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Overview

Responsive is a cloud-based platform that automates and streamlines the process of responding to proposals. In this article you will learn how to use in-app features to complete a project from start to finish.

Select the applicable tab for your edition of Responsive.

  • Creating Projects

    1. Click the Projects icon from the left navigation pane to navigate to the Manage Projects page. Click New Project > Create a New Project.
      Note: You can also create a project from an existing project that has been saved as a template. For details, see Project Templates.
      1.PNG

    2. The Create Project page is displayed. Enter the project details. You can use the Table of Contents links at the top left to move quickly through the sections. The number of empty mandatory fields is displayed on the bottom left, and you can click the up and down arrows to move through them. If your organization is set up to integrate with another application, such as Salesforce, you will be able to bring in the information on this page.

      When you are finished, click Create.

    Create_Project_2_-_light_highlighting.png

    1. Next, you will be prompted to add sections to the project.

    Create 

    Adding Sections and Importing Files

    You can add contents to the project by one of the following methods:

    Adding Sections Manually

    1. Click the down arrow to see the Add Sections menu. Select Add Manual Sections.

    Create

    If you have already started a project, click the New Section menu at the top of the page and select Add Manual Sections.
    Add_Sections_Menu_-_manual_sections_highlighted.png

    1. Enter the section names in the Add Sections box, with a new section on each line.

    Add_Sections_2.PNG
    You can establish a hierarchical structure for your content by hovering over a section and accessing the Mark as Subsection 1.png or Mark as Section 2.png icons.
    3.png

    1. Click Add Authors.

      Add_Sections_3.PNG

    2. Enter name of the author who will be responding to the questions if you want to assign authors at the section level. You can also assign authors for individual questions.

    Tip: The system will suggest team members as authors. 

     

    Add_Sections_4.PNG

    1. Alternatively, click Help me choose authors. The Select Authors screen will be displayed.

    Help_Me_Choose_Authors_A.png

     

    1. To add users, select the checkbox associated with them. Click Select.

      Help_Me_Choose_Authors.PNG

    The authors added will be displayed as shown below:

    Added_Authors.PNG

     

    You can search for users from the Search Users text box. Click Advanced to display filter options including Users, Email, Tags, Exclude Tags, Business Units, Role, Status, Dictionary, Job Title and Location. (You must have enabled the SME Dictionary to use this feature.)

     

    1. Next, click the down arrow for Reviewer(s) to expand it. Select the Review Process to specify how reviews with multiple reviewers should be handled—Any if the review is complete if any reviewer finishes the review, All if the review is complete if all reviewers finish the review, or Sequential if each reviewer must perform their reviews one after the other.

      Click Add Reviewers or Help me choose reviewers to add reviewers the same way you added authors.

      Add_Reviewers_-_highlighted.png
    1. To prevent recipients from receiving too many individual emails, you can click the Queue & Notify Later toggle so the authors will receive a notification later via the Pending Notifications Queue. If Queue & Notify Later is not enabled, authors will receive an email immediately.
    2. Click Add

    Adding from Section Templates

    If you have added any section templates in Responsive, you can browse them and select one.

    1. For a new project with no existing sections, select Section Template from the Add Sections menu.
      Create

      For an existing project, select the New Section menu and click Section Template.
      Add_Sections_Menu_Cropped_-_section_templates_highlighted.png

       
    2. The Add Sections from Template page is displayed. Select the checkboxes of the templates you want to use and click NEXT.

    Add_sections_from_template_1.PNG

    You can set the owner of the section template as the author or reviewer, and you can choose a section currently in the project to be the parent of the imported sections. Click Import when you are finished.

    add_sections_from_template_3.PNG

     

    The selected sections will be imported into the project. 

    Add_sections_from_template_4.PNG

     

    Upload Document

    The Upload Document option enables directly uploading files to Responsive. You can upload .docx, .xlsx, .xls, and PDF files from your computer or any of the storage integrations available such as Google drive, Dropbox, Box, etc.

    Upload Standard Excel Document

    The application can identify standard excel documents such as SIG, CAIQ etc,. and automatically configure the contents of the document for import.

    1. Click Upload Document and select the standard excel file you want to import.
      Create
    2. The file will be automatically identified and configured. If all sheets are auto-identified, it will be imported to and a message will be displayed as shown below:
      Import
      When there are unidentified sheets, it will be displayed as shown below:
      Import
      You can view the unmarked sheets by clicking the drop-down icon. To review the unidentified sheets, click Review and Import.

    3. The import page appears, you can make any required changes and click Import to import the file to the application.
      Import

    Upload Non-Standard Excel Document

    In cases where files are of non-standard response template or the system cannot identify and auto-configure the Excel, you can manually configure the Excel.

     

    Identifying Header Rows

    Users can ignore the rows which will not be helpful in responding to the RFP. Click the row and select HEADER. The rows till the header rows will be excluded.

    Import

     

    Configuring Sections

    Click the section title and map with the Section from the right navigation. The title will be shown with the S indicator.

    Note: If the section title is not present in the worksheet cells, worksheet name will be taken as a section title.

    Configuring

     

    Users can also use Auto Identify Sections option so that the system will automatically map the title with the section. The system will auto-identify sections only when the section has a unique style.

    Auto-Identify

    Select the sections and click APPLY.

    Auto-Identify

     

    Configuring Sub-Sections

    You can configure a Subsection by selecting the row, clicking the Screenshot_2021-12-22_at_2.38.20_AM.png icon beside Sections icon on the floating toolbar and selecting LEVEL 1 - SUB SECTION as shown:

    Screenshot_2021-12-22_at_2.41.34_AM.png

    Users can also use Auto Identify option so that the system will automatically map the title with the section. The system will auto-identify sub sections only when the sub section has a unique style.

     

    Configuring Questions

    Select the question and map with the question by selecting the QUESTION icon from the floating toolbar.

    Screenshot_2021-12-22_at_2.43.48_AM.png

     

    Users can also use AUTO IDENTIFY option so that the system will automatically map the title with the question. The system will auto-identify questions only when the question has a unique style.

    Screenshot_2021-12-22_at_2.48.27_AM.png

     

    Click APPLY.

    Screenshot_2021-12-22_at_2.49.43_AM.png

    In a similar way, users can configure Sub-questions.

    Note: If there are identical questions with different answers, we consolidate those questions into one question with multiple answer types upon import

     

    Configuring Question Numbers

    Click the column which has the question numbers and click the three-stacked icon to display additional options as shown below:

    Screenshot_2021-12-22_at_3.00.30_AM.png

     

    Next, click the QUESTION NO icon to set the column as Question Numbers. The indicator will be shown as N.

    Screenshot_2021-12-22_at_3.03.02_AM.png

     

    Configuring Tags

    If there are several categories/department which has questions, the category/department can be considered as tags, which helps you to filter questions.

    Click the category/department column and map it as tags by clicking the three-stacked icon and selecting Tags. The whole column will be considered as tags.

    Screenshot_2021-12-22_at_3.31.24_AM.png

     

    Configuring Answers

    Click the response column and select Answer on the floating toolbar. The system will auto-identify and display answer type suggestions based on questions in the document. These suggestions can be configured further manually.

