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How to Use Automation

Set rules that automatically apply the right Response Mode to matching requirements, based on plain-language instructions you write once.

Written by Julien Lavy

Article Summary

Automations let you set a rule once and have AutoRFP apply it automatically, instead of making the same decision by hand on every project. In this release, an Automation can set the Response Mode on requirements as soon as they're ready, based on plain-language instructions you write yourself. For example, you can have AutoRFP automatically disable AI on legal and security requirements while leaving AI enabled everywhere else, so sensitive content always gets handled the way you want before drafting starts.

Estimated Time

10-15 minutes to set up and test your first Automation

Prerequisites

  • Access to Automations in AutoRFP. This is rolling out gradually. If you don't see it yet, reach out to your CSM.

  • Admin permissions to create or edit an Automation. Other users with access can view Automations but not change them.

  • At least one project with requirements to test against.

Step-by-Step Instructions

Step 1 - Open Automations

  1. Go to Automations.

  2. You'll see a list of any existing Automations and whether each is enabled or disabled.

Step 2: Create an Automation

  1. Click Create Automation.

  2. Choose the trigger. Currently the only automatic trigger is Requirements Ready, which fires once per project, right after your full set of requirements has been added and saved, and before AutoRFP drafts any responses.

  3. Choose the tool. In this release, that's Response Mode, which sets each matching requirement's response mode (for example, AI Preferred or Disable AI).

  4. Write your instructions in plain language describing which requirements should get which response mode, for example: "Disable AI for all requirements that are legal, security, privacy, or compliance. Use AI Preferred for everything else." You can also start from one of the example prompts and edit it.

  5. Click Save. Nothing is applied while you're editing, only once you save

Step 3: Test It Before Turning It On

  1. Open the Automation and select Test.

  2. Run it against a real project to see which requirements it would change and how, without applying anything.

  3. Adjust your instructions and test again until the results look right.

Step 4: Turn It On

  1. Toggle the Automation to Enabled.

  2. Only one Automation can be enabled per trigger at a time. If you want to change how requirements are classified, edit your existing Automation rather than creating a second one on the same trigger.

  3. You can also enable or disable Automations for individual projects from that project's settings.

Step 5: Let It Run

  • Automatically: once enabled, the Automation runs on its own whenever its trigger occurs.

  • Manually: select Run on the Automation to apply it to a specific project right away.

  • Automations read each requirement's section, subsection, and question text, along with any tags you've applied. Requirement-level tags take precedence over section-level tags when both are present.

Step 6: Review What Happened

  1. Open the Automation's history to see past runs.

  2. A manual run is attributed to you, shown as your name via that Automation. An automatic run is attributed to the Automation itself.

  3. You'll only get a notification when a run actually changes something, not when a re-run finds nothing to change.

šŸ’” Tips & Best Practices

  • Start with one clear, narrow instruction and test it before enabling.

  • Use requirement-level tags where you have them. Automations prefer these over section-level tags.

  • Check the history after enabling a new Automation to confirm it's classifying requirements the way you expect.

  • Since only one Automation can be enabled per trigger, keep a single well-tested version live rather than trying to stack several.

Common Mistakes to Avoid

  • Enabling an Automation without testing it on a real project first.

  • Expecting a notification for every automatic run. You'll only hear about runs that changed something.

  • Writing instructions based only on wording when your content is already tagged. Reference tags for more reliable matching.

  • Assuming a second Automation enabled on the same trigger will work alongside the first. Only one can be enabled per trigger right now.

Need Help?

šŸ’¬ Live Chat: Available in-app
šŸ“š Learning Centre: learn.autorfp.ai/en

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