Uploading content to the Content Library

Overview

When adding content to the Content Library, you can:

• Manually add new Q&A pairs/Documents/Sections/Catalogs.
• Upload Word or Excel documents and identify the questions and answers you want to convert to Q&A pairs.
• Import Q&A pairs from existing RFPs or the Responsive standard template

If you have Moderation enabled, some steps below can vary based on how your specific instance is configured.

Adding a new Q&A pair that does not come from a completed RFx, or uploading content from a completed RFx that is not in the Library.

See the Foundations of Content Management Academy course for more information.

Select the applicable tab for your edition of Responsive.

• Adding content manually

  Adding Q&A Pairs

  1. Click New Content and select Q&A.
     
  2. The Add Q&A Pair pop-up appears. Enter the information for the new Q&A pair.
     • You can click +Add Alternate Question(s) to add one or more alternate questions, and + Add New Answer to add an additional answer.
     • The number of required fields is listed in a pop-up box at the bottom of the screen. You can click on it to move to the next required field.
  3. (Optional) Click Metadata to see the metadata settings. You can specify the Project Name, Section Name, Tags, Star Rating, Flag, Language, and if this pair should be marked as one of your favorites.
     
  4. (Optional) Specify the Privacy, Usage and Review settings. You can specify the Primary Business Unit, Shared Business Units, who has View and Edit access (everyone or those with a specific role), Collections, Moderators, Owners, and Alert Text.
     
     
     • If you specify one or more owners, you can click Enable Scheduled Review to set up a review process for the new pair.
     • The default review cycle is 90 days. Click Customize to change it.
     • If you want all the owners to review the pair, click All for Review Process. If you select Any, only one of the owners has to review it.
     • Click + Add Follow-up Review Date(s) to add follow-up review dates for the new pair.
     • Click Attach Files at the bottom of the box to add a file.
  5. Click Submit and Add Another to save and manually add another Q&A pair, or Submit to save and return to the Content Library.
     
     See the video below for a quick walkthrough of the process. Click the dot to see each step.
     
     

  Uploading documents

  1. Click + New Content, then select Document(s).
     
  2. Drag and drop the files to the main window.
     
     
     • Your cloud storage repositories are listed on the left side of the window; click one to browse to the files stored there.
     • If you want to browse to a file on your computer, click Upload Document, select the files from the repository or your computer, then click Open.
  3. Click Next.
     
     
     • The first document is selected by default, but you can click on another to change it. You can change the name of the document if you want, and add a description.
     • If you want all the documents to have the same properties, select Apply the same properties to all Documents. Everything except the file names and descriptions will be the same.
       
  4. (Optional) Click Metadata to see the metadata settings. You can specify the Tags, Star Rating, Flag, and if this pair should be marked as one of your favorites.
     
  5. Specify the primary Business Unit (BU).
  6. (Optional) Specify the Privacy, Usage and Review settings. You can specify who has View and Edit access (everyone or those with a specific role), Collections, Owners, and Alert Text.
     
     
     • If you specify one or more owners, you can select Enable Scheduled Review to set up a review process.
       
     • The default review cycle is 90 days. Click Customize to change it.
     • (Optional) Enter Alert Text for the documents.
  7. Click Upload.

  Adding sections

  1. Click New Content and select Section.
     
  2. The Add Section pop-up appears. Enter the information for the new section.
     • Specify the section name. You can add multiple sections by specifying each section name on a new line.
     • Select a parent section, if required.
     • Select a group name (optional).
     • Add Description/Help Text.
  3. (Optional) Click Metadata to see the metadata settings. You can specify the Project Name, Section Name, Tags, Star Rating, Flag, Language, and if this pair should be marked as one of your favorites.
     
  4. (Optional) Specify the Privacy, Usage and Review settings. You can specify the Primary BU, Shared Business Units, who has View and Edit access (everyone or those with a specific role), Collections, Moderators, Owners, and Alert Text.
     
     
     • If you specify one or more owners, you can click Enable Scheduled Review to set up a review process for the new pair.
     • The default review cycle is 90 days. Click Customize to change it.
     • If you want all the owners to review the pair, click All for Review Process. If you select Any, only one of the owners has to review it.
     • Click + Add Follow-up Review Date(s) to add follow-up review dates for the new pair.
     • Click Attach Files at the bottom of the box to add a file.
  5. Click Save to save the section and return to the Content Library.