    Screenshot_2021-12-22_at_10.41.31_AM.png

     

    Answer Headers you choose for a question type will reflect on the Answering Page.

    Screenshot_2021-12-22_at_2.30.27_PM.png

     

    You can explicitly specify rows that the headers should apply to in the Applicable to Rows column.

    Screenshot_2021-12-22_at_2.57.31_PM.png

     

    To change the Answer Type, click the drop-down arrow and select an option from the list.

    Screenshot_2021-12-22_at_3.00.29_PM.png

     

    You can set Q&A pairs to be added to the Answer Library or mark questions as required by selecting the corresponding Index and Required checkboxes.

    Screenshot_2021-12-22_at_3.01.56_PM.png

     

    Click Add Answer Type, to configure and add an answer type manually.

    Screenshot_2021-12-22_at_12.48.58_PM.png

     

    To Delete a suggested answer type, click the corresponding trash icon on the far right.

    Screenshot_2021-12-22_at_1.42.36_PM.png

     

    The system will automatically identify the drop-downs from the document. Click Auto-Identify Drop-downs to view/edit the fields.

    Screenshot_2021-12-22_at_1.53.18_PM.png

     

    Questions and Response Types

    The application is capable of handling different types of questions and responses. The following sections describe the available answer types and provide details on the best fit based on use case. 

    Here is a preview of the sample file that is used to explain the various Answer Types.

    Screenshot_2021-12-22_at_4.00.59_PM.png

     

    Answer Type: Radio/Drop-down

    If you respond to a question which has choices in a column. (Example: If Question A has answer choices "Yes" or "No" or "N/A", etc.) you can go ahead with radio/drop-down as an answer type.

    Screenshot_2021-12-22_at_3.55.18_PM.png

    Choose the answer type Dropdown from the dropdown list.

    Screenshot_2021-12-22_at_3.56.31_PM.png

    Add an answer options (displayed on the Answering page) and their corresponding value in a row.

    Screenshot_2021-12-22_at_4.15.44_PM.png

    To add a row, click Add Answer Option.

    Screenshot_2021-12-22_at_4.15.44_PM_copy_2.png

    To remove a row, click the Trash icon.

    Screenshot_2021-12-22_at_4.15.44_PM_copy.png

    To save the options to the answer type, click Save.

    Screenshot_2021-12-22_at_4.23.23_PM.png

    To save the Answer Type, Click Save.

    Screenshot_2021-12-22_at_4.41.56_PM.png

    To add additional options or edit the current answer options, click the Options icon.

    Screenshot_2021-12-22_at_4.40.05_PM.png

     

    Answer Type: Basic Rich Text

    This answer type best suits responses that are expected to be brief but limited to a few words. To set a column to Basic Rich Text, select the column, then click Answer.

    Screenshot_2021-12-22_at_4.25.03_PM.png

    Select the Basic Rich Text from the dropdown in the Answer Type and click Save.

    Screenshot_2021-12-22_at_4.28.44_PM.png

     

    Answer Type: Full Rich Text

    This answer type best suits responses that are expected to be descriptive, format rich, include attachments etc., To set a column to Full Rich Text, select the column, then click Answer.

    Screenshot_2021-12-22_at_4.32.33_PM.png

    Select the Full Rich Text from the dropdown in the Answer Type and click Save.

    Screenshot_2021-12-22_at_4.48.43_PM.png

     

    Answer Type: Multi-Column Radio

    When the questionnaire calls for you to select one answer in a radio format from multiple columns, the appropriate answer type is a multi-column radio. For example, if question A has 3 responses in columns G, H, and I, as possible options, and the expected response is to fulfil the question requirements of any one of them.

    You can define these answer types as a multi-column radio.

    Screenshot_2021-12-22_at_4.53.47_PM.png

    Select the Multi-Column Radio from the dropdown in the Answer Type.

    Screenshot_2021-12-22_at_4.54.06_PM.png

    Configure the options as required and click Save to save the options.

    Screenshot_2021-12-22_at_5.12.35_PM.png

    Click Save to save the answer type.

    Screenshot_2021-12-22_at_5.13.56_PM.png

    The answer indicator will be shown on all three columns.

    Screenshot_2021-12-22_at_5.16.28_PM.png

     

    Answer Type: Date

    To set a column type as Date, select the column, then click Answer.

    Screenshot_2021-12-22_at_7.46.17_PM.png

    Select the answer type as Date.

    Screenshot_2021-12-22_at_8.03.54_PM.png

     

    Answer Type: Multi-Column Drop Down

    When the questionnaire asks that you select one answer from a row across multiple columns, the appropriate answer type is a multi-column drop-down.

    For example: Shown below, question 1 has 3 possible responses in columns K, L, and M.  You are being asked to provide your response in one of the columns to fulfil the question requirements.

    Users can define these answer types as a multi-column drop-down in the application.

    Screenshot_2021-12-22_at_8.06.02_PM.png

    Select the answer type as Multi-Column Dropdown.

    Screenshot_2021-12-22_at_8.07.47_PM.png

    Configure the options as required and click Save to save the options.

    Screenshot_2021-12-22_at_8.11.24_PM.png

    Click Save to save the answer type.

    Screenshot_2021-12-22_at_8.12.39_PM.png

     

    Answer Type: Checkbox

    When responding to a question which has answer choices in a different column and you can select multiple answers, you can choose checkbox as an answer type.

    Screenshot_2021-12-22_at_8.14.03_PM.png

    Configure the options as required and click Save to save the options.

    Screenshot_2021-12-22_at_8.26.01_PM.png

    Click Save to save the answer type.

    Screenshot_2021-12-22_at_8.26.48_PM.png

    Importing Questions and Answers in the Same Column

    Below is an example of both questions and answers that are in the same column "B":

    Screenshot_2021-12-22_at_9.02.13_PM.png

    To import the excel questionnaire with Q&A in the same column follow steps below:

    1. Import the file into the project

    Screenshot_2021-12-22_at_9.09.16_PM.png

    2. Select column B and mark as Question

    Screenshot_2021-12-22_at_9.15.37_PM.png

    3. Select the B column and click the arrow next to Answer on the floating toolbar. Then click Mark Rest as Answer.

    Screenshot_2021-12-22_at_9.26.02_PM.png

    4. A confirmation Popup is displayed

    Screenshot_2021-12-22_at_9.29.05_PM.png

    5. Check to make sure you have all the rows you need listed in the Applicable to Rows.

    Screenshot_2021-12-22_at_9.32.39_PM.png

    Note:

    • You can use comma "," as a delimiter to add/specify more rows in the Applicable to Rows field
    • You can also specify a range of rows. For eg: 3,5,7,9,11-19,23,25-32,35

    6. Review the markings and click Import

    Screenshot_2021-12-22_at_9.41.46_PM.png

     

    Note: You can import few question and answer in the same column, and the rest in different columns too. While configuring each, you can specify the rows for which it has to be applied.

    Screenshot_2021-12-22_at_9.48.47_PM.png

    • In the above example, questions are configured in column A. Row number 3 is configured as Answer in Column A and row number 5 in column A is configured as Question and row number 5 in column B is configured as Answer.
    • If Row number 3 under column A is configured as both Question and Answer, on export, question will be replaced by the answer.
    • If Row number 2 is configured as Question and Row number 3 as Answer, both question and answer will be exported.

