Scope Comment Library Admin Tool

Purpose

This Job Aid describes how to use the Scope Comment Library Admin Tool to create and manage Scope Comment Libraries.

Audience

Lender Executives and Content Administrators.

Overview

Scope Comment Libraries are discrete pieces of text that can be added to RFPs as comments. These are sometimes also referred to as Scope of Work Comments. Libraries make it easy for a Job Manager to select a prewritten comment to send a Vendor with the RFP, rather than being forced to draft comments from scratch for each new RFP. This also helps the organization ensure consistent messaging.

For more information about using Scope of Work Libraries on an RFP, refer to the Creating RFPs and Selecting Vendors documentation.

To access the Scope Comment Library Admin Tool, click Settings, then click Form Settings in the dropdown menu.

On the Form Settings page, click View Libraries.

On the Libraries page, under Scope Comment Libraries, click View Libraries.

The Scope Comment Libraries page opens, displaying all Scope Comment Libraries, divided by Service Group (Valuation, Environmental, etc.)

A. Column Headers: Click the Name column header or the sort icon to change the sort order. Click again to change it back.

B. Search: Enter a search phrase to search for a Library. The Name, Library Type, Last Updated, and Created By fields are searchable.

C. File Name: Click the blue Name text to open the Library in edit mode. This allows the user to edit the Library Name, Description, and Library Content.

D. Active Toggle: When a Library is toggled ON, it is available to be added to RFPs. When a Library is toggled OFF, it will not be available to be added to RFPs.

E. Actions: Click to expose a menu containing four commands:

Edit Library, View Change History, Duplicate Library, and Delete Library.

Edit Library

Open the Library in edit mode.

The Library Name, Description, and Library Content are editable. The Service Group and Library Type are not editable. After making the desired changes, click Save Changes at the bottom of the page.

The following warning appears.

Click Yes to save the changes.

View Change History

Click to open a modal listing all revisions that have been made to the Library.

Click View Revision to view the changes made in a specific revision instance.

Duplicate Library

Click to create a copy of the Library. The Library Name, Description, and Library Content fields are editable. The Service Group and Library Type are not editable. By default, the Library Name will be identical to the Library Name of the original Library, with ‘copy’ in parenthesis appended.

After making all desired modifications, click Save Changes to finish creating the new, duplicated Library. The Library will be created in an inactive state.

A success message appears in the upper right corner of the page.

Delete Library

Click Delete Library to delete the Library. A popup will appear with the following warning:

Click Yes, Delete Library to proceed with the deletion.

Add New Library

Click Add New Library to open the New Scope Comment Library page.

The Library Name, Service Group, and Library Type fields are required. Once the new Library has been created, the Library Name can be edited, but the Service Group and Library Type cannot.

Service Group determines on what RFPs the Library is available. A Library in the Environmental Service Group will not be available on an Appraisal RFP, for example.

Library Type defines whether the Library is available for selection in the RFP Comments section or the Additional Comments for Vendor section, as shown in the screenshot of an RFP below.

To create the new Library, click Save and Create Library at the bottom of the page.

A popup appears in the upper right corner of the page when the Library has been created.

The new Library will be created in an inactive state. To make it available for selection on RFPs, click Scope Comment Library List at the top of the page.

On the Scope Comment Library page, toggle the OFF switch to ON.