  Adding catalogs

  1. Click New Content and select Catalog.
     

     

  2. The Add Catalog pop-up appears. Enter the catalog details.
     
     
     • Select catalog structure form the drop-down (catalog structure created under Org Settings would appear here).
     • Specify the catalog name. 
     • Specify the catalog display name.
  3. (Optional) Click Metadata to see the metadata settings. You can specify the Project Name, Section Name, Tags, Star Rating, Flag, Language, and if this pair should be marked as one of your favorites.
     
  4. (Optional) Specify the Privacy, Usage and Review settings. You can specify the Primary Business Unit, Shared Business Units, who has View and Edit access (everyone or those with a specific role), Collections, Moderators, Owners, and Alert Text.
     
     
     • If you specify one or more owners, you can click Enable Scheduled Review to set up a review process for the new pair.
     • The default review cycle is 90 days. Click Customize to change it.
     • If you want all the owners to review the pair, click All for Review Process. If you select Any, only one of the owners has to review it.
     • Click + Add Follow-up Review Date(s) to add follow-up review dates for the new pair.
     • Click Attach Files at the bottom of the box to add a file.
  5. Click Save to save the catalog and return to the Content Library.

  Importing Q&A Pairs from existing RFPs

  You can import multiple Q&A pairs into your Content Library by importing existing RFPs that are not in Responsive.

  1. Click New Content, then select Import File.
     
  2. Click Upload Document.
     
     • The file must be in Word or Excel, and you still have to mark the fields during the import process.
     • When you are finished, the Q&A pairs appear in the Library. See Importing and Mapping Microsoft Excel Files or Importing and Mapping Microsoft Word Documents for more information.

  Importing Q&A Pairs using the Responsive standard template

  You can import Excels file with Q&A pairs into Responsive; the column headings will represent fields in the application.

  1. Select New Content, and then click Import File.
     
  2. Click Click Here on the Upload Standard Template tile.
     
  3. Update the spreadsheet with the required information (such as Q&A pairs and metadata) in the appropriate columns.
  4. Click Upload Standard Template.
     
  5. Click and drag the file to the pop-up box, or browse to the file’s location.
  6. Click Upload from local drive or select one of your cloud storage locations.
  7. Map each column of the spreadsheet to the fields in Responsive.
     
     • The columns in your file are displayed at the top of the page with the column letter.
     • Click in the Column A field to see the available values in Responsive.
  8. Select the checkbox for the appropriate column name. For example, select Project Name for Column A.
     
  9. Click Auto Detect Column Headers if you want Responsive to automatically map the columns for you.
  10. Continue mapping all the fields; you may be asked to enter additional information, such as which question rows should be skipped.
      
  11. Click Next.
  12. Enter the required information for the pairs (such as metadata and privacy settings, then click Import.

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

  Adding content manually

  Adding Q&A Pairs

  1. Click New Content and select Q&A.
     
  2. The Add Q&A Pair pop-up appears. Enter the information for the new Q&A pair.
     • You can click +Add Alternate Question(s) to add one or more alternate questions, and + Add New Answer to add an additional answer.
     • The number of required fields is listed in a pop-up box at the bottom of the screen. You can click on it to move to the next required field.
  3. (Optional) Click Metadata to see the metadata settings. You can specify the Project Name, Section Name, Tags, Star Rating, Flag, Language, and if this pair should be marked as one of your favorites.
     
  4. (Optional) Specify the Privacy, Usage and Review settings. You can specify the Primary Business Unit, Shared Business Units, who has View and Edit access (everyone or those with a specific role), Collections, Moderators, Owners, and Alert Text.
     
     
     • If you specify one or more owners, you can click Enable Scheduled Review to set up a review process for the new pair.
     • The default review cycle is 90 days. Click Customize to change it.
     • If you want all the owners to review the pair, click All for Review Process. If you select Any, only one of the owners has to review it.
     • Click + Add Follow-up Review Date(s) to add follow-up review dates for the new pair.
     • Click Attach Files at the bottom of the box to add a file.
  5. Click Submit and Add Another to save and manually add another Q&A pair, or Submit to save and return to the Content Library.
     
     See the video below for a quick walkthrough of the process. Click the dot to see each step.
     
     

  Uploading documents

  1. Click + New Content, then select Document(s).
     
  2. Drag and drop the files to the main window.
     
     
     • Your cloud storage repositories are listed on the left side of the window; click one to browse to the files stored there.
     • If you want to browse to a file on your computer, click Upload Document, select the files from the repository or your computer, then click Open.
  3. Click Next.
     
     
     • The first document is selected by default, but you can click on another to change it. You can change the name of the document if you want, and add a description.
     • If you want all the documents to have the same properties, select Apply the same properties to all Documents. Everything except the file names and descriptions will be the same.
       