     

    Once all the answer types have been configured, click Import to initiate import process.

    Screenshot_2021-12-22_at_8.38.36_PM.png

     

    Upload Word or PDF Document

    After creating a project, follow the instructions below to import a Word or PDF file:

    1. Go to the project, and under the Sections tab, click Import Files.

      Image_27-3-2023_at_1.24_pm.jpg

    2. Select the Word document (.docx) or PDF (.pdf) file by either dragging it onto the screen or selecting it from your computer or any of the storage integrations available such as Google drive, Dropbox, Box, etc.
      Importing_and_Mapping_a_Microsoft_Word_Document_in_RFPIO_-_SECTIONS_2022-01-06_at_2.25.41_PM.jpg

    Once a Word file has been loaded into the application, it can be mapped (or configured) to import the content. To map a Word document for import, follow the instructions below:

    1. First, locate the sections within the document and highlight the text. Then, click Section from the Mark Options toolbar. Next, select Auto Identify to locate and select all sections within the document. Review the suggestions in the pop-up window, then click Apply.
      Screen_Recording_2022-01-06_at_03.55.04_PM.gif
      Note: Auto Identify uses the style guides within the document to identify content (e.g. sections and questions). If styles are not used in the original document, we will not be able to Auto Identify content.
    2. Next, similar to how the sections were mapped, do the same for the questions. Locate the questions within the document and highlight the text. Then, click Question from the Mark Options toolbar. Next, select Auto Identify to locate and select all questions within the document. Confirm the selections in the pop-up window, then click Apply.

      Screen_Recording_2022-01-06_at_04.15.28_PM.gif

    3. To identify answers, select the appropriate text, then click Answer under Mark Options.
      Screen_Recording_2022-01-06_at_04.23.17_PM.gif
      Best Practice: As an effective way to map a Word document, it is recommended that once all sections and questions have been marked, use Ignore to disregard anything that is not part of an answer, then use Mark Rest as Answer to mark all answers in the document.

    4. Double-check the document mapping by scrolling throughout the document. Click Save to save your progress. When finished, click Import.

      RFPIO_-_Import_2022-01-06_at_4.24.06_PM.jpg

    For a complete list of mapping definitions, refer to the Import Mapping Options article.

    Note: If there are identical questions with different answers, we consolidate those questions into one question with multiple answer types upon import.

    Working with Tables in a Word Document

    RPFIO can also map table content within Word documents. To learn how to configure tables in a Word document, refer to Mapping Tables in a Microsoft Word Document.

    Working with Checkboxes in a Word Document

    We can also handle checkboxes within Word documents. To learn how to configure checkboxes in a Word document, refer to Mapping Checkboxes in Microsoft Word Documents.

     

    Adding Questions to a Section

    Once the sections are created, you can manually add more questions to a section.

    1. Click on a section. Mouse over the header to display the menu icon (three stacked dots). Click it to display the menu and select + Add Questions.

    Display_Section_Menu_-_Add_Questions_List_View.png 

    1. The Add questions pop-up is displayed. Enter the question and the information about it (Authors, Reviewers, etc.). You can enter more than one with the same characteristics by pressing Enter at the end of the question.

      Specify the answer type information. Select Index if the label should be stored in the Content Library with the Q&A pair. Select Required if an answer must be entered for the question.

      Click Advanced Settings to specify if the answer number should be generated automatically or manually.

    Add_question_1.PNG

    If you have multiple questions, you may want to select Queue Email Notification so the authors and reviewers get one email with all their questions instead of getting multiple emails.

    1. Click Add.

    Tip: You can assign authors by entering the author names or can search and add authors.

     

    Assigning Authors and Reviewers

    Once the sections are created, you can assign authors and reviewers to the section.

    Assigning Authors to All the Questions in a Section

    1. From the Sections list, click the menu icon and click Manage Users.
      Add_authors_2.PNG

    2. The Manage Users pane appears, open to the Authors tab. Click Add Authors.

    Add_authors_3.PNG

    Begin entering the name of the first author. The system will suggest a list of users that meet your criteria. You can also enter "%" to see a list of possible authors. An author can be a person or a team.

    Add_authors_4.PNG

    Alternatively, click Help me choose authors. You can see the available authors, their role and how many questions they have been assigned as authors and reviewers. 

    Add_authors_5.PNG

    You can search for users from the Search Users text box. To add users, select the checkbox associated with them.

    Click SUBMIT. The authors will be added.

    Tip: Existing authors can be removed and the section can be reassigned to other team members.

    1. Click in the Author Due Date field to specify a due date, then specify the time and timezone. 

    Add_authors_6.PNG

     

    1. Optionally you can send a message to the author(s) by entering it in the Message Authors box. Switch the toggle on, to track this message in section comments.
      You can click Queue & Notify Later if you will be making multiple assignments for the same people. They will receive one email with all their notifications. Click Save to assign the author(s) and send an instant notification.
      Add_authors_7.PNG

    Assigning Reviewers

    1. From the Sections list, click the menu icon and click Manage Users.
      Add_authors_2.PNG
    2. On the Manage Users pane, click Reviewers. Select the Review Process. Choose:
       - Any if any reviewer can complete the review, even if there are multiple reviewers
      - All if all reviewers must complete the review
      - Sequential if all reviewers must complete the review in a specific order
      Click Add Reviewers.
      Add_reviewers_1.PNG

    3. Begin entering the name of the reviewer. The system will suggest valid reviews as you type. Type "%" to see a list of reviewers. Select the reviewer.

    Add_reviewers_2.PNG

    Enter any additional reviewers. If you have chosen Sequential for the Review Process, you can click and drag the handle of a reviewer to change the order.

    Click in the Reviewer Due Date field to see a calendar. Click on a date to select it. Choose a time and a timezone.

    If you want to send a message to the reviewers, enter it. Select Track as section comments to include the message in the section comments.

    When you are finished, click Save.

    Alternatively, click Help me choose reviewers. The Select Reviewers screen will be displayed with information about the reviewers' roles and current workload.

    Add_authors_5.PNG

    You can search for users from the Search Users text box. To add users, select the checkbox associated with them and then click Select.

    Tip: Existing reviewers can be removed and sections can be reassigned to other team members.

    1. Click ASSIGN AND SEND NOTIFICATION to assign reviewers and send an instant notification. Click ASSIGN AND QUEUE NOTIFICATION to assign reviewers and queue a notification. You can send the queued notification later.

    Responding to Questions

    Once authors are assigned and notification sent, the users assigned as authors will receive notification mail on their registered email address.

    To respond to questions, you can follow the steps below:

    1. Click the link in the email and log in to Responsive. The assigned section will be displayed.
    1. Click on a question to respond to it. Recommendations are displayed on the pane on the right. To apply a recommended answer, click Apply Answer mceclip3.png icon (mouse over the answer to see the icon). 
      Respond_2.png
    1. You can also search for recommendations. Clicking the filter icon, enter search criteria and then click Apply.

