An interview with Rock Gao:
Mercell’s Senior Delivery Manager
As Mercell begins the next phase of upgrading Finnish customers from Cloudia to Mercell Tendering, one thing is clear: this isn’t just a technical upgrade. It’s a major step toward a modern, future-ready platform, one that combines powerful functionality with stability, security, and continuous improvement.
Behind the process is a large, coordinated effort between Mercell product and engineering teams to ensure that every customer experiences a smooth and safe version update. We sat down with Rock Gao, Mercell’s Senior Delivery Manager, to talk about how his teams are making that happen and what customers can expect along the way.
Building for the future:
From Cloudia to Next-Generation procurement
Ask Rock what the biggest advantage is for current Cloudia users moving to Mercell Tendering, and his answer is clear: it’s about joining something modern, scalable, and secure where innovation is key - The Next Generation of public procurement.
“Mercell Tendering runs on a contemporary cloud architecture that scales with user activity, so performance grows with them,” he explains. “Security and privacy are built in from the start, at the highest standard. It’s built as a multi-tenant platform, meaning all customers benefit from the same investments in reliability, performance, and features. ”And bringing buyers and suppliers together on a single platform reduces friction and creates a more seamless tendering experience.”
In short, moving to Mercell Tendering means stepping into a more modern, safer, and more connected platform, one that evolves continuously to support smoother collaboration and a more seamless tendering journey.
Mercell Tendering runs on a contemporary cloud architecture that scales with user activity, so performance grows with them.
Preparing every detail before you move:
Precision planning for a smooth start
Every step of the transition is carefully planned and purpose-built. Behind each customer’s version update lies a detailed, methodical plan that leaves nothing to chance. From mapping each customer’s current setup to designing tailored tools that automate the transfer of data, Mercell’s teams ensure every detail is covered.
“We start by mapping out exactly what customers use in Cloudia today and how they work. The engineering and product teams make sure each customer has equivalent or better capability before the upgrade. We identify exactly what must move -organisations, users, roles and permissions, libraries, templates and the data for each module - and then we decide the order in which it will be moved. Typically that’s organisations first, then users, then roles and permissions. Different parts require different tools to move,” Rock explains. “We build or configure the right tool for each step and handle integrations alongside.”
"In order to move the data, we will implement a short “freeze” period in Cloudia on the version update date. This freeze ensures that no data is edited while the transfer is in progress. We refer to this as a freeze period, and it typically lasts up to one day. The freeze guarantees full data consistency, and customers will be notified in advance of the exact timing."
There is no question about what the main focus is for Rock’s team:
“It’s important to stress that data readiness is a key focus for us. We make sure all records match across systems, so roles and permissions in Mercell Tendering stay the same as today. Then we test: first technically, to confirm everything transfers correctly, and then functionally, to ensure users can keep working smoothly with tenders and all relevant modules. All of this is to ensure it all works seamlessly for our customers once they log into Mercell Tendering.” Rock says.
Customers are grouped into batches based on their current Cloudia module configuration. “That means each group moves once everything they need is ready. This increases predictability and reduces risk and most importantly, gives our customer team a chance to handle all customer questions with the full focus they deserve.”
Transition day:
Automated, safe, and supervised
When the version update day arrives, the process is largely automated -but human engineers monitor every step.
“The customer will receive a login email to Mercell Tendering. At this stage, we will have already transferred the organisation account, users, permission settings and all settings from Cloudia to Mercell Tendering. Everything will be ready for our customers to begin working immediately in Mercell Tendering and customers will create new tenders in Mercell Tendering from this day.”
“From the version update day, Cloudia is still accessible, as customers will continue to access active tenders with active supplier interaction here” Rock explains, "this ensures there is no disruption to ongoing processes. We will also ensure access to completed tenders.“
“To customers, the process looks fully automated,” Rock says. “But in reality, our team is always keeping an eye on things, both through automated systems and manual checks, fixing any issues right away, even at night, so customers never notice. We are working with sensitive data and this is something we take very seriously,” Rock says.
This combination of automation and hands-on expertise ensures a safe, smooth transition with no bumps along the way. This version update is a coordinated effort with many teams working together behind the scenes to make it happen seamlessly. “I am very excited for our customers,” Rock says.
Bringing buyers and suppliers together on a single platform reduces friction and creates a more seamless tendering experience.
Keeping suppliers in sync:
One connected platform
“When a completed or closed tender moves, all supplier data, their documents, and their interactions move with it, ensuring all data is safely copied over. Suppliers will also receive clear notifications and, when needed, new login instructions,” Rock explains. “The goal is continuity and simplicity within one connected platform.”
At the heart of Mercell Tendering is a clear vision to bring buyers and suppliers together in one seamless solution and that’s exactly what this update delivers. Mercell’s supply-customers are already upgraded to Mercell Bidding and we are looking forward to getting all buyers onto Mercell Tendering.
Integrations and APIs:
Everything connected securely
Every integration is assessed individually. “Single sign-on is handled same-day,” Rock says. “Other integrations, like credit checks or registry connections, are coordinated to minimise impact.”
Where needed, Mercell’s team works directly with customers’ IT departments, providing clear implementation notes and ensuring security standards remain high. It’s all about ensuring continuity and trust. By tailoring each integration and working closely with customer IT teams, Mercell makes sure every connection stays secure, efficient, and ready to support the move to the next generation of tendering.
What’s waiting?
Moving forward - Safely and seamlessly
So what should customers expect from the version update to Mercell Tendering? Rock sums it up simply:
“In relation to the actual version update, customers will get a clear plan with dates, actions, checklists and of course support options if needed. There’s no downtime, just a short, scheduled freeze. The version update/data transition is automated and monitored by engineers making sure all data is carried over safely. Buyers and suppliers continue working without disruption, and customers will continue work in Mercell Tendering with all the data they have from Cloudia.”
Ultimately, the goal is to deliver a seamless update to a unified, secure, and scalable platform -one that keeps on improving. “It’s about setting customers up for the future,” Rock says. “And making sure they get there safely, smoothly, and with confidence.”