Prokuria FAQ's

Start using Prokuria

Who can use Prokuria?

Basically any person involved in the procurement process. Prokuria can be used by your entire procurement team plus various other stakeholders in your organisation.

After the first steps, Prokuria will become your team’s best friend; we promise!

How can I be sure that my suppliers will know how to use Prokuria?

We trust it will be easier for suppliers than replying to an elaborated email. That’s why we have developed a 3 steps process when interacting with suppliers: 1) Supplier receives a personalized invitation email. 2) From email the supplier may easily view in browser all the details of your RFP/RFQ or Reverse Auction – NO username or password is required. 3) Suppliers will fill-in the web-form and submit the answer.  The entire process could not be more simple for you and your partners!

How long does it take to get Prokuria up and running?

To publish a simple RFP, no more than 5 minutes. To organizing your procurement process…. well it’s up to you .

The exact time for a full integration, will depend on the approach you choose, and how quickly your team is fully on board.

Give it a try and let us know your how long did it take you!

How do I learn to use Prokuria?

The interface is intuitive and next steps come instinctively.
If you are new to the procurement process, you should read our Effective Procurement page.

Alternatively, you could dive right in and try out the demo after signing in. Once you get started, our customer support team is there to guide and  support you every step of the way!

How to avoid mistakes on my first Prokuria RFP or reverse auction?

With Prokuria you can run as many requests as you like. That’s why we advise to follow the next steps before launching the first RFP: 1) Run a test RFP or reverse auction with colleagues; 2) Run a demo RFP or reverse auction with suppliers; 3) Check with your suppliers that they understand how it works; 4) Run your first live RFP/RFQ with Prokuria.

What if I decide to leave Prokuria? Can I take my data with me?

Your data is yours and yours alone.

If at any moment you might decide to leave you can download all your information and use it further in your activity.

What about updates, support and maintenance?

Under our regular pricing model, this is included. However, for large, custom implementation, this may be a separate point. Please contact us to discuss.

Can I request a specific update or functionality?

Of course! No promises though, but we're striving to make our users happy and fully appreciate your feedback and suggestions, so please get in touch and we'll do our best!

Security and confidentiality

How is data in transit protected?

Prokuria encrypts all data in transit with SSL, using the HTTPS protocol. The application as well as the API is only available via these protocols.

How is stored data protected?

The database, files, and data backups at Prokuria are encrypted using industry-storage Microsoft Azure encryption.

Does Prokuria have security obligations in place with its own suppliers?

Yes. We have a very limited number of suppliers, including Microsoft's Azure services and software developers; Prokuria has strong legal clauses regarding data security with all its suppliers.

Are you monitoring the availability of the platform?

Prokuria’s Security team continuously monitors security systems, event logs, notifications and alerts from all systems to identify and manage threats.

What security mechanisms are in place?

For the cloud-based nodes, Prokuria uses: • Firewalls • VPN • Denial of service • Anti-flooding • SSL Certificates • Static IP restrictions • Network isolation

Is Prokuria GDPR-compliant?

Yes, we've done extensive work with our legal counsels to ensure full compliance with the GDPR.

Where does Prokuria physically store data?

Prokuria runs on Microsoft Azure, and the platform itself is hosted on datacenters in Ireland, within the EU.

How is my data protected in Prokuria?

We’re committed to the security of our customers’ data and provide multiple layers of protection for the personal and business information you trust to Prokuria.

What are the security standards in use for authentication?

While upon request we can enable a number of protocols, Prokuria normally uses oAuth 2.0 Bearer Tokens with 2FA.

Does Prokuria have a disaster recovery plan?

Yes. It is available upon request, along with our incident response plan. We test-run these periodically. 

What's the protection against Denial of Service (DoS)?

We rely on Microsoft Azure's state-of-the art protection mechanisms and policies to prevent and, where needed, effectively mitigate such risks.

How are data backups handled?

Prokuria is backed up via enhanced Microsoft Azure mechanisms, ensuring daily snapshots for the app and files, as well as state-of-the-art database backups. Database backups include point-in-time disaster recovery functionality. All databases backups are encrypted, and all files are encrypted with an AES256 algorithm.

Does Prokuria handle any credit card or other sensitive data?

No, Prokuria does not handle any credit card or other sensitive data.

Suppliers using Prokuria

Do I, or my suppliers, need to install or download anything?

No, Prokuria is entirely cloud-based. Any modern browser should enable its full functionality. For buyers, we recommend using Chrome or another Chromium-based browser. For suppliers participating in events, any modern browser should work. Please note that we do not support any version of Internet Explorer.

As supplier, after submitting my response, can I still access the RFP/RFQ page?

Yes, you as a supplier may at any time re-access the RFP/RFQ page through the link included in the invitation email received from your partner.

As supplier, can I retract my response to a RFP or RFQ?

Absolutely! After submitting the response to your partner, you can retract it at any time before the end time. Just click the “RETRACT RESPONSE” button; this button will appear in the right corner of the request page as long as the deadline for responding has not passed.

Technical

How does Prokuria protect my data?

We understand that securing your data is a top priority.

Disaster recovery and readiness

Prokuria performs real-time data replication, to ensure your data is available and safely stored. This means that should even an unlikely event occur, such as an entire hosting facility failure, we can switch over quickly to a backup site to keep Prokuria and your business running.

Always there

Prokuria is there when you need it, regardless of the day or time, or where you happen to be.

Secure data centres

Prokuria’s servers are located within enterprise-grade hosting facilities that employ robust physical security controls to prevent physical access to the servers they house. These controls include 24/7/365 monitoring and surveillance, on-site security staff and regular ongoing security audits.

Built to perform at scale

Prokuria has been designed to grow with your business. Our high performance servers, networks and infrastructure ensure we can deliver quality service to you and our other users.

User authentication

We provide standard access to the Prokuria platform through a login and password.

Data encryption

We encrypt all data that goes between you and Prokuria using industry-standard practices, protecting your personal and busness data. Prokuria has  a SSL certificate to secure data transfer, logins and all web traffic between the web servers.

What is Prokuria's delivery architecture?
The core components of our architecture are hosted on Microsoft Azure; we use technologies such as .Net, SQL Server, and Angular. Prokuria is designed for stability, availability and scalability, and we use multiple redundancies for each element of our software tiers, interlinked with load balancers.
Does Prokuria support Single Sign On (SSO)?

Yes, this can be enabled upon request. Please contact us to discuss.

Does Prokuria offer an API and integration with other tools?

The API is a core part of our architecture. Upon request, it can be open to other client applications, to offer integration and interoperability. Contact us for more details.

What are Prokuria's performance parameters?

The web application uses a caching system to ensure a fast and smooth operation. The API has an average response time of 100ms/query. Depending on requirements and resources, Prokuria can be configured to further enhance these parameters.

Importing and Exporting Data

Can I import previous supplier databases?

Prokuria offers Excel integration. This way you can import all your old databases into our system with just a few simple clicks.

Can I export procurement data?

Absolutely! Almost everything will be available for export with our upcoming feature called “Exports”. Each step shall have an export option so you can download in excel the suppliers’ list, RFPs, RFQs and Reverse Auction. Meanwhile if you need any of the above mentioned reports just send us your request!