Portal submission best practices: avoid last-minute disasters

The portal submission reality

You’ve written a strong tender. Compliance checked. Evidence attached. Ready to go.

Then the portal crashes. Or your attachment is too big. Or the format’s wrong. Or you miss the deadline by five minutes.

Technical failures cause more disqualifications than poor quality.

This guide helps you submit successfully, whatever portal you’re using.

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Common UK tender portals

Delta eSourcing

Used by: Many local authorities, NHS Trusts Characteristics:

• File upload system
• Email notifications
• Clarification Q&A visible to all
• Standard format requirements

Quirks:

• Specific browser requirements (use Microsoft Edge)
• File naming conventions enforced
• Character limits in text fields
• Table formatting can break

Jaggaer (formerly BravoSolution)

Used by: NHS Supply Chain, large frameworks Characteristics:

• Comprehensive portal
• Complex navigation
• Multi-stage processes
• Supplier registration required

Quirks:

• Extensive supplier profile setup
• Response templates provided
• Strict attachment formats
• Deadlines enforced precisely

In-tend

Used by: Various local authorities Characteristics:

• Modern interface
• Clear navigation
• Good search/filtering

Quirks:

• File size limits
• Specific naming conventions
• Form validation strict

Proactis/Other local systems

Characteristics: Vary by authority Approach: Read instructions carefully, test early

Commissioner’s own systems

Some commissioners use bespoke portals. Always test access immediately.

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Pre-submission preparation

1. Register and test access immediately

Day 1 of finding tender:

• Register on portal (if new)
• Receive and save login credentials
• Test login works
• Navigate to tender listing
• Access tender documents
• Note any access issues
• Save commissioner contact for technical problems

Why immediate: If there are access problems, you need time to fix them. Don’t find out about login issues on deadline day.

2. Understand the format requirements

Check for:

• File formats: PDF? Word? Specific versions?
• File sizes: Max MB per file and total
• Naming conventions: Specific format required?
• Character limits: Per field/section
• Table/bullet support: Will formatting transfer?
• Attachment limits: How many files per section?

Document this: Create a submission checklist specific to this portal.

3. Prepare files in advance

Naming:

• Follow convention EXACTLY
• Case matters: “Response.pdf” ≠ “response.pdf”
• No spaces (use underscores): “Section_A_Response.pdf”
• Version control: Remove “V2”, “FINAL” from filenames unless requested

Formats:

• PDF unless Word specifically requested
• Optimise file sizes (compress images if needed)
• Ensure attachments are legible (not too compressed)
• Test opening on different device

Organisation:

• Number/label files clearly
• Create index if multiple attachments
• Cross-reference in narrative (“See Appendix 3”)

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Writing for portals

Character limits and text fields

The problem:

• Many portals have character limits per field
• Word counts may differ from PDF extractors
• Formatting (bullets, bold) may not transfer
• Copy-paste can introduce errors

Best practices:

1. Draft offline first Write in Word/Google Docs, then transfer to portal.

2. Check character counts

• Use tool that counts same way as portal
• If limit is 2,000 characters, aim for 1,800-1,950
• Different tools count differently (spaces, line breaks)

3. Plain text backup Have plain text version ready for paste-in fields.

4. Test formatting

• Preview if available
• Bullets may become dashes or disappear
• Bold/italics may not transfer
• Tables often break

Workaround for tables:

• Screenshot table as image
• Attach as separate file
• Reference in text

Copy-paste strategies

From Word to portal:

1. Save as plain text first (to strip formatting)
2. Or paste into Notepad/TextEdit, then into portal
3. Check formatting after paste
4. Manually re-add bullets if needed

Common paste problems:

• Smart quotes become gibberish
• Bullets become random characters
• Line breaks multiply
• Special characters disappear

The fix: Paste plain text, then format within portal (if it allows).

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The submission process

Timeline: Work backwards

Example: 2-week tender

• Deadline - 48 hours: Target submission (your deadline)
• Deadline - 72 hours: All content complete, start upload
• Deadline - 96 hours: Compliance check, attachments ready
• Deadline - 7 days: Draft complete, under review
• Deadline - 10 days: Writing underway
• Deadline - 14 days: Access portal, download documents

Golden rule: Never submit in final 24 hours. Buffer for problems.

The upload process

Step 1: Attachments first

• Upload all attachments early
• Verify each uploaded correctly (open and check)
• Confirm file names match requirements
• Check file sizes acceptable

Step 2: Text responses

• Work through each question
• Paste or type responses
• Check character limits
• Save frequently

Step 3: Review everything

• Read through all responses
• Check all attachments present
• Verify compliance items
• Proofread for typos

Step 4: Submit

• Click submit
• Wait for confirmation
• Screenshot confirmation page
• Save confirmation email
• Download submission receipt if available

What to screenshot/save

Essential captures:

• Submission confirmation page
• Confirmation email
• Submission reference number
• Date/time stamp of submission
• List of attachments uploaded

Why: Proof of submission if disputes arise.

