Article Summary
Use the AutoRFP Portal Agent to automatically scrape requirements from online portals and import them directly into your AutoRFP project. This eliminates manual copying and pasting, allowing you to work seamlessly between the portal and AutoRFP's response engine.
Estimated Time
~5-10 minutes (depending on portal complexity and number of requirements)
Prerequisites
Active AutoRFP account
AutoRFP browser extension installed
Access to the online portal where your RFP/questionnaire is hosted
Step-by-Step Instructions
Step 1: Log Into the Portal Agent
Ensure you're logged into the Portal Agent before navigating to your portal.
Click the AutoRFP extension icon in your browser toolbar
Verify your account is connected
If not logged in, enter your AutoRFP credentials
Step 2: Create or Select Your Project
Option A: Create an Empty Project
If you don't already have a project set up:
Open the AutoRFP Portal Agent
Click Create New Project to build the project "skeleton"
You'll be automatically navigated to the AutoRFP application
Select Create Empty Project to continue
Option B: Use an Existing Project
If you've already created a project:
Skip to Step 4 to select your existing project
Use the project picker at the bottom of the extension window to browse and discover all available projects in your workspace.
Step 3: Enter Project Details
Configure your project settings in the AutoRFP application:
Customer Name: Organization issuing the RFP
Project Name: Descriptive identifier for this project
Due Dates: Portal submission deadline
Project Owner: Team member receiving progress notifications
Collaborators (optional): Add team members who will work on responses
Click Continue once all required fields are complete.
💡 Advanced: Set up your content library selections and response settings now, or configure them later in the live project's "Edit Project" tab.
Step 4: Select Your Project in the Portal Agent
Navigate back to the Portal Agent to connect your PROJECT:
Return to the web portal in your browser
Open the AutoRFP Portal Agent
Click Choose Existing Project
Select the project you just created (or your existing project)
The Portal Agent is now linked to your AutoRFP project and ready to import requirements.
Step 5: Auto-Scrape Requirements from the Portal
Trigger the AI-powered requirement import:
Click the + button in the top right corner of the extension
The system will automatically scan and import all requirements from the portal page
Monitor the progress bar at the bottom of the extension to track import status
Once the import is complete:
Navigate back to the AutoRFP web application
Open your project
Begin collaborating on responses with your team
Note: After the initial import, you'll be prompted to rate how the Portal Agent performed. This feedback helps us continuously improve the auto-scraping accuracy.
🔄 Re-Scanning Previously Imported Portals
If you need to capture additional requirements after your initial import:
Click the + button at the top of the Portal Agent again
The system will re-scan the portal page
Automatic de-duplication ensures only newly discovered questions are added
Previously imported requirements won't be duplicated
This is useful when:
Portal content has been updated since your initial import
You've navigated to new sections of the portal
Conditional questions have become visible after answering prerequisites
‼️ Important: Nested Questions & Manual Entry
Some portals contain nested or conditional questions that may not be captured by the auto-scraping feature. Nested questions are sub-questions that appear only after answering a parent question, or questions hidden in expandable sections, drop downs, or multi-tiered formats.
If your portal has nested questions:
Review the portal thoroughly after auto-scraping to identify any missed requirements
Expand all collapsible sections and conditional questions before re-scanning
Use the re-scan feature (+ button) after revealing hidden questions
➕ Manually Adding Requirements
You can manually add requirements at any time—before or after an automatic import—as long as a project is selected:
Keyboard Shortcuts:
Mac: CMD + E
Windows/Linux: CTRL + E
Manual Entry Workflow:
Navigate to the requirement in the portal that wasn't auto-captured
Press the keyboard shortcut (CMD/CTRL + E)
The Portal Agent will capture the selected text as a new requirement
The requirement is instantly added to your AutoRFP project
Note: Manual entry is particularly useful for capturing nested questions, complex table cells, or non-standard question formats.
Step 6: Search and Navigate Within Your Project
Search for Specific Requirements:
Click in the search bar at the top of the Portal Agent
Type keywords to find specific requirements instantly
Results update in real-time as you type
Filter by Response Status:
Click on the progress bar at the bottom of the project view
Filter requirements by status:
Green: Approved responses ready for submission
Blue: Drafted responses awaiting review
Orange: Responses awaiting approval
Search within the filtered status for more precise navigation
This filtering capability allows you to focus on specific workflow stages, making it easy to identify which requirements need attention.
Step 7: Transfer Responses Back to the Portal
Once you've finalized your responses in AutoRFP, transfer them back to the portal.
Best Practice Workflow:
Pin the Portal Agent horizontally for side-by-side viewing with the portal
Navigate to the requirement in the online portal
Click the response in the AutoRFP Portal Agent to copy it to your clipboard
Paste the response directly into the portal's response field
Repeat for each requirement
💡 Pro Tip: Keep the Portal Agent pinned on top of the portal window—no need to switch between tabs or windows. This creates a seamless copy-paste workflow without losing your place.
💡 Tips & Best Practices
Complete one full page/section at a time before moving to the next
Use the extension's progress bar to track completion status
Refresh the extension if you navigate to a new portal page
Keep the extension updated to the latest version
Ensure popup blockers aren't preventing the extension from opening
✋🏼 Common Mistakes to Avoid
Not creating the project first - the extension needs an active AutoRFP project to import requirements into. Always set up your project skeleton before attempting to scrape.
Pasting without format checking - some portals have character limits or formatting restrictions. Always verify your pasted response displays correctly in the portal.
Missing nested or conditional requirements in the portal.
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