    Respond_3.PNG

    1. You can type in the answer and respond to questions, select options from menus or radio buttons, and select checkboxes.
    2. Click Save and Next to navigate to the next question.
    3. Once all questions are answered and there are no reviewers, click Complete Section. If a question has a reviewer, it will be marked with a yellow highlight.
      Respond_4.PNG

     Alert!

    When there are multiple authors assigned for a section, if any of the authors tries to complete the section while others are working on their assigned questions, an alert is displayed to inform about the unanswered questions.

    Respond_6.PNG

     

    Once the section is completed, the status of the section changes from in progress to completed and will be displayed as shown below:

    Respond_8_-with_highlighted_check.png

    1. If reviewers are assigned for the section, instead of COMPLETE SECTION, the option SUBMIT FOR REVIEW is displayed.

    Submit

    1. Once the section is submitted for review, the status of the section changes from In Progress to Pending Review and will be displayed as shown below: 

    Pending 

    A green tick icon is displayed near the user avatar, indicating which user submitted the section for review. 

    1. Successfully submitting for review will trigger an email notification to the reviewers.

    mceclip11.png

    1. Click REVIEW SECTION. You will be navigated to the application.
    2. Click on a question.
    3. Once the answer is reviewed, switch the REVIEWED toggle.
      Answering
    4. Once all questions have been reviewed, click COMPLETE REVIEW. A success message will be displayed on successfully completing the review.
    5. When the section is marked as complete after review, the status of the section changes from Pending Review to Completed and will be displayed as shown below:

    Section 

    1. You can also view the green tick icon near the user avatar, indicating which user completed the section. 

    Alert!

    • When there are multiple reviewers assigned for a section, if any of the reviewers tries to submit the section for review while others are working on their assigned questions, an alert is displayed to inform about the unanswered questions.

    Submit

    • If you attempt to submit the section for review, an alert message with the count of unanswered questions will be displayed.

    Unanswered

     

    More Actions at Question Level

    • Viewing Authors, Reviewers and Guests: Avatars of the authors, reviewers and guests of the section are displayed on the top right of the question card. Multiple authors, reviewers and guests of the question are grouped with a +count and are displayed on mouse-hover.
      Authors - Reviewers - Guests.png
    • Clarification: You can add clarification on questions by clicking the three-dot and selecting Clarifications. You can then add the post on the Clarifications pane.

    Clarifications.png

    • Comments: You can add comments on questions by clicking the Comments icon associated with the question and then adding the comment in the Comments You can send message to a specific user by entering @username or to the entire team by entering @team.

    Comments.png

    • Flag for Follow-up: To enable flag, click the flag icon. For details on flag color coding, you can refer to Color Code for Flags.

    Flags.png

    • Activities: To view the activities associated with a question, click More Options icon > Activities or switch to the Activity tab on the right pane. The activities will be displayed as shown:

    Question Level Activities.png

    • Tasks: To view the tasks associated with a question, click More Options icon > Tasks. The tasks will be displayed as shown:

    Tasks.png

    • Project Notes / Obligation: To view or add project notes with a question, click More Options icon > Project Notes. The Project Notes will be displayed as shown:

    Obligation - Project Notes.png

    • Merge Tags: To view or add merge tags with a question, click More Options icon > Merge Tags. The Merge Tags section will be displayed as shown:

    Merge Tags.png

    You can add the required tags by clicking on the respective tabs. Copy the tag name from the right-side pane and paste in the response area. Values for merge tags can be specified from View > Merge Tags

    • Save in Library: To save the responses in answer library, turn on the toggle switch associated with Save in Library.
    • Attachments: To add any attachment to the response, click Attach Files Attach File - Icon.png icon.

    Attach Files - Modal.png 

    You can browse and attach files from Project Documents, Content Library, and your Computer. 

    • Answer Library Settings: To view/modify Answer Library Settings, click on the Settings - Icon.png icon.

    The Update Answer Library Setting pop-up will be displayed. Make the required selections and click SAVE.

    Save in Library Settings.png 

    • Answer Library Used and Edited: If the response is applied from the Answer Library the Library Used and Edited - Icon.png icon will be displayed along with the question.

    Library Used.png

    • Auto-Respond: Finds the best matches from the Content Library and applies them to the questions with a click of a button.

    Auto-Respond.png

    • Audit Answers: Quickly audit the response to identify and manage duplicate responses.

    Audit Answers.png

    • View Source File: You can view the source file by clicking View Source File.

    Screenshot 2023-07-18 at 12.45.36 PM.png

    • View on Source File: Navigates to the exact location of the selected section on the source file.

    View on Source File.png

    Source File Preview.png

     

     

    More Actions from Sections

    For each section, the section author can view/modify the following:

    • Properties: Clicking View Properties, will display the section properties:

    View Section Properties.png

    • Section Comments: By clicking Section Comments you can view any section comments as well as can add new comments.

    Section Comments.png 

    Alert!

    While adding new comments, if an attempt is made to send message to a non-team member, an alert message will be displayed seeking permission to add the user to the project team.

    @mention non-team member.png

    • Section Preview: Clicking Preview Section displays a preview of the questions and responses of the selected section in a pop-up window.

    Section Preview.png

    • Attach Files: Section authors can attach files to the questions in the section, by clicking Edit > Attach files. The Attach Files pop-up is displayed.

    Attach Files - Modal.png

    You can browse and attach files from Project Documents, Library, and your computer. 

    • Auto-Respond: Finds the best matches from the Content Library and applies them to the questions with a click of a button.

    Auto-Respond.png

    • Audit Answers: Quickly audit the response to identify and manage duplicate responses.

    Audit Answers.png

    • Save as Template: Sections can be saved as Templates to a collection that can be reused. 

    Section Templates.png

    • Update Privacy: Manage the privacy settings of the section.

    Manage Section Privacy.png

     

    Exporting Responses

    Once the responses are complete and sections are reviewed, the responses can be exported to a template or the source file.

    To export responses, follow the steps below:

    1. On the Manage Sections page, click Export on the top right.

    Export Responses.png

    Alternately, you can select Export Responses from the Menu option.

    1. The Export page will be displayed. Click New Export Package to create a new package.

    New Export Package.png

    On the Create Export Package page, you can select the sections you want to include in the Export as well as choose the export type.

    Create New Export.png

    1. Enter the name for the package file.
    2. Select the Export type. You can choose between Source/Default Excel or any of the other templates formats.
    3. Switch between Section View or Imported File View.
    4. Quickly find the section you are looking for using the search box.
    5. Select the sections you want to include in the package.

    Exporting in Source or Default Excel

    Once you've set up the sections, you can customize the export settings to meet your requirements. The Export Settings step offers the following options.

    Export Settings.png

    1. Choose if you want to include the report.
    2. Choose how you'd like the attachments to be included in the export. You have the option to keep your previous preference, embed the attachments within the export document, or export them into a dedicated Attachments folder.
    3. Select the attachments you want to include in the export package.
    4. Select the responses headers you want the export to include in the exported document.
    5. You can export in Application Font, Source Font (Normal Style) or can select Custom Font (supported by the application). Select the required options.
      If Custom Font is selected, specify the Font Family, Size, Font Color, and the Background Color.
      Export Package - Custom Font.pngNote: You can specify the Font Color and Background Color in the following ways:
      1. Specifying the Hex code
        mceclip2.png
      2. Specifying the RGB (R, G, B) values
        mceclip1.png
      3. Clicking on the desired color
        mceclip0.png
    6. Select a preference for the response prefix.
    7. To get a preview of the final document's appearance, click on Preview.

