Article Summary
Export completed projects to customer's original format, generic templates, or custom export templates. Create reusable Word templates with placeholders that AutoRFP automatically populates with your responses, maintaining your organization's formatting, structure, and brand.
Estimated Time
Exporting: 2-5 minutes
Creating export template: 5-10 minutes (one-time setup)
Prerequisites
Completed project with approved responses
Admin permissions (for creating export templates)
Microsoft Word for creating custom templates
Step-by-Step Instructions
Exporting Projects:
Step 1: Access Export Options
Navigate to the Project Editor for your completed project.
Click the Export button in the top right corner.
Review available export options.
Step 2: Select Export Format
Choose from the following export options:
Export to Customer Format (Word/Excel):
Exports responses back into the customer's original document format
Available for Word and Excel files
Maintains original table structures and formatting
Export to Generic Word Template:
Exports responses to a standard Word document format
Universal format suitable for any project
Export to Custom Template:
Exports responses to your organization's custom export template
Only available for projects imported from Word or PDF files
Select your template from the dropdown menu
Export Backup to Excel:
Creates an Excel backup with all requirements and responses
Useful for backup purposes or manual copy/paste
Recommended if other export methods fail
Export All Attachments as Zip:
Downloads all project attachments in a single zip file
Preserves file organization
‼️ Important: You cannot export to PDF format directly. Upload projects as Word documents, then convert to PDF after exporting.
Step 3: Generate Export
Click your chosen export option.
Wait for processing to complete.
Download the exported file when ready.
Review the exported document for accuracy.
🙋🏽 What should I do if my export fails?
If your export fails or encounters errors that prevent you from continuing your work, use the “Excel Backup” or “All Requirements” export options to generate a backup file. You can then copy and paste your final answers from that file in the meantime.
Please contact Support for assistance with any export errors or issues. Be sure to include your Project Details, Export Type, and any relevant screenshots so our team can resolve the issue as quickly as possible.
Creating Custom Export Templates
Step 1: Prepare Your Template Document
Open your existing proposal or response template in Microsoft Word.
Identify where you want AutoRFP to insert responses.
Keep your existing formatting, branding, and structure intact.
Step 2: Add Placeholders
Insert the following placeholders where you want content to appear:
Content Placeholders:
[Section]: Inserts section names[Subsection]: Inserts subsection names[Requirement]: Inserts requirement text/questions[Response]: Inserts your response answers
Project Information Placeholders:
[Customer Name]: Replaced with customer's name[Project Name]: Replaced with current project name[Date]: Replaced with export date
Step 3: Format Placeholders
Apply the formatting you want for each content type to the placeholder itself.
Example: Format
[Section]with Heading 1 style.Example: Format
[Response]with Normal body text style.All formatting applied to placeholders carries through to exported content.
Step 4: Upload Template to AutoRFP
Save your completed template as a Word document.
Navigate to Organization > Export Settings.
Click Create New.
Enter a descriptive template name.
Add an optional description explaining when to use this template.
Upload your template file.
Click Save to make the template available for all projects.
(Optional) Add Table of Contents
Insert a Table of Contents in your document if desired.
Ensure each placeholder uses the appropriate paragraph style:
[Section]→ Heading 1[Subsection]→ Heading 2[Requirement]→ Heading 3 (if needed)
3. After exporting, right-click the Table of Contents and select Update Field to refresh it.
💡Tips & Best Practices
Export Timing:
Export at any stage to review progress or create backups
Ensure all responses are approved before final export
Use Excel Backup export regularly as a safety measure
Format Selection:
Use customer format export when returning RFPs in their original format
Use custom templates for proposals or internal documentation
✋🏼 Common Mistakes to Avoid
Attempting to export to PDF directly - not supported; convert Word exports to PDF manually
Not using Excel Backup when exports fail - missing critical backup option
Forgetting to approve all responses before final export - may be missing content
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