| New tender round (revised/final) | Tender owner + tender team | All team members |
| Tender signing reminder (15–30 min before deadline) | The person who should sign | Sent directly to signatory |
| Tender submitted — confirmation | The person who signed | Sent directly to user |
Award and result
| Event | Recipient | Role / condition |
|---|---|---|
| Award letter sent | Tender owner + tender team | All team members |
| Reduction letter sent (not selected) | Tender owner + tender team | All team members |
Subcontractor
| Event | Recipient | Role / condition |
|---|---|---|
| Request sent to subcontractor | The subcontractor | Via email address |
| Subcontractor has submitted | Tenderer + subcontractor | Both parties are notified |
DPS (Dynamic Purchasing System)
| Event | Recipient | Role / condition |
|---|---|---|
| Qualified on DPS | Tender owner + tender team | All team members. The supplier is automatically added as a participant in mini-competitions that have not yet started. |
| Invitation to mini-competition | Qualified suppliers on the DPS | All with admin role on the supplier's tender team in the DPS |
Notifications in contract management (KAV)
Information: Contact persons on contracts do not receive
any notifications from Artifik. Notifications are sent to team members who
are directly added to the team, owners, and designated signatories.
Inherited permissions from organisations do not trigger notifications.
Signing
| Event | Recipient | Role / condition |
|---|---|---|
| Invitation to sign | Designated signatory | Applies to contract, amendment, and call-off |
| Signing reminder (3, 5, and 7 days) | Signatory | Only signatories who have not signed |
Contract operations
| Event | Recipient | Role / condition |
|---|---|---|
| Call-off received from buyer | Supplier team (contract) | All with admin role on the contract's supplier team |
| Call-off rejected (deadline expired) — confirmation | Supplier team (contract) | All with admin role on the contract's supplier team |
| Invitation to mini-competition | Qualified suppliers on the framework agreement | All with admin role on the supplier's tender team |
| Contract option activated | Supplier team (contract) | All with admin role on the contract's supplier team |
| Milestone reminder | Supplier team (contract) | All with admin role on the contract's supplier team, only if enabled by the buyer |