    8. Next, Click EXPORT. A package request is submitted and a success message is displayed as shown:

    Package Request - Success Toast.png

    The exported package is displayed as shown. To download the file, click Download.Download Export Package.png

    Tip:

    The following options are available for an export package on the three-dot context menu.

    • Make a Copy: Create a copy of the export package.
    • View Export Configuration: View the configuration used to generate the package.
    • Rename Package: Update or modify the package name.
    • Delete: Remove the export package.
    • Storage Options: If you have cloud-storage integration configured, you can save the export directly to the selected storage option.
      Note: Cloud-storage options are an add-on feature and must be enabled prior to use. Contact your account manager, or accountmanagers@Responsive.com, to enable it.

     

    Exporting to Other Template Formats

    To export the project in Word, PPTX or PDF format, select the appropriate option from the Export Type drop-down.
    Export Package - Update Export Format Option.png

    Then, click Update Export Format. An Update Export Format pop-up is displayed.

    Update Export Format - Model.png
    Choose if you want the export to be formatted as a Table or Paragraph. Click Update and then click Next to proceed.

     

    In this step, select a style template or upload a new one by selecting New Template. Then, click Next to proceed to the export settings.
    Export Template.png
    Note: You can use the search box and filter options to quickly find the template by name, tab or business unit (if enabled).

    The Export Settings step offers the following options.

    Export Settings - Other Formats.png

    1. Displays the selected template. Click Change to go back and choose another template.
    2. Choose if you want to include the report.
    3. Select the attachments you want to include in the export package.
    4. Choose how you'd like the attachments to be included in the export. You have the option to keep your previous preference, embed the attachments within the export document, or export them into a dedicated Attachments folder.
    5. Select the responses headers you want the export to include in the exported document.
  • Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

    Creating Projects

    1. Click the Projects icon from the left navigation pane to navigate to the Manage Projects page. Click New Project > Create a New Project.
      Note: You can also create a project from an existing project that has been saved as a template. For details, see Project Templates.
      1.PNG

    2. The Create Project page is displayed. Enter the project details. You can use the Table of Contents links at the top left to move quickly through the sections. The number of empty mandatory fields is displayed on the bottom left, and you can click the up and down arrows to move through them. If your organization is set up to integrate with another application, such as Salesforce, you will be able to bring in the information on this page.

      When you are finished, click Create.

    Create_Project_2_-_light_highlighting.png

    1. Next, you will be prompted to add sections to the project.

    Create 

    Adding Sections and Importing Files

    You can add contents to the project by one of the following methods:

    Adding Sections Manually

    1. Click the down arrow to see the Add Sections menu. Select Add Manual Sections.

    Create

    If you have already started a project, click the New Section menu at the top of the page and select Add Manual Sections.
    Add_Sections_Menu_-_manual_sections_highlighted.png

    1. Enter the section names in the Add Sections box, with a new section on each line.

    Add_Sections_2.PNG
    You can establish a hierarchical structure for your content by hovering over a section and accessing the Mark as Subsection 1.png or Mark as Section 2.png icons.
    3.png

    1. Click Add Authors.

      Add_Sections_3.PNG

    2. Enter name of the author who will be responding to the questions if you want to assign authors at the section level. You can also assign authors for individual questions.

    Tip: The system will suggest team members as authors. 

     

    Add_Sections_4.PNG

    1. Alternatively, click Help me choose authors. The Select Authors screen will be displayed.

    Help_Me_Choose_Authors_A.png

     

    1. To add users, select the checkbox associated with them. Click Select.

      Help_Me_Choose_Authors.PNG

    The authors added will be displayed as shown below:

    Added_Authors.PNG

     

    You can search for users from the Search Users text box. Click Advanced to display filter options including Users, Email, Tags, Exclude Tags, Business Units, Role, Status, Dictionary, Job Title and Location. (You must have enabled the SME Dictionary to use this feature.)

     

    1. Next, click the down arrow for Reviewer(s) to expand it. Select the Review Process to specify how reviews with multiple reviewers should be handled—Any if the review is complete if any reviewer finishes the review, All if the review is complete if all reviewers finish the review, or Sequential if each reviewer must perform their reviews one after the other.

      Click Add Reviewers or Help me choose reviewers to add reviewers the same way you added authors.

      Add_Reviewers_-_highlighted.png
    1. To prevent recipients from receiving too many individual emails, you can click the Queue & Notify Later toggle so the authors will receive a notification later via the Pending Notifications Queue. If Queue & Notify Later is not enabled, authors will receive an email immediately.
    2. Click Add

    Adding from Section Templates

    If you have added any section templates in Responsive, you can browse them and select one.

    1. For a new project with no existing sections, select Section Template from the Add Sections menu.
      Create

      For an existing project, select the New Section menu and click Section Template.
      Add_Sections_Menu_Cropped_-_section_templates_highlighted.png

       
    2. The Add Sections from Template page is displayed. Select the checkboxes of the templates you want to use and click NEXT.

    Add_sections_from_template_1.PNG

    You can set the owner of the section template as the author or reviewer, and you can choose a section currently in the project to be the parent of the imported sections. Click Import when you are finished.

    add_sections_from_template_3.PNG

     

    The selected sections will be imported into the project. 

    Add_sections_from_template_4.PNG

     

    Upload Document

    The Upload Document option enables directly uploading files to Responsive. You can upload .docx, .xlsx, .xls, and PDF files from your computer or any of the storage integrations available such as Google drive, Dropbox, Box, etc.

    Upload Standard Excel Document

    The application can identify standard excel documents such as SIG, CAIQ etc,. and automatically configure the contents of the document for import.

    1. Click Upload Document and select the standard excel file you want to import.
      Create
    2. The file will be automatically identified and configured. If all sheets are auto-identified, it will be imported to and a message will be displayed as shown below:
      Import
      When there are unidentified sheets, it will be displayed as shown below:
      Import
      You can view the unmarked sheets by clicking the drop-down icon. To review the unidentified sheets, click Review and Import.

    3. The import page appears, you can make any required changes and click Import to import the file to the application.
      Import

    Upload Non-Standard Excel Document

    In cases where files are of non-standard response template or the system cannot identify and auto-configure the Excel, you can manually configure the Excel.

     

    Identifying Header Rows

    Users can ignore the rows which will not be helpful in responding to the RFP. Click the row and select HEADER. The rows till the header rows will be excluded.

    Import

     

    Configuring Sections

    Click the section title and map with the Section from the right navigation. The title will be shown with the S indicator.

    Note: If the section title is not present in the worksheet cells, worksheet name will be taken as a section title.

    Configuring

     

    Users can also use Auto Identify Sections option so that the system will automatically map the title with the section. The system will auto-identify sections only when the section has a unique style.

    Auto-Identify

    Select the sections and click APPLY.

