Email alerts and the daily digest
How the daily email works, the three switches that control it, and why you might not receive one.
Polytender sends one email a day with the new matches for the search profiles you subscribed to.
Updates on tenders you track (deadline changes, new documents, reminders) are a separate email with its own switch, see Tracking tenders.
What arrives, and when
The digest is sent in the morning, after the nightly sync and matching have finished, so it contains what was published since the previous run. Titles and snippets are translated into your language.
Lots of one procurement are folded into one entry ("3 lots") with a line per matching lot, so a framework split into twelve lots does not fill the email.
Each entry shows its match score (0 to 100), and deadlines within a week are flagged ("3 days left"). Matches scoring below 30 are left out of the email and its count; if a profile only has those, the email links to them on the website.
The mail is sent on days with new matches scoring 30 or more. Inside a digest, a profile without strong matches says so in a short line.
The first time there is nothing new at all, you get one short notice instead: no new matches right now, with your subscribed profiles and a link to adjust them. After that we stay quiet until new matches come in, so you never get a daily mail without news.
When you turn on alerts for a profile, you also get one mail right away with its best current matches, so you know what to expect. If there are none yet, that mail says so and suggests how to broaden the profile.
The three switches
Everything is personal. There is no team-wide alert.
- Per search profile: your subscription. You find the switch on the profile row, in the profile header and on the notifications page. No subscription means no mail about that profile, for you.
- Per organization: one switch that silences all daily alerts from that organization for you.
- Account-wide: the master switch for every Polytender digest mail. It does not affect emails about tracked tenders.
Turning any of these off never affects your colleagues.
Why you might not receive a mail
- You are not subscribed. Membership in an organization does not subscribe you to its profiles; the subscription is an explicit opt-in.
- One of the three switches is off. Check them in that order.
- There were no new matches. You only get a mail when something new matched. After the one-time "no new matches" notice, quiet days send nothing. If that happens often, broaden your search profiles.
- The mail is in spam. See Emails in junk below.
Emails in junk
Outlook and Microsoft 365 often sort mail from new senders into junk. Allow our two sending domains once and the alerts arrive in your inbox:
| Domain | What comes from it |
|---|---|
account.polytender.com | Daily alerts, tracked-tender updates, sign-in and billing |
update.polytender.com | News from Polytender |
Outlook on the web, new Outlook and outlook.com: open Settings (the gear icon at the top right), then Mail, then Junk email. Under Safe senders and domains, select Add, paste a domain and repeat for the second one. Select Save.
Classic Outlook for Windows: on the Home tab, select Junk, then Junk E-mail Options. On the Safe Senders tab, select Add for each domain.
Already in junk? Open the email and select Not junk. Outlook learns from it.
In Gmail and other mailboxes, adding updates@account.polytender.com to your
contacts does the same job.
Microsoft 365 (work or school account)
A work account uses the same Outlook, so the steps above apply here too. In the
browser, your mailbox is at outlook.office.com. Two things are different:
No email, not even in junk? Microsoft 365 can hold mail in a
quarantine that you do not see in Outlook. Depending on your IT's settings,
Microsoft sends you a notice from which you can release the email or ask for it
to be released. You can also look at security.microsoft.com/quarantine. If
you find nothing there, ask your IT.
Allow us for the whole company: your IT can allow both domains once for everyone, which also covers colleagues who join later. Just forward them this section. Ways to do it in Microsoft 365:
- In the Microsoft Defender portal (
security.microsoft.com), under Submissions, report one of our emails as wrongly blocked (false positive) and allow it. This creates an entry in the Tenant Allow/Block Lists. - Or a mail flow rule in the Exchange admin center for the two domains.
Our emails are authenticated with SPF, DKIM and DMARC.
Unsubscribing
Every digest has an unsubscribe link. It turns off the alerts, it does not delete your account or your data. You can also unsubscribe from a single profile and keep everything else, which is usually what you actually want.
Tracking tenders
Follow a tender and get notified when the deadline moves, documents or bidder Q&A change, or it is cancelled or awarded.
What is an organization
The organization is the shared unit in Polytender: it owns the search profiles, the members and the subscription. What is shared, what stays personal, and how several organizations work.