Article Summary
AutoRFP allows administrators to fine-tune permissions for each role beyond the standard capabilities. By configuring organization-wide permission settings, you can control exactly what Content Managers and Users can do within AutoRFP.
Estimated Time
< 10 minutes to review and configure permissions
Prerequisites
Administrator role
Understanding of your organization's workflow and access control needs
Familiarity with AutoRFP's three user roles (User, Content Manager, Administrator) and their defaulted permissions.
💡Please refer to the article How to Understand User Roles and Permissions prior to configuration.
Overview: Configurable Permissions
While each role has a set of default capabilities, AutoRFP provides granular control over specific permissions. These settings apply organization-wide to all users assigned to that role, allowing you to standardize how your teams interact with projects and content.
To access these settings, navigate to Organization Settings > Permissions.
Configurable Permissions
🧑🧑🧒 Create Projects
This permission controls whether users can create new projects in AutoRFP.
Who it affects: Content Managers, Users
When to enable:
You want teams to independently launch RFP responses
Your organization operates with decentralized project management
Team members need autonomy to start work without waiting for admin approval
When to disable:
You prefer centralized project creation and oversight
You want to control which RFPs/proposals your organization responds to
You need to prevent duplicate or unauthorized projects
🧑🧑🧒 Configure responses being saved to content library on approval
This sub-permission determines whether approved responses automatically get saved back into your content library for future reuse.
Who it affects: Content Managers, Users
When to enable:
You want to continuously build your content library from real project work
Your team creates high-quality responses worth preserving
You're looking to improve AI response quality over time through accumulated knowledge
When to disable:
You want tighter control over what enters your content library
Your responses contain client-specific information that shouldn't be reused
You prefer manual curation of library content by Content Managers only
🧑🧑🧒 Export Projects
This controls whether users can export project data and responses from AutoRFP.
Who it affects: Content Managers, Users
When to enable:
Users need to deliver final proposals in external formats
Your workflow requires sharing responses outside the platform
Teams need flexibility in how they present completed work
When to disable:
You want to maintain strict data security and prevent information leaving the platform
You prefer centralized export control through administrators only
You're concerned about unauthorized distribution of company responses
🧑🧑🧒 Ask Question: Allow Project content to be used as sources
This permission allows users to reference and pull content from other projects when generating AI responses in their current project.
Who it affects: Content Managers, Users
When to enable:
You want maximum knowledge sharing across projects
Your projects often contain relevant content for other proposals
You're comfortable with cross-project visibility within the AI engine
When to disable:
You work on confidential projects that shouldn't inform other responses
You have competitive or client-specific work that must remain isolated
You prefer responses to draw only from your curated content library
🧑🧑🧒 Allow users to draft responses not based on your organization's content
Controls whether users can generate AI responses without relying on your organization's content library, essentially allowing them to use the AI's broader knowledge (possibly allowing the AI to hallucinate or pull in irrelevant knowledge).
Who it affects: Content Managers, Users
When to enable:
You're building your content library and don't have comprehensive coverage yet
You want users to generate initial drafts even for topics without existing content
Your team is comfortable editing and validating AI-generated content from external knowledge
When to disable:
You require all responses to be grounded in approved organizational content
You need strict control over messaging and information accuracy
You're concerned about inconsistent or off-brand responses or compliance constraints
🙋🏽 How Do Users Access this Feature?
When this permission is enabled, users will see an AI Draft button in the response editor for requirements that come in blank. This button allows them to generate responses using the AI's general knowledge rather than limiting responses to your organization's content library only.
To use the AI Draft feature:
Navigate to any requirement in your project
Click the AI Draft button in the response editor
The AI will generate a draft response using its broader knowledge base
Review and edit the generated content to ensure accuracy and alignment with your organization's messaging
⚠️ Important: When using AI Draft with this permission enabled, always carefully review and validate generated content. Responses may include information not verified against your approved content library and should be fact-checked before submission.
🧑🧑🧒 View Other Users' Requirements
Determines whether users can see projects and requirements that other team members are working on.
Who it affects: Content Managers, Users
When to enable:
You encourage collaboration and knowledge sharing across projects
Your teams work cooperatively on related proposals
You want transparency in who's working on what
When to disable:
Projects contain confidential client information that should remain isolated
You prefer users to focus only on their assigned work
🧑🧑🧒 Create Intakes
Controls whether users can create intake forms to capture new RFP/proposal opportunities.
Who it affects: Content Managers, Users
When to enable:
You want sales or business development teams to directly log opportunities
Your workflow benefits from distributed opportunity capture
You need multiple entry points for incoming requests
When to disable:
You prefer centralized intake management
You want to review opportunities before they enter the system
You need to prevent duplicate or low-quality intake submissions
🧑🧑🧒 Manage Intakes
Once intakes are created, this permission controls whether users can edit, update, or organize them.
Who it affects: Content Managers, Users (sub-permission of Create Intakes)
When to enable:
The same people who create intakes should manage them through their lifecycle
You want flexibility in updating opportunity information
Your process requires collaborative intake refinement
When to disable:
You want separation between intake creation and management
Only specific roles should update opportunity details
You need tighter control over intake workflow progression
🧑🧑🧒 View Intakes
Controls whether users can see the intake pipeline and opportunity list.
Who it affects: Content Managers, Users
When to enable:
You want broad cross-team visibility into incoming opportunities
Teams should see what proposals are in the pipeline
Transparency helps with resource planning and workload visibility
When to disable:
Intake information is sensitive or confidential
You want to limit visibility to only those directly involved
You prefer controlled distribution of opportunity information
🧑🧑🧒 Update all content items
This permission allows Content Managers to edit any piece of content in the library, regardless of who created it or which team owns it.
Who it affects: Content Managers only
When to enable:
You have a small, trusted group of Content Managers who should maintain all content across the organization
You want flexibility in who can update content without ownership restrictions
Your content governance model prioritizes access over strict ownership
When to disable:
You want content owners to maintain control over their specific content
You have subject matter experts (SMEs) who should be the sole editors of their domains
You prefer a more segmented content management approach with clear ownership boundaries
💡Tips & Best Practices
Start restrictive, then open up - Begin with tighter controls and gradually enable features as your team demonstrates readiness
Align with your workflow - Map permissions to your organization's approval processes and governance requirements before configuring
Review permissions quarterly - Revisit settings as your organization's needs evolve
Test with a pilot group - When enabling new permissions, test with a small team first to identify unintended consequences
Communicate changes clearly - Notify affected users when permissions change to prevent confusion
✋🏼 Common Mistakes to Avoid
Enabling all permissions by default - Grant access based on actual needs, not convenience
Ignoring compliance requirements - Ensure permissions align with your industry's regulatory needs
Enabling external content (the AI Draft Button) without training - "Draft responses not based on content" can produce inaccurate or off-brand responses
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