    Auto-Identify

     

    Configuring Sub-Sections

    You can configure a Subsection by selecting the row, clicking the Screenshot_2021-12-22_at_2.38.20_AM.png icon beside Sections icon on the floating toolbar and selecting LEVEL 1 - SUB SECTION as shown:

    Screenshot_2021-12-22_at_2.41.34_AM.png

    Users can also use Auto Identify option so that the system will automatically map the title with the section. The system will auto-identify sub sections only when the sub section has a unique style.

     

    Configuring Questions

    Select the question and map with the question by selecting the QUESTION icon from the floating toolbar.

    Screenshot_2021-12-22_at_2.43.48_AM.png

     

    Users can also use AUTO IDENTIFY option so that the system will automatically map the title with the question. The system will auto-identify questions only when the question has a unique style.

    Screenshot_2021-12-22_at_2.48.27_AM.png

     

    Click APPLY.

    Screenshot_2021-12-22_at_2.49.43_AM.png

    In a similar way, users can configure Sub-questions.

    Note: If there are identical questions with different answers, we consolidate those questions into one question with multiple answer types upon import

     

    Configuring Question Numbers

    Click the column which has the question numbers and click the three-stacked icon to display additional options as shown below:

    Screenshot_2021-12-22_at_3.00.30_AM.png

     

    Next, click the QUESTION NO icon to set the column as Question Numbers. The indicator will be shown as N.

    Screenshot_2021-12-22_at_3.03.02_AM.png

     

    Configuring Tags

    If there are several categories/department which has questions, the category/department can be considered as tags, which helps you to filter questions.

    Click the category/department column and map it as tags by clicking the three-stacked icon and selecting Tags. The whole column will be considered as tags.

    Screenshot_2021-12-22_at_3.31.24_AM.png

     

    Configuring Answers

    Click the response column and select Answer on the floating toolbar. The system will auto-identify and display answer type suggestions based on questions in the document. These suggestions can be configured further manually.

    Screenshot_2021-12-22_at_10.41.31_AM.png

     

    Answer Headers you choose for a question type will reflect on the Answering Page.

    Screenshot_2021-12-22_at_2.30.27_PM.png

     

    You can explicitly specify rows that the headers should apply to in the Applicable to Rows column.

    Screenshot_2021-12-22_at_2.57.31_PM.png

     

    To change the Answer Type, click the drop-down arrow and select an option from the list.

    Screenshot_2021-12-22_at_3.00.29_PM.png

     

    You can set Q&A pairs to be added to the Answer Library or mark questions as required by selecting the corresponding Index and Required checkboxes.

    Screenshot_2021-12-22_at_3.01.56_PM.png

     

    Click Add Answer Type, to configure and add an answer type manually.

    Screenshot_2021-12-22_at_12.48.58_PM.png

     

    To Delete a suggested answer type, click the corresponding trash icon on the far right.

    Screenshot_2021-12-22_at_1.42.36_PM.png

     

    The system will automatically identify the drop-downs from the document. Click Auto-Identify Drop-downs to view/edit the fields.

    Screenshot_2021-12-22_at_1.53.18_PM.png

     

    Questions and Response Types

    The application is capable of handling different types of questions and responses. The following sections describe the available answer types and provide details on the best fit based on use case. 

    Here is a preview of the sample file that is used to explain the various Answer Types.

    Screenshot_2021-12-22_at_4.00.59_PM.png

     

    Answer Type: Radio/Drop-down

    If you respond to a question which has choices in a column. (Example: If Question A has answer choices "Yes" or "No" or "N/A", etc.) you can go ahead with radio/drop-down as an answer type.

    Screenshot_2021-12-22_at_3.55.18_PM.png

    Choose the answer type Dropdown from the dropdown list.

    Screenshot_2021-12-22_at_3.56.31_PM.png

    Add an answer options (displayed on the Answering page) and their corresponding value in a row.

    Screenshot_2021-12-22_at_4.15.44_PM.png

    To add a row, click Add Answer Option.

    Screenshot_2021-12-22_at_4.15.44_PM_copy_2.png

    To remove a row, click the Trash icon.

    Screenshot_2021-12-22_at_4.15.44_PM_copy.png

    To save the options to the answer type, click Save.

    Screenshot_2021-12-22_at_4.23.23_PM.png

    To save the Answer Type, Click Save.

    Screenshot_2021-12-22_at_4.41.56_PM.png

    To add additional options or edit the current answer options, click the Options icon.

    Screenshot_2021-12-22_at_4.40.05_PM.png

     

    Answer Type: Basic Rich Text

    This answer type best suits responses that are expected to be brief but limited to a few words. To set a column to Basic Rich Text, select the column, then click Answer.

    Screenshot_2021-12-22_at_4.25.03_PM.png

    Select the Basic Rich Text from the dropdown in the Answer Type and click Save.

    Screenshot_2021-12-22_at_4.28.44_PM.png

     

    Answer Type: Full Rich Text

    This answer type best suits responses that are expected to be descriptive, format rich, include attachments etc., To set a column to Full Rich Text, select the column, then click Answer.

    Screenshot_2021-12-22_at_4.32.33_PM.png

    Select the Full Rich Text from the dropdown in the Answer Type and click Save.

    Screenshot_2021-12-22_at_4.48.43_PM.png

     

    Answer Type: Multi-Column Radio

    When the questionnaire calls for you to select one answer in a radio format from multiple columns, the appropriate answer type is a multi-column radio. For example, if question A has 3 responses in columns G, H, and I, as possible options, and the expected response is to fulfil the question requirements of any one of them.

    You can define these answer types as a multi-column radio.

    Screenshot_2021-12-22_at_4.53.47_PM.png

    Select the Multi-Column Radio from the dropdown in the Answer Type.

    Screenshot_2021-12-22_at_4.54.06_PM.png

    Configure the options as required and click Save to save the options.

    Screenshot_2021-12-22_at_5.12.35_PM.png

    Click Save to save the answer type.

    Screenshot_2021-12-22_at_5.13.56_PM.png

    The answer indicator will be shown on all three columns.

    Screenshot_2021-12-22_at_5.16.28_PM.png

     

    Answer Type: Date

    To set a column type as Date, select the column, then click Answer.

    Screenshot_2021-12-22_at_7.46.17_PM.png

    Select the answer type as Date.

    Screenshot_2021-12-22_at_8.03.54_PM.png

     

    Answer Type: Multi-Column Drop Down

    When the questionnaire asks that you select one answer from a row across multiple columns, the appropriate answer type is a multi-column drop-down.

    For example: Shown below, question 1 has 3 possible responses in columns K, L, and M.  You are being asked to provide your response in one of the columns to fulfil the question requirements.

    Users can define these answer types as a multi-column drop-down in the application.

    Screenshot_2021-12-22_at_8.06.02_PM.png

    Select the answer type as Multi-Column Dropdown.

    Screenshot_2021-12-22_at_8.07.47_PM.png

    Configure the options as required and click Save to save the options.

    Screenshot_2021-12-22_at_8.11.24_PM.png

    Click Save to save the answer type.

    Screenshot_2021-12-22_at_8.12.39_PM.png

     

    Answer Type: Checkbox

    When responding to a question which has answer choices in a different column and you can select multiple answers, you can choose checkbox as an answer type.

