AutoRFP.ai relies on content to give you the best results. AutoRFP.ai supports import from Spreadsheets, Word Documents and PDFs.
There are 3 types of content in AutoRFP.ai:
Projects: Previous responses such as completed RFPs and filled-out Security Questionnaires.
Library: Actively managed content such as a Security Question FAQ maintained by the security team.
Documentation: Other content such as policies and help guides that are useful to fall back to where a Project or Library doesn't have a response.
If you are just starting out with AutoRFP.ai, we can help you get your initial files into the system to ensure you have the best foundation for your future responses. Reach out at [email protected]; we are happy to assist at no cost.
Content Importer
Click the "Add Content" button on the dashboard to get started.
This will give you the options to "Add Response" or "Upload" content for each of the content types:
Add Response
Adding responses is for adding information quickly, such as adding a few Q&A pairs that you had someone answer in person or that you just learnt and want to ensure are leveraged in future responses.
Select the Project/Library/Document you want to add it to or create a new one along with a date, requirement and response. Optionally, you can tag the response to only be used in certain contexts.
Upload
For completed responses/documents, use upload. Here, you will be prompted to enter a name for your project and the date it was completed and upload any additional files.
For documentation, you can also add documentation from a URL using a new experimental feature, which will automatically scrape any public link for content and add that to your content library.
Importing your Files
Once you have selected the files you want to import, you will be taken to a page where you can see your documents and select the content within them.
Click anywhere in the document to mark an item as a Requirement.
If the document has consistent formatting and structure, you may want to enable "Auto Detect Selections" in the top right-hand corner. This will try to automatically detect requirements and responses in the rest of your document based on your initial selections.
Your selected content as a Requirement or Response will be highlighted in their respective colours.
Selected responses are always associated with the last marked requirement to the left or above.
You can also mark the Sections in the document, which can be used to apply tags in a later step.
Important: You must select both Requirments and Responses for the importer to process your content. This can only be skipped if you select 'Automatic Extract'
If the document you're importing isn't a past response, you can mark the headings as requirements. If it doesn't have headings, you can use Auto Extract (see below)
For Word Documents or PDFs that are too large to import manually, you can use AutoRFP.ai's experimental "Automatically Extract Content" feature, which will automatically try to split up the document into sections.
The quality of the responses we generate and how much time can be saved in the future depends on the quality of your content pool, though. We recommend taking the time to import your content manually, as it will give you far better results long term.
Importer Tips and Tricks
Table Selection
When selecting content in tables, you can do the following to make the process more streamlined:
Click and drag to select multiple cells
Click in one cell, and then Shift+Click in another cell to select all of the cells between
Zoom +/-
In the top right of the importer you'll notice two buttons that allow you to zoom in and out of the document you're editing.
Tagging your Content
Assigning tags to your content is completely optional, and in most cases our AI search will be able to find the appropriate content without any categorisation at all.
However, when you have certain content that you only want to be used for certain questionnaires (i.e. content you only want to be used in certain geographies, or when answering a security questionnaire), tagging gives you an easy way to guarantee that content will only be used in that circumstance.
Once you're finished importing your content, you will be taken to a screen which gives you the option to tag your content.
If you selected sections in the import step, you will also have the ability to tag by section.
If you aren't sure whether you need tags, we suggest leaving this with "All" selected and you will be able to come back and tag your content in bulk later on via the Content Management area.