Article Summary
Configure your AutoRFP account with your organizational settings, user permissions, team structures, and workspace preferences. This technical guide covers everything from initial account setup to advanced configuration options, ensuring your team has the right access levels and your workspace is optimized for efficient RFP management.
Estimated Time
10 minutes
Prerequisites
Before you begin, make sure you have:
Administrator role in AutoRFP
List of team members to invite with their roles and responsibilities
Understanding of your team structure and workflow requirements
Decision on which users need access to billing and administrative settings
Company branding assets (logo) if you plan to customize appearance
Note: Only Admins can access Organization Settings. If you don't see the Settings option in your navigation menu, contact your account administrator to request elevated permissions.
Step-by-Step Instructions
Step 1: Access Organization Settings
1. Log in to your AutoRFP account at app.autorfp.ai.
2. Click the Organization Settings in the bottom-left corner of the navigation panel.
3. You'll arrive at the Organization Settings dashboard with multiple configuration tabs.
Step 2: Set up Teams & User Permissions
1. Click the Users tab on the top bar (should be selected by default).
2. Begin adding team members by clicking the Add User button. Keep in mind that users granted Admin permissions will have the ability to invite others to AutoRFP and manage billing.
If you prefer, you can also import multiple users at once using the Bulk Import feature and our User Import Template. Please note that only .xlsx and .csv file formats are supported.
3. To assign individual users to a team, go to the Teams tab and create a team name (e.g., Sales, Client Success, Operations). If you prefer to invite users without assigning them to a specific team, simply select the Default option.
4. Use the Permissions tab to configure what actions users can perform in projects based on their role. Permissions are organized by role type (Content Manager and User) and include options like:
Creating Projects
Exporting Projects
Use Project Content as Sources (Ask Question)
Draft Responses Without Using Organization’s Content
View Other Users’ Requirements
Check or uncheck boxes to enable or restrict specific permissions per role. Changes are saved automatically.
Step 3: Select a Working Language
1. Click the Details Tab to select the default language your organization works in to generate responses. Please note that you can change this detail inside a working project!
Step 4: Import a Branded Template
1. In the Export Tab, you can manage and create custom export templates to suit your project response needs.
Use this feature to tailor the format and content of your project exports. You can set a baseline export using the View Legacy Template button in the top right corner of the export view.
Step 5: Enable Integrations
The Integrations tab allows you to connect your organization's tools and platforms for streamlined access, secure authentication, notifications, and content synchronization.
🔄 Single Sign-On (SSO):
Set up secure and simplified user login with Single Sign-On (SSO) by connecting to your preferred identity provider:
Microsoft
Google
Okta
Click Setup on any provider to begin the configuration.
🔄 Notification & Collaboration Tools:
Connect communication tools to receive notifications and utilize the Ask Question feature.
Microsoft Teams
Slack
Click Connect to integrate and start receiving alerts.
🔄 Content Integrations:
Import and sync documentation or articles from your content management systems. Toggle each integration to activate it, and optionally enable Auto-Syncing for real-time content updates. Supported platforms include:
Confluence
SharePoint
OneDrive
Notion
Intercom
Zendesk
Box
Google Drive
Use these integrations to ensure your projects and content stay connected, centralized, and up to date.
Step 6: Configure Your Response Engine
Click the Response Engine Tab at the top bar.
Scroll down to the Tag Categories section to configure how the AI searches and prioritizes content.
For each tag category displayed, select your Search Strategy:
Filter by Tags - Stricter approach that excludes content not meeting matching criteria (use for compliance-critical content)
Prefer Tag Matches - Flexible approach that considers all content but prioritizes better matches (use for broader context)
If using Filter by Tags, choose your Filter Mode:
Only matching tags - Requires exact project tag matches (strictest option)
At least one matching tag - Requires minimum one matching tag (more flexible)
If using Prefer Tag Matches, select your Importance Level:
High - Tag matches strongly influence content ranking (for critical categories)
Medium - Balanced approach with moderate impact (recommended default)
Low - Minimal impact, tags as suggestions (for metadata)
Configure Tag Assignment Strategy for new responses:
From the content used - Inherits tags from source content (best for well-tagged libraries)
Using AI Auto-tagging - AI analyzes and suggests tags (best for flexible categories)
Manual - No automatic suggestions (for organizational metadata)
Please note: Settings auto-save as you configure. These apply to new projects and response regeneration.
Step 7: Set Up Notification Preferences
Click on your User Icon in the left sidebar. This action directs you to your notifications settings.
For each notification type, select your preferred delivery method:
Email: Receive notifications via email
Slack: Receive notifications in Slack (if integration enabled)
Microsoft Teams: Receive notifications in Teams (if integration enabled)
Off: Disable specific notifications
Note: All notifications include direct links to the relevant task within AutoRFP.
💡Tips & Best Practices
Complete organization settings before inviting your first users to ensure consistent experience from day one
Configure teams and permissions structure before bulk importing users to avoid reassignment work
Set up SSO and integrations early to establish secure authentication patterns from the start
✋🏼 Common Mistakes to Avoid
Skipping organization setup and jumping directly to project creation -creates inconsistent workflows and requires extensive reconfiguration later
Granting too many Administrator roles initially - creates security risks and complicates billing management
Not configuring SSO before inviting users - results in mixed authentication methods and password reset complications
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