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Common portal problems and solutions

Problem 1: Portal crashes or won’t load

Symptoms:

• Website won’t open
• Timeout errors
• “Server busy” message
• Login fails

Solutions:

1. Try different browser — Many portals work best in Microsoft Edge
2. Clear cache and cookies
3. Try different device/network
4. Contact commissioner — They can extend if system fault
5. Don’t wait until last minute — Submit early!

Prevention:

• Test portal access immediately on finding tender
• Submit 24-48 hours before deadline
• Have commissioner contact ready

Problem 2: File too large

Symptoms:

• “File exceeds maximum size” error
• Upload freezes
• Timeout during upload

Solutions:

1. Compress images — Reduce resolution, use compression tools
2. Split files — If multiple attachments allowed
3. Remove unnecessary pages — Audit what’s actually needed
4. Use PDF optimisation — Adobe, online tools

Prevention:

• Check file size limits early
• Optimise as you create documents
• Test upload of sample file

Problem 3: Wrong file format

Symptoms:

• “Invalid file type” error
• File won’t upload
• Format rejected

Solutions:

1. Convert to required format — PDF converter tools
2. Check file extension — Sometimes files misnamed
3. Verify version — Some portals need specific PDF versions

Prevention:

• Read format requirements immediately
• Prepare files in correct format from start

Problem 4: Character limits exceeded

Symptoms:

• Can’t paste full response
• “Character limit exceeded” error
• Text truncated

Solutions:

1. Edit down — Remove non-essential words
2. Use abbreviations — Expand in footnote if needed
3. Attach supplementary — Some portals allow additional docs
4. Focus on scoring content — Cut fluff

Prevention:

• Check limits before writing
• Write to 90% of limit (buffer for counting differences)
• Test paste early

Problem 5: Formatting breaks

Symptoms:

• Bullets become dashes or disappear
• Bold/italics lost
• Tables mangled
• Line breaks multiply

Solutions:

1. Accept plain text — Reformat within portal if possible
2. Use simple formatting — Avoid complex layouts
3. Attach tables as images — If allowed
4. Screenshot formatted content — Attach as image

Prevention:

• Draft in plain text
• Preview if available
• Keep formatting simple

Problem 6: Wrong file name

Symptoms:

• “Invalid filename” error
• Naming convention rejected
• System won’t accept upload

Solutions:

1. Rename exactly to specification — Case, underscores, numbers
2. Remove special characters — Only alphanumeric, underscores, hyphens
3. Check length — Some systems limit filename length

Prevention:

• Note naming convention immediately
• Create files with correct names from start
• Don’t use “final”, “v2”, dates in filenames

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Portal-specific tips

Delta eSourcing

Access: Often requires Microsoft Edge Strategy:

• Use Edge; test login early
• Note clarification Q&A section (public visibility)

Submission:

• File uploads straightforward
• Check attachment limits per section
• Naming conventions enforced

Jaggaer

Registration: Extensive supplier setup required Strategy:

• Complete profile well before tender deadline
• Update regularly (annual refresh typical)
• Maintain current certifications, insurance

Navigation:

• Can be complex
• Use search/find functions
• Save frequently (auto-save may not be reliable)

Submission:

• Follow template formats provided
• Attach exactly what’s requested
• Check validation before final submit

In-tend and similar

Modern interfaces: Usually more intuitive Strategy:

• Still test early
• Note any quirks in instructions
• Follow provided guidance exactly

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Emergency protocols

If portal fails near deadline

Immediate actions:

1. Screenshot the error
2. Try alternate access (different browser, device, network)
3. Contact commissioner — Email AND phone if urgent
4. Document your attempt — Time, error message, actions taken

If commissioner unavailable:

• Email tender submission directly (if allowed in instructions)
• Request confirmation of receipt
• Explain portal technical failure
• Provide evidence of attempt (screenshots)

Protection:

• Never rely on last-minute submission
• 24-hour buffer minimum
• Test access repeatedly

If you miss the deadline

Reality: Usually automatic disqualification. Public procurement rules are strict on this.

Possible exceptions:

• Proven portal technical failure (evidence needed)
• Force majeure (extreme circumstances)
• Commissioner’s discretion (rare)

Action:

• Contact commissioner immediately
• Explain with evidence
• Request discretion (but expect refusal)
• Learn for next time

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Prevention: The submission checklist

48 hours before deadline:

• Portal access tested and working
• All attachments prepared and optimised
• Text responses drafted offline
• Character counts checked
• File naming matches requirements

24 hours before deadline:

• Attachments uploaded and verified
• Text responses entered
• Full review completed
• Typos corrected
• Compliance double-checked

Submission (24+ hours early):

• Submit and confirm
• Screenshot confirmation
• Save confirmation email
• Verify all attachments present
• Keep proof of submission

After submission:

• Monitor for clarification questions
• Respond promptly if queries
• Prepare for potential presentation/interview
• Download and save final submission copy

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The golden rules

1. Test access immediately — Don’t wait
2. Read requirements carefully — Every portal is different
3. Submit early — Never last minute
4. Keep proof — Screenshots, emails, receipts
5. Have backup plan — Commissioner contact, alternative access
6. Assume problems will occur — Buffer time accordingly

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