    Screenshot_2021-12-22_at_8.14.03_PM.png

    Configure the options as required and click Save to save the options.

    Screenshot_2021-12-22_at_8.26.01_PM.png

    Click Save to save the answer type.

    Screenshot_2021-12-22_at_8.26.48_PM.png

    Importing Questions and Answers in the Same Column

    Below is an example of both questions and answers that are in the same column "B":

    Screenshot_2021-12-22_at_9.02.13_PM.png

    To import the excel questionnaire with Q&A in the same column follow steps below:

    1. Import the file into the project

    Screenshot_2021-12-22_at_9.09.16_PM.png

    2. Select column B and mark as Question

    Screenshot_2021-12-22_at_9.15.37_PM.png

    3. Select the B column and click the arrow next to Answer on the floating toolbar. Then click Mark Rest as Answer.

    Screenshot_2021-12-22_at_9.26.02_PM.png

    4. A confirmation Popup is displayed

    Screenshot_2021-12-22_at_9.29.05_PM.png

    5. Check to make sure you have all the rows you need listed in the Applicable to Rows.

    Screenshot_2021-12-22_at_9.32.39_PM.png

    Note:

    • You can use comma "," as a delimiter to add/specify more rows in the Applicable to Rows field
    • You can also specify a range of rows. For eg: 3,5,7,9,11-19,23,25-32,35

    6. Review the markings and click Import

    Screenshot_2021-12-22_at_9.41.46_PM.png

     

    Note: You can import few question and answer in the same column, and the rest in different columns too. While configuring each, you can specify the rows for which it has to be applied.

    Screenshot_2021-12-22_at_9.48.47_PM.png

    • In the above example, questions are configured in column A. Row number 3 is configured as Answer in Column A and row number 5 in column A is configured as Question and row number 5 in column B is configured as Answer.
    • If Row number 3 under column A is configured as both Question and Answer, on export, question will be replaced by the answer.
    • If Row number 2 is configured as Question and Row number 3 as Answer, both question and answer will be exported.

     

    Once all the answer types have been configured, click Import to initiate import process.

    Screenshot_2021-12-22_at_8.38.36_PM.png

     

    Upload Word or PDF Document

    After creating a project, follow the instructions below to import a Word or PDF file:

    1. Go to the project, and under the Sections tab, click Import Files.

      Image_27-3-2023_at_1.24_pm.jpg

    2. Select the Word document (.docx) or PDF (.pdf) file by either dragging it onto the screen or selecting it from your computer or any of the storage integrations available such as Google drive, Dropbox, Box, etc.
      Importing_and_Mapping_a_Microsoft_Word_Document_in_RFPIO_-_SECTIONS_2022-01-06_at_2.25.41_PM.jpg

    Once a Word file has been loaded into the application, it can be mapped (or configured) to import the content. To map a Word document for import, follow the instructions below:

    1. First, locate the sections within the document and highlight the text. Then, click Section from the Mark Options toolbar. Next, select Auto Identify to locate and select all sections within the document. Review the suggestions in the pop-up window, then click Apply.
      Screen_Recording_2022-01-06_at_03.55.04_PM.gif
      Note: Auto Identify uses the style guides within the document to identify content (e.g. sections and questions). If styles are not used in the original document, we will not be able to Auto Identify content.
    2. Next, similar to how the sections were mapped, do the same for the questions. Locate the questions within the document and highlight the text. Then, click Question from the Mark Options toolbar. Next, select Auto Identify to locate and select all questions within the document. Confirm the selections in the pop-up window, then click Apply.

      Screen_Recording_2022-01-06_at_04.15.28_PM.gif

    3. To identify answers, select the appropriate text, then click Answer under Mark Options.
      Screen_Recording_2022-01-06_at_04.23.17_PM.gif
      Best Practice: As an effective way to map a Word document, it is recommended that once all sections and questions have been marked, use Ignore to disregard anything that is not part of an answer, then use Mark Rest as Answer to mark all answers in the document.

    4. Double-check the document mapping by scrolling throughout the document. Click Save to save your progress. When finished, click Import.

      RFPIO_-_Import_2022-01-06_at_4.24.06_PM.jpg

    For a complete list of mapping definitions, refer to the Import Mapping Options article.

    Note: If there are identical questions with different answers, we consolidate those questions into one question with multiple answer types upon import.

    Working with Tables in a Word Document

    RPFIO can also map table content within Word documents. To learn how to configure tables in a Word document, refer to Mapping Tables in a Microsoft Word Document.

    Working with Checkboxes in a Word Document

    We can also handle checkboxes within Word documents. To learn how to configure checkboxes in a Word document, refer to Mapping Checkboxes in Microsoft Word Documents.

     

    Adding Questions to a Section

    Once the sections are created, you can manually add more questions to a section.

    1. Click on a section. Mouse over the header to display the menu icon (three stacked dots). Click it to display the menu and select + Add Questions.

    Display_Section_Menu_-_Add_Questions_List_View.png 

    1. The Add questions pop-up is displayed. Enter the question and the information about it (Authors, Reviewers, etc.). You can enter more than one with the same characteristics by pressing Enter at the end of the question.

      Specify the answer type information. Select Index if the label should be stored in the Content Library with the Q&A pair. Select Required if an answer must be entered for the question.

      Click Advanced Settings to specify if the answer number should be generated automatically or manually.

    Add_question_1.PNG

    If you have multiple questions, you may want to select Queue Email Notification so the authors and reviewers get one email with all their questions instead of getting multiple emails.

    1. Click Add.

    Tip: You can assign authors by entering the author names or can search and add authors.

     

    Assigning Authors and Reviewers

    Once the sections are created, you can assign authors and reviewers to the section.

    Assigning Authors to All the Questions in a Section

    1. From the Sections list, click the menu icon and click Manage Users.
      Add_authors_2.PNG

    2. The Manage Users pane appears, open to the Authors tab. Click Add Authors.

    Add_authors_3.PNG

    Begin entering the name of the first author. The system will suggest a list of users that meet your criteria. You can also enter "%" to see a list of possible authors. An author can be a person or a team.

    Add_authors_4.PNG

    Alternatively, click Help me choose authors. You can see the available authors, their role and how many questions they have been assigned as authors and reviewers. 

    Add_authors_5.PNG

    You can search for users from the Search Users text box. To add users, select the checkbox associated with them.

    Click SUBMIT. The authors will be added.

    Tip: Existing authors can be removed and the section can be reassigned to other team members.

    1. Click in the Author Due Date field to specify a due date, then specify the time and timezone. 

    Add_authors_6.PNG

     

    1. Optionally you can send a message to the author(s) by entering it in the Message Authors box. Switch the toggle on, to track this message in section comments.
      You can click Queue & Notify Later if you will be making multiple assignments for the same people. They will receive one email with all their notifications. Click Save to assign the author(s) and send an instant notification.
      Add_authors_7.PNG

    Assigning Reviewers

    1. From the Sections list, click the menu icon and click Manage Users.
      Add_authors_2.PNG
    2. On the Manage Users pane, click Reviewers. Select the Review Process. Choose:
       - Any if any reviewer can complete the review, even if there are multiple reviewers
      - All if all reviewers must complete the review
      - Sequential if all reviewers must complete the review in a specific order
      Click Add Reviewers.
      Add_reviewers_1.PNG

    3. Begin entering the name of the reviewer. The system will suggest valid reviews as you type. Type "%" to see a list of reviewers. Select the reviewer.

