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NDA on RFQs

What is the NDA Feature in RFQs?

The NDA feature ensures that suppliers must sign a Non-Disclosure Agreement before accessing confidential RFQ information such as technical files, drawings, or pricing sheets.

When an NDA is attached to an RFQ:

  • Suppliers only see the RFQ title and the NDA document

  • All other RFQ details remain locked until the NDA is signed and approved

This protects sensitive procurement information before it is shared.

Step 1: Create an RFQ

Start by creating a new RFQ in Axya Access.

Typical fields include:

  • RFQ title

  • Description

  • End date

You can also attach supporting documents such as:

  • Technical files

  • Cover letters

  • Bid sheets

  • Other RFQ documentation

These files will only become visible after the NDA process is completed.

Step 2: Attach an NDA to the RFQ

To trigger the NDA workflow:

  1. Add an NDA document to the RFQ.

  2. You can either:

    • Select an NDA from existing templates, or

    • Drag and drop a new NDA file.

Using templates allows teams to reuse standard legal agreements.

Important:
Once an NDA is attached:

  • All RFQ information is hidden from suppliers

  • Only the RFQ name and the NDA document are visible until approval.

Step 3: Send the RFQ to Suppliers

After attaching the NDA:

  1. Select the suppliers you want to invite.

  2. Click Send.

The RFQ will now show a new status indicating that the system is waiting for NDA signatures from the invited suppliers.

Step 4: Supplier Receives the NDA Request

Suppliers receive an email notification informing them that:

  • An RFQ has been shared with them.

  • They must review and sign the NDA first.

From the RFQ link, suppliers can:

  • Download the NDA

  • Sign the document

  • Upload the signed version

At this stage, suppliers can only see:

  • RFQ name

  • RFQ owner

  • RFQ date

  • Communication messages

They cannot access any RFQ documents until the NDA is approved.

Step 5: Review and Approve the Signed NDA

Once the supplier uploads the signed NDA:

  1. The buyer receives a notification.

  2. The NDA appears in the RFQ activity panel.

The buyer can then:

  • Review the signed document

  • Request corrections via the chat feature

  • Approve the NDA

If the document is valid, simply click Approve.

Optionally, you can also upload a countersigned version of the NDA.

Step 6: Supplier Gains Access to the RFQ

Once the NDA is approved:

  • The supplier immediately gains full access to the RFQ

  • They can now view:

    • Technical drawings

    • RFQ documentation

    • Bid sheets

    • All attached files

Suppliers can also continue communicating with the buyer via the RFQ messaging interface.

Uploading an NDA on Behalf of a Supplier

In some cases, you may already have an NDA with a supplier.

Instead of waiting for the supplier to upload it:

  1. Upload the signed NDA yourself

  2. Attach it on behalf of the supplier

  3. Approve the document

Once approved, the supplier will automatically gain access to the RFQ.

This is useful when:

  • The NDA was signed outside the platform

  • The supplier sent it by email

  • A master NDA already exists

Key Takeaways

  • Adding an NDA to an RFQ restricts access to sensitive information.

  • Suppliers must upload a signed NDA before viewing RFQ details.

  • Buyers must review and approve the NDA before access is granted.

  • NDAs can also be uploaded by buyers on behalf of suppliers when needed.

This process ensures secure and controlled sharing of RFQ information with suppliers.

If you have any additional question please contact us at customerservice@axya.co