FAQs

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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 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 you before running your first live RFP to follow the next steps:

  1. Run a test RFP or reverse auction with your colleagues, inside of th department;
  2. Run a demo RFP or reverse auctionwith your suppliers;
  3. Check with your suppliers that they understand how it works;
  4. Now you are ready to run your first live RFP/RFQ with prokuria

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!

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.

Security and Confidentiality

How is Prokuria protecting my data?

We understand that securing your data is a top priority.

Protecting your data
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.

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.
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.

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

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

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.

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.

Constant updates and innovation
We’re constantly enhancing Prokuria, delivering new features and performance improvements. Updates are delivered frequently, with the majority of them being without interrupting our service and disrupting users.

Importing and Exporting Data

Can I export procurement data?

Absolutely!

Almost everything will be available for export with our new feature to come, 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 and our energetic support team will be more than happy to provide it by email.

Can I import previous supplier databases?

Prokuria will soon offers excel integration. This way you can import all your old databases into our system with just a few simple clicks of the mouse.

Stay tuned! We will soon announce excel integration feature.

Meanwhile if you need any imports just send us your request and our energetic support team will be more than happy to help you

Suppliers using Prokuria

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

Suppliers will find it very easy to use Prokuria! We trust it will be easier 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 detail for your RFP/RFQ or Reverse Auction – NO user or password will be required.
  3. Supplier will fill in the web-form and submit the answer

The entire process could not be more simpler for your partners!

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.

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

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

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