Article Summary
Create a new project in AutoRFP by marking requirements from Word, Excel, PDF files, or web portals. Use the file importer to select requirements, responses, and other elements, then configure response settings to generate accurate first-draft answers.
Estimated Time
~10 minutes (depending on project complexity and length)
Prerequisites
Access to an AutoRFP account
Project requirements in Word, Excel, PDF format, or accessible via web portal
Content library populated with source documents
Step-by-Step Instructions
Step 1: Create the Project
From your Dashboard, click the Create Project button.
Step 2: Upload Project Requirements
Choose one of two methods:
Option 1: Upload Files
Upload one or multiple Word, Excel, or PDF files (zip files containing these formats are also supported) that form your bid package.
After uploading, you'll be directed to the Project Analysis page.
Option 2: Web Portal
Create a blank project.
Add requirements using the Chrome extension for projects issued via online portals.
See the Chrome Extension guide for detailed instructions.
Step 3: Review and Edit Project Details
AutoRFP will automatically populate the following fields based on your uploaded documents. Review the auto-populated information and edit as needed:
Customer Name: Organization issuing the project
Project Name: Identification name (e.g., "CRM Procurement 2023")
Project Details: A summary of the bid package
Once you've reviewed the populated fields, you will have the option to select the following information:
Project Owner: This individual will receive detailed progress notifications
Due Date: Project deadline
Customer Owner (optional): Receives completion notifications
Collaborators (optional): Add team members
Step 4: Select Requirements in the File Importer
This is the step where you'll make selections to highlight which areas of the document you want AutoRFP to scan.
Basic Selection Process:
Click on a requirement/question in the document viewer (no manual highlighting needed - simply click a line to capture it).
Select Requirement from the options that appear.
AutoRFP will auto-detect matching formats automatically. Select the Smart Select in the tool bar to disable the auto-detection tool if wanting to work manually.
💡 Smart-Select Tool
Toggle on to have the system comb through the document and select cells within the same column.
If enabled before importing, the system attempts to make selections automatically.
If toggled on while working, it detects similar cells after your first selection.
Most effective for Excel files or orderly formatted documents.
Requirement Types:
Requirement: Any question or statement that will be met with a response (mandatory selection)
Child Requirement: Answered separately but considers parent requirement context when drafting responses
Combined Requirement: Merges multiple cells into one requirement when a single response covers multiple points (horizontally or vertically)
Additional Selection Types:
Responses: Mark cells where answers will be exported
Compliance Drop downs: Mark specific response sets within table cells
Horizontal Compliance Response Columns: Mark compliance columns in table rows (system auto-detects table headings)
ID: Searchable identifiers (numbers or text)
Info: Capture information fields that will populate with the response in the project editor view
Section: Document categories for filtering (e.g., Functional, Non-Functional)
Subsection: Further category breakdowns (e.g., Implementation, SLA)
💡 Importer Tips
Table Selection:
Click and drag to select multiple cells
Shift + Click to select all cells between two points
Navigation and Editing:
Unmark cells: Select cells, then press ESC or click "Unmark"
Select Column: Selects all cells below the selected cell
Undo: Press Ctrl + Z or click "Undo" button
Clear all selections: Click three dots (upper right) → "Clear all Selections"
Zoom +/-: Adjust document view
Key-binds: See the Guide Tab in the importer to learn shortcuts
Step 5: Choose Source Documents
Select the content library sources for the system to reference when responding to this project's requirements:
Select all content for comprehensive coverage.
OR select specific content to deliberately omit information from other sources.
Use tag-based selection if utilizing the tags function.
Note: You can refine content selections later in the live project's "Edit Project" tab. The AI response engine will search the entirety of your selected content library for accurate first-draft responses.
Step 6: Set Response Mode
Configure response engine settings to calibrate first-draft answers:
Profile: Choose Concise or Standard (Standard allows slightly longer answer format by default)
AI Response Mode: Specify AI incorporation level.
Multi-lingual Feature: Import documents in other languages, work in your preferred language, export in requestor's language
Response Length: Set word or character count limits as defined in your proposal
Note: You can change response mode settings after creating a live project by selecting Edit Project > Response & AI
🤖 AI Response modes in AutoRFP
The AI Response Mode allows you to select the amount of AI incorporated in drafting your responses.
AI Preferred: Generates creative responses using LLMs based on source content
Balanced: Combines AI-generated language with verbatim excerpts from source content
Disable AI: Uses only verbatim language from source content without AI generation (ideal for compliance requirements, legal language, technical specifications, or any situation where precise wording is critical)
Step 7: Create Project
Click Create Project when satisfied with content selection, tags (if applicable), and response settings.
💡 Tips & Best Practices
Import Efficiency:
Enable Smart-Select early for Excel files and consistently formatted documents
Mark 2-3 examples first, then let automation handle the rest
Use keyboard shortcuts (see Guide Tab) to speed up selections
Response Selection:
Mark response cells for any requirement you want to export back into customer's original format
Response Mode Selection:
AI Preferred: Creative, natural-sounding responses
Balanced: Mix of AI drafting and direct source quotes
Disable AI: Exact source language
✋🏼 Common Mistakes to Avoid
Not marking items as "Requirements". AutoRFP cannot generate responses without this mandatory selection
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