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Using the Auto-Respond Feature

Overview

As questionnaires are completed in Responsive, the Answer Library will continue to grow and develop, eventually including numerous Q&A pairs. As your response team continues to receive RFPs, questions will start to overlap. This is where our Auto Respond feature comes in.

You want to automatically respond to questions that are similar to questions you have answered previously, or bulk complete questions from multiple sections at once.

How Auto Respond Works

The Auto Respond feature can function differently depending on several characteristics:

  • The user's access to the Answer Library content
  • Similar or alternate questions in the Answer Library
  • Matching response headers
  • Answer types
  • The content match percentage with similar or alternate questions in the Answer Library
  • Criteria selected in the Auto Respond advanced filter
  • A relevance score will be added based on the combinations below. The content with the highest relevance score will be used for auto respond:
    • Presence of a section name in the Answer Library
    • Star rating
    • Number of times content is used in projects
    • Last used date
    • Last updated date
    • If multiple keywords are present, then proximity (distance) of words from each other
    • Exact words/phrases are present in the content with and without stemming words
    • Stop words (not used for search, but for relevancy)

Best Practices for Using Auto Respond

The following recommendations will help you get the most out of using auto respond:

  • The more content you upload, the more options will be available for auto responses. However, avoid uploading old or outdated content as it will skew the results.
  • Alternate questions will help with auto respond accuracy, but make sure all questions and their alternate content are actually related to each other.
  • Advanced filtering and using the filter to guide your search will help the system drill down to the content you need to find. Tags, custom fields, and similar past projects will help produce optimal search results.
  • As mentioned above, star rating and use count will yield better results.
  • Keep your content up to date by utilizing review cycles.

Select the applicable tab for your edition of Responsive.

  • Auto-Responding at the Project Level

    1. Select a project, then click Auto Respond.

    2. Select the sections you want to use the Auto Respond feature on. Click Next.
      Note: If Projects are imported via the Standard SIG Response Template and saved to the Answer Library, the parent questions will not be prefixed to sub-questions.
    3. Specify the criteria you want to use to find potential answers, and then use the slider to select a question match percentage. Click Preview Results to see the answers that match your criteria and percentage.
      Note: Questions that have already been answered will be excluded from auto respond.

    4. Review the responses, then click Apply Responses.

    Auto-Responding at the Individual Section Level

    1. Select the Actions icon, and the click Start Auto Respond.
    2. Follow the same process as described above.

    See the Using Auto Respond (New UI) course in Responsive Academy for more information.

  • Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

    Auto-Responding at the Project Level

    1. Open a project, then click Auto Respond.

    2. Select the sections you want to use the Auto Respond feature on, then click Next.
      Note: If Projects are imported via the Standard SIG Response Template and saved to the Answer Library, the parent questions will not be prefixed to sub-questions.
    3. Specify the criteria you want to use to find potential answers, and then use the slider to select a question match percentage. Click Preview Results to see the answers that match your criteria and percentage.
      Note: Questions that have already been answered will be excluded from Auto Respond.

    4.  Review the responses, then click Apply Responses.

    Auto-Responding at the Individual Section Level

    1. Select the Gear icon, then click Start Auto Respond.
    2. Follow the same process as described above.

    See the Using Auto Respond (New UI) course in Responsive Academy for more information.

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