AutoRFP.ai uses Retrieval-augmented generation based on the content in your system to generate best in class first responses. AutoRFP.ai can store uploaded CSV, Excel, Word, and PDF documents as well as documents through integrations (Sharepoint, Confluence, Google Drive).
There are two ways to add content into AutoRFP.ai:
Import: Importing content from local files or sync from integrations.
Direct Entry: Write and save content manually
Importing Content
Find the Add Content Button
Make your way to the Dashboard and click the "Add Content" button to get started.
Select Content Type
Select the content type that best describes the document(s) you're about to import.
There are three types of content in AutoRFP.ai:
Completed Projects: Completed Projects are typically previous responses such as past RFPs and filled-out Security Questionnaires.
Library: Actively managed content such as Security Question FAQ maintained by the security team or large lists of standard Questions and Responses.
Documentation: Other content such as Policies, Sales Materials, Web URL's, o
Select Content
Choose the file(s) that you want to import. AutoRFP.ai can support content from your local computer, websites and integrations like Sharepoint and Confluence.
Some sources allow you to select an Import Mode.
There are two Import Modes to choose from:
Manual Import: Recommended for any past Projects, Questionnaires, or structured documents with question and answer pairs. Manual import allows the selection and identification of requirements and responses to be referenced in the system.
AI Import: Great for unstructured documentation, or informational resources for the system to scan as part of the response generation.
Importing From Local File
Importing From Local File
When importing a local file from your computer simply drag and drop your files into the file selector. Select an import mode and click continue.
Importing From Website
Importing From Website
When importing from a website simply type the url you would like to import content from and hit Enter. Once you click continue AutoRFP will automatically retrieve the website content and process it for you.
Importing from Sharepoint
Importing from Sharepoint
Your Microsoft admin may need to approve our apps in order to import from Sharepoint. If you need assistance with this please contact our support team.
When importing from Sharepoint you will be providing AutoRFP access on a site level. Each site is what we call a connection.
Create Sharepoint connection
Enter in your tenant name and your site name. Once the connection is confirmed, you will be redirected to grant the necessary permissions to access your Sharepoint site.
Accept Permissions
You will have to grant AutoRFP two sets of permissions. One to authenticate you and another to open the Sharepoint file picker.
Open File Selector and select content
Navigate back to AutoRFP
Once you have navigated back to AutoRFP and the import has been confirmed you will see a green confirmation message. You may now click continue.
Importing from Confluence
Importing from Confluence
When importing from Confluence you need to link AutoRFP to your Confluence account. Each account you link is what we call a connection.
Create Connection
Enter in the subdomain of your confluence account.
Grant Permissions
Select File
Navigate back to AutoRFP. You can now browse through your confluence content and select the content you would like to import. Once we have confirmed the import with Confluence you can continue.
Note: Files imported through an integration cannot be manually imported.
Categorize Content
Here you want to choose the final location of the content. You can either create a new location or select an existing one.
Please note: Locations are linked to content types. Therefore if you're importing "Documentation" you can only select locations that were previously created in Documentation. You have the ability to move documents around in the Content Management tab.
Manually Import Content
This step will be skipped if importing from an integration or you have chosen to use our AI import feature.
Overview
Once you have selected the files you want to import and decided on a location, you will be taken to a page where you can see your documents and select the content within them. Here is where you will mark requirement, response, sections, etc for AutoRFP to cut up the document and generate responses.
Mark your first requirement
Click anywhere in the document to mark an item as a Requirement. Remember, requirements in AutoRFP are the questions or statements you would like the system to generate a response for.
Smart Selection Tools
If the document has consistent formatting and structure, you may want to enable "Smart Select" in the tool bar on your screen. This will try to automatically detect requirements and responses in the rest of your document based on your initial selections. You can also enable "Table Transition Selection" and the smart select will go through the entire document. This tool is especially effective for Excel documents.
Mark the rest of the elements
Your selected content as a Requirement or Response will be highlighted in their respective colours. Responses are always associated with the last marked requirement to the left or above.
You can also mark the Sections in the document, which can be used to apply tags, in a later step.
Important: You must select both Requirements and Responses for the importer to process your content. This can only be skipped if you select 'Automatic Extract'
If the document you're importing isn't a past response, you can mark the headings as requirements.
Manual Importer Tips and Tricks
Table Selection
When selecting content in tables, you can do the following to make the process more streamlined:
Click and drag to select multiple cells.
Click in one cell, and then Shift+Click in another cell to select all of the cells between.
You can also highlight a table or image as a response (or part of).
Zoom +/-
In the top right of the importer you'll notice two buttons that allow you to zoom in and out of the document you're editing.
Tagging Your Content
Assigning tags to your content is completely optional, and in most cases our AI search will be able to find the appropriate content without any categorization at all.
However, when you have certain content that you only want to be used for specific questionnaires (i.e. content you only want to be used in certain geographies, product lines, or markets), tagging gives you an easy way to guarantee that content will only be used in that circumstance
Once you're finished importing your content, you will be taken to a screen which gives you the option to tag your content.
If you selected sections in the import step, you will also have the ability to tag by section.
If you aren't sure whether you need tags, we suggest leaving this with "All" selected. Tags can be modified and created under the Content Management section of your dashboard. There is also an article on tagging content here.
You're all done!
Adding Responses by Direct Entry
Adding responses is for adding new information quickly, such as adding a few Q&A pairs that you had someone answer in person or that you just learned and want to ensure are leveraged in future responses.
Navigate to Content Management
Navigate to the Content Management page (1) and then to the content tab (2).
Find the Add Content Button
Click the Add Content button should be located at the top right.
Choose Direct Entry
Select the Content Type
Select the content type that best describes the content you're about to import.
There are three types of content in AutoRFP.ai:
Complete Projects: Completed Projects are typically previous responses such as completed RFPs and filled-out Security Questionnaires.
Library: Actively managed content such as the Security Question FAQ maintained by the security team.
Documentation: Other content, such as policies and help guides, that are useful to refer to when a Project or Library doesn't have a response.
Add Information
Select the Project/Library/Document you want to add this new question/answer pair to or create a new one along with a date, requirement and response. Optionally, you can tag the response to only be used in certain contexts.
Congratulations, you have successfully uploaded content to your system.If you require more information, please contact our support team.