Article Summary
Keep your content library current by editing responses, flagging outdated content for review, updating tags, assigning owners, and archiving irrelevant content. Content Managers and Admins can make direct edits, while regular Users can suggest changes for review.
Estimated Time
2-5 minutes per update
Prerequisites
Content Manager or Admin permissions (for direct editing, ownership, archiving).
📝 Note: AutoRFP uses recent approved answers from ongoing projects to automatically update your underlying content to be used for future projects.
Video Tutorial
A 5-minute tutorial demonstrating how to edit content, flag for review, update tags, assign owners, and archive outdated responses.
Step-by-Step Instructions
Edit Content Directly
1. In any view where you are presented with a content snippet:
Content Management page
Response Editor
Ask a Question feature
2. Locate the content snippet you want to edit.
3. Click directly on the text of the content.
4. The text becomes editable - make your desired changes.
5. Click Update to save your changes.
6. Changes take effect immediately and will be used in future responses.
Flag Content for Review
Any user can flag content to remove it from circulation.
1. Locate the content snippet you want to flag.
2. Click the flag icon in the bottom-right corner of the content card.
3. Optionally, enter a reason for flagging (recommended for reviewer context).
4. Click Submit or Flag.
The content is immediately removed from circulation and sent to the Reviews queue.If content has a designated owner, they receive the review task. If no owner is assigned, the review is sent to relevant teams based on tags (e.g., Security responses go to Security Team).
💡Quick Tip: Double-click the flag icon to instantly flag content without entering a reason.
Update Tags
1. Locate the content card you want to re-tag.
2. Tags are displayed along the bottom row of the content card.
3. Click the tag button (tag icon in the bottom left area of a snippet).
4. Multi-select dropdowns appear showing your organization's categories and
tags.Click the category you want to update (e.g., Product, Region, Market).
5. Select or deselect appropriate tags within that category.
6. Click the checkmark icon (✓) to save and close the tag editor. Updated tags take effect immediately.
Assign Content Owners
1. Locate the content card where you want to assign or change owners.
2. Click the user avatars or person icon in the bottom-right corner of the card.
3. A user selection menu appears.
4. To assign a single owner, click directly on their row.To assign multiple owners, click the person icon on the far right of each user's row. Please note that assigning content owners will immediately notify the individual for review.
5. When you close the menu, owner assignments update automatically. User avatars now appear where the person icon was, showing current owners.
Archive Content
1. Locate the content card you want to archive.
2. Click the archive icon in the top-right corner of the content card.
3. Content is immediately removed from circulation and moved to the Archived section.
4. Archived content does NOT appear in search results or response generation.
5. Content is NOT permanently deleted - it can be unarchived later.
When to archive content:
Outdated information no longer applicable
Superseded content replaced by newer versions
Content relevant only to past projects
📝 Note: all archived content will travel to the Archived Tab under Content Management. You can unarchive content by selecting the unarchived button, which will be immediately available for response generation.
Permanently Delete Content
1. Navigate to Content Management > Archived tab.Locate the archived content you want to permanently delete.
2. Click the delete button (to the left of the unarchive button). A confirmation dialog appears.
3. Confirm you understand this action cannot be undone. Click Delete Permanently.
‼️Important: Deletion is permanent and cannot be undone. Deleted content must be re-uploaded if needed again.
Delete Entire Files
1. Navigate to the Dashboard or Content Management page.
2. Locate the file you want to delete.
3. Click the three-dot menu (⋮) beside the file name. Select Delete from the dropdown. The entire file and all its content snippets will be permanently deleted.
Tips & Best Practices
Editing Content:
Approve responses as you review them to immediately update your source materials
Approve changes whenever you spot outdated or incorrect information
Update content immediately after product/service changes
Use the Content Expiry feature to flag when content expires
Flagging Strategy:
Flag content immediately when you spot errors during RFP work
Double-click flag icon for quick flagging without entering details
Tag Management:
Review tags quarterly to ensure they remain relevant
Use consistent tagging conventions across your team
Tags control when content appears - update them when use cases change
Less is more - over-tagging limits content availability
Archiving vs Deleting:
Archive when content might be useful later (past products, old policies)
Delete when content is completely obsolete and won't be needed
✋🏼Common Mistakes to Avoid
Not assigning owners to important content (reviews delayed)
Forgetting to unarchive updated content (remains out of circulation)
Deleting files that active projects still reference
Need Help?
💬 Live Chat: Available in-app
📧 Email: [email protected] or contact your Success Manager directly for urgent support.
📚 Learning Centre: learn.autorfp.ai/en