    Add_reviewers_2.PNG

    Enter any additional reviewers. If you have chosen Sequential for the Review Process, you can click and drag the handle of a reviewer to change the order.

    Click in the Reviewer Due Date field to see a calendar. Click on a date to select it. Choose a time and a timezone.

    If you want to send a message to the reviewers, enter it. Select Track as section comments to include the message in the section comments.

    When you are finished, click Save.

    Alternatively, click Help me choose reviewers. The Select Reviewers screen will be displayed with information about the reviewers' roles and current workload.

    Add_authors_5.PNG

    You can search for users from the Search Users text box. To add users, select the checkbox associated with them and then click Select.

    Tip: Existing reviewers can be removed and sections can be reassigned to other team members.

    1. Click ASSIGN AND SEND NOTIFICATION to assign reviewers and send an instant notification. Click ASSIGN AND QUEUE NOTIFICATION to assign reviewers and queue a notification. You can send the queued notification later.

    Responding to Questions

    Once authors are assigned and notification sent, the users assigned as authors will receive notification mail on their registered email address.

    To respond to questions, you can follow the steps below:

    1. Click the link in the email and log in to Responsive. The assigned section will be displayed.
    1. Click on a question to respond to it. Recommendations are displayed on the pane on the right. To apply a recommended answer, click Apply Answer mceclip3.png icon (mouse over the answer to see the icon). 
      Respond_2.png
    1. You can also search for recommendations. Clicking the filter icon, enter search criteria and then click Apply.

    Respond_3.PNG

    1. You can type in the answer and respond to questions, select options from menus or radio buttons, and select checkboxes.
    2. Click Save and Next to navigate to the next question.
    3. Once all questions are answered and there are no reviewers, click Complete Section. If a question has a reviewer, it will be marked with a yellow highlight.
      Respond_4.PNG

     Alert!

    When there are multiple authors assigned for a section, if any of the authors tries to complete the section while others are working on their assigned questions, an alert is displayed to inform about the unanswered questions.

    Respond_6.PNG

     

    Once the section is completed, the status of the section changes from in progress to completed and will be displayed as shown below:

    Respond_8_-with_highlighted_check.png

    1. If reviewers are assigned for the section, instead of COMPLETE SECTION, the option SUBMIT FOR REVIEW is displayed.

    Submit

    1. Once the section is submitted for review, the status of the section changes from In Progress to Pending Review and will be displayed as shown below: 

    Pending 

    A green tick icon is displayed near the user avatar, indicating which user submitted the section for review. 

    1. Successfully submitting for review will trigger an email notification to the reviewers.

    mceclip11.png

    1. Click REVIEW SECTION. You will be navigated to the application.
    2. Click on a question.
    3. Once the answer is reviewed, switch the REVIEWED toggle.
      Answering
    4. Once all questions have been reviewed, click COMPLETE REVIEW. A success message will be displayed on successfully completing the review.
    5. When the section is marked as complete after review, the status of the section changes from Pending Review to Completed and will be displayed as shown below:

    Section 

    1. You can also view the green tick icon near the user avatar, indicating which user completed the section. 

    Alert!

    • When there are multiple reviewers assigned for a section, if any of the reviewers tries to submit the section for review while others are working on their assigned questions, an alert is displayed to inform about the unanswered questions.

    Submit

    • If you attempt to submit the section for review, an alert message with the count of unanswered questions will be displayed.

    Unanswered

     

    More Actions at Question Level

    • Viewing Authors, Reviewers and Guests: Avatars of the authors, reviewers and guests of the section are displayed on the top right of the question card. Multiple authors, reviewers and guests of the question are grouped with a +count and are displayed on mouse-hover.
      Authors - Reviewers - Guests.png
    • Clarification: You can add clarification on questions by clicking the three-dot and selecting Clarifications. You can then add the post on the Clarifications pane.

    Clarifications.png

    • Comments: You can add comments on questions by clicking the Comments icon associated with the question and then adding the comment in the Comments You can send message to a specific user by entering @username or to the entire team by entering @team.

    Comments.png

    • Flag for Follow-up: To enable flag, click the flag icon. For details on flag color coding, you can refer to Color Code for Flags.

    Flags.png

    • Activities: To view the activities associated with a question, click More Options icon > Activities or switch to the Activity tab on the right pane. The activities will be displayed as shown:

    Question Level Activities.png

    • Tasks: To view the tasks associated with a question, click More Options icon > Tasks. The tasks will be displayed as shown:

    Tasks.png

    • Project Notes / Obligation: To view or add project notes with a question, click More Options icon > Project Notes. The Project Notes will be displayed as shown:

    Obligation - Project Notes.png

    • Merge Tags: To view or add merge tags with a question, click More Options icon > Merge Tags. The Merge Tags section will be displayed as shown:

    Merge Tags.png

    You can add the required tags by clicking on the respective tabs. Copy the tag name from the right-side pane and paste in the response area. Values for merge tags can be specified from View > Merge Tags

    • Save in Library: To save the responses in answer library, turn on the toggle switch associated with Save in Library.
    • Attachments: To add any attachment to the response, click Attach Files Attach File - Icon.png icon.

    Attach Files - Modal.png 

    You can browse and attach files from Project Documents, Content Library, and your Computer. 

    • Answer Library Settings: To view/modify Answer Library Settings, click on the Settings - Icon.png icon.

    The Update Answer Library Setting pop-up will be displayed. Make the required selections and click SAVE.

    Save in Library Settings.png 

    • Answer Library Used and Edited: If the response is applied from the Answer Library the Library Used and Edited - Icon.png icon will be displayed along with the question.

    Library Used.png

    • Auto-Respond: Finds the best matches from the Content Library and applies them to the questions with a click of a button.

    Auto-Respond.png

    • Audit Answers: Quickly audit the response to identify and manage duplicate responses.

    Audit Answers.png

    • View Source File: You can view the source file by clicking View Source File.

    Screenshot 2023-07-18 at 12.45.36 PM.png

    • View on Source File: Navigates to the exact location of the selected section on the source file.

    View on Source File.png

    Source File Preview.png

     

     

    More Actions from Sections

    For each section, the section author can view/modify the following:

    • Properties: Clicking View Properties, will display the section properties:

    View Section Properties.png

    • Section Comments: By clicking Section Comments you can view any section comments as well as can add new comments.

    Section Comments.png 

    Alert!

    While adding new comments, if an attempt is made to send message to a non-team member, an alert message will be displayed seeking permission to add the user to the project team.

    @mention non-team member.png

    • Section Preview: Clicking Preview Section displays a preview of the questions and responses of the selected section in a pop-up window.

    Section Preview.png

    • Attach Files: Section authors can attach files to the questions in the section, by clicking Edit > Attach files. The Attach Files pop-up is displayed.

    Attach Files - Modal.png

    You can browse and attach files from Project Documents, Library, and your computