Import questions from Excel

When you're creating a template and need to add a large number of questions, you can import lines to make the process faster.

Note: The template files work with Microsoft Excel 2007 and later versions.

Download Excel template

1. Open a template.
2. In one of the Questions sections, click the Import button.
3. Select Download template for import.
   The Excel file (rfp_import_template.xlsx) is downloaded.

Add line items

Using Excel, you can upload up to 3000 line items to an event and 100 line items per sections. If you exceed 100 line items in a section, additional line items are uploaded to a new section. For each question, you can add conditional questions to collect more information when a supplier provides a specific response.

Warning! Additional columns cannot be added to the spreadsheet.

1. Open the template in your preferred spreadsheet program.
2. Add line items.
   Column descriptions

   Columns

   Note: Add each question in the order it should be displayed on the event. For example, all Header questions should be entered before the Detail questions.

   Column		Description
   *	Section	Enter the named section to associate with the question.
   *	Line #	This column is used to number your questions. As you move to a new section (e.g., Header to Detail), restart numbering at 1. Use the following numbering based on the line item type: Item question: Number the questions sequentially (e.g., 1, 2, 3). Service question: Number the questions sequentially (e.g., 1, 2, 3). Service component: For service questions with multiple components, use whole numbers to identify the service question, and then add decimal points to identify the individual components under each question (e.g., 4, 4.a, 4.b,4.c).
   *	Line Type	Enter the question type. Item Question Service Question Service Component
   	Required	Enter Yes if you want to require suppliers to answer the question to submit their response to the event. Leave blank if the question is optional. This option isn't available if you enter No response in Unit of Measure.
   	Internal Part #	Enter your organization's part number for the item. To turn on this feature, contact your Fairmarkit Customer Success Manager.
   	Manufacturer	Enter the manufacturer name for the item. This field is optional but recommended to improve supplier recommendations. This optional field for item questions is not used for service questions and components.
   	MFG Part #	Enter the manufacturer's part number for the item. This field is optional but recommended to improve supplier recommendations. This optional field for item questions is not used for service questions and components.
   	Item / Service Question description	Enter a description for your question or component.
   	Unit of Measure	Enter a unit of measure. For a successful import, select an existing Fairmarkit UOM for the line item type. You will need to adjust the UOM name for some values, such as No Response to no_response and Yes/no to yes_no. To review a list of available values, see UOM.
   	Quantity	Enter the quantity of the item or service needed. The quantity measure is based on your selected UOM. This value can contain up to 2 decimal places (e.g., 1.25 acres). This field is not used for service questions with multiple components. Enter the quantity of the item or service needed. The quantity measure is based on your selected UOM. This value can contain up to 2 decimal places (e.g., 1.25 acres). This field is not used for service questions with multiple components.
   	Condition	Enter a statement to define when the question is asked. For example, if the UOM is a number value, your condition could be that when the response is Greater than the Conditional Value, they need to answer a conditional question. Example values include Greater than, Before, and Between. Only component line items with a yes/no, compliance, number, percentage, or date UOM can be conditional. For more information, see Conditional questions
   	Condition Value	Enter the value that will trigger the conditional question. For example, you may only want suppliers to answer the conditional question when the UOM value in the previous question is greater than (condition) 5. Only component line items with a yes/no, compliance, number, percentage, or date UOM can be conditional. For more information, see Conditional questions.
   	Benchmark price	Enter a benchmark price with a value containing up to two decimal places. This is typically used to enter the last price you paid. This is an internal value, but it can be used as a point of comparison when reviewing pricing and to provide a basis for calculating savings. If you update the event currency, this value isn't automatically calculated, so you will need to manually update it. This field is not used for service questions with multiple components. Note: Currency type is determined within Fairmarkit, so the spreadsheet does not allow a currency symbol in this column.
   	Comments	Click to access the Comments pane, which allows you to add and view internal comments and supplier messages for the event. This option is only available after the event is opened. This is included as additional information at the line level.
   	Start date	Enter the start date for the item or service. This is typically used for services and software subscriptions and licenses. This is included as additional information at the line level.
   	End Date	Enter the end date for the item or service. This is typically used for services and software subscriptions and licenses. This is included as additional information at the line level.

    

3. Save your spreadsheet.

Import from Excel

1. Open a template, navigate to a question section, and click the Import button.
2. Select Import from Excel and then select and open your saved file.
   New sections and questions with the information you defined are added. If you exceed 100 line items in a section, additional line items are uploaded to a new section.

   Note: If there are any issues with your import file, you will receive a message telling you which line and column has an issue.

3. Make any necessary additions or changes and save.