Jira private bid submission board

[Adam Robert Corrie]

Hi, 

I am trying to create a board that achieves the following workflow. In this example, "Company" refers to us, and "Agency" refers to external user:

1. Company to submit a job advert to agreed external agencies. 
2. Agency receives job notification via email.
3. Agency submits price via form submission. 
   • Agencies cannot see each others bids or other details. 
4. Company reviews submissions and sorts accordingly to "Approved" and "Rejected"
5. Agency notified of approval or decline.

I am new to Jira and hoping for some help in the right direction.

Thank you!

Adam

[Walter Buggenhout · Accepted solution]

Hi @Adam Robert Corrie and welcome to the Community!

Just a couple of pointers - you might benefit from working with a Solution Partner to get you up and running with all the details in place (working for one myself):

• Your agreed agencies will need access to Jira to work with you. If you're using Jira, that means they would need a license; otherwise they won't be able to access. Alternatively, you could also use Jira Service Management and let the external users interact via the portal as free of charge customers
• To access a request you create in JSM, you will need to either update a known user from the agency to either become the reporter or a request participant for them to be able to interact with you via the portal.
• When you would choose to use Jira, you would need to set up issue level security to make sure agencies cannot see another agency's issues.
• The product you choose to interact with the agencies determines how you need to interact with your customers. As you don't want them to see other agencies' input, you would need to create separate issues for each agency. That suggests working with a job advert master issue and a sub-issue for each separate vendor.
• In JSM, you could work with JSM forms to capture information from vendors as you progress through the workflow stages of a request. Using automation, it is possible to attach forms to a request when the status of the request changes.

Hope this helps!

[Adam Robert Corrie]

Thank you Walter, both answers following similar advice so I have marked both as solution. I will look into JSM and report back here once I have a solution! 

[Fazila Ashraf · Accepted solution]

Hi @Adam Robert Corrie 

Welcome to community!

Using the Jira service management product, you could achieve 

1. Creating an intake Request form that has all the context about the Advert and the details that the agencies need to fill in.
2. Send an email to the Agencies [outside Jira] with a link to this request form
3. Agencies can submit the bid using the form
4. Each submit can be reviewed and marked as approve/reject by the company
5. Agencies will receive updates on such status change or more info requested by the company.

I wouldn't recommend the Jira Board (software/Work management) but Jira service management for this use case.

[Adam Robert Corrie]

Thank you @Fazila Ashraf,  as commented above, both answers following similar advice so I have marked both as solution. I will look into JSM and report back here once I have a solution!