  4. (Optional) Click Metadata to see the metadata settings. You can specify the Tags, Star Rating, Flag, and if this pair should be marked as one of your favorites.
     
  5. Specify the primary Business Unit (BU).
  6. (Optional) Specify the Privacy, Usage and Review settings. You can specify who has View and Edit access (everyone or those with a specific role), Collections, Owners, and Alert Text.
     
     
     • If you specify one or more owners, you can select Enable Scheduled Review to set up a review process.
       
     • The default review cycle is 90 days. Click Customize to change it.
     • (Optional) Enter Alert Text for the documents.
  7. Click Upload.

  Adding sections

  1. Click New Content and select Section.
     
  2. The Add Section pop-up appears. Enter the information for the new section.
     • Specify the section name. You can add multiple sections by specifying each section name on a new line.
     • Select a parent section, if required.
     • Select a group name (optional).
     • Add Description/Help Text.
  3. (Optional) Click Metadata to see the metadata settings. You can specify the Project Name, Section Name, Tags, Star Rating, Flag, Language, and if this pair should be marked as one of your favorites.
     
  4. (Optional) Specify the Privacy, Usage and Review settings. You can specify the Primary BU, Shared Business Units, who has View and Edit access (everyone or those with a specific role), Collections, Moderators, Owners, and Alert Text.
     
     
     • If you specify one or more owners, you can click Enable Scheduled Review to set up a review process for the new pair.
     • The default review cycle is 90 days. Click Customize to change it.
     • If you want all the owners to review the pair, click All for Review Process. If you select Any, only one of the owners has to review it.
     • Click + Add Follow-up Review Date(s) to add follow-up review dates for the new pair.
     • Click Attach Files at the bottom of the box to add a file.
  5. Click Save to save the section and return to the Content Library.

  Adding catalogs

  1. Click New Content and select Catalog.
     

     

  2. The Add Catalog pop-up appears. Enter the catalog details.
     
     
     • Select catalog structure form the drop-down (catalog structure created under Org Settings would appear here).
     • Specify the catalog name. 
     • Specify the catalog display name.
  3. (Optional) Click Metadata to see the metadata settings. You can specify the Project Name, Section Name, Tags, Star Rating, Flag, Language, and if this pair should be marked as one of your favorites.
     
  4. (Optional) Specify the Privacy, Usage and Review settings. You can specify the Primary Business Unit, Shared Business Units, who has View and Edit access (everyone or those with a specific role), Collections, Moderators, Owners, and Alert Text.
     
     
     • If you specify one or more owners, you can click Enable Scheduled Review to set up a review process for the new pair.
     • The default review cycle is 90 days. Click Customize to change it.
     • If you want all the owners to review the pair, click All for Review Process. If you select Any, only one of the owners has to review it.
     • Click + Add Follow-up Review Date(s) to add follow-up review dates for the new pair.
     • Click Attach Files at the bottom of the box to add a file.
  5. Click Save to save the catalog and return to the Content Library.

  Importing Q&A Pairs from existing RFPs

  You can import multiple Q&A pairs into your Content Library by importing existing RFPs that are not in Responsive.

  1. Click New Content, then select Import File.
     
  2. Click Upload Document.
     
     • The file must be in Word or Excel, and you still have to mark the fields during the import process.
     • When you are finished, the Q&A pairs appear in the Library. See Importing and Mapping Microsoft Excel Files or Importing and Mapping Microsoft Word Documents for more information.

  Importing Q&A Pairs using the Responsive standard template

  You can import Excels file with Q&A pairs into Responsive; the column headings will represent fields in the application.

  1. Select New Content, and then click Import File.
     
  2. Click Click Here on the Upload Standard Template tile.
     
  3. Update the spreadsheet with the required information (such as Q&A pairs and metadata) in the appropriate columns.
  4. Click Upload Standard Template.
     
  5. Click and drag the file to the pop-up box, or browse to the file’s location.
  6. Click Upload from local drive or select one of your cloud storage locations.
  7. Map each column of the spreadsheet to the fields in Responsive.
     
     • The columns in your file are displayed at the top of the page with the column letter.
     • Click in the Column A field to see the available values in Responsive.
  8. Select the checkbox for the appropriate column name. For example, select Project Name for Column A.
     
  9. Click Auto Detect Column Headers if you want Responsive to automatically map the columns for you.
  10. Continue mapping all the fields; you may be asked to enter additional information, such as which question rows should be skipped.
      
  11. Click Next.
  12. Enter the required information for the pairs (such as metadata and privacy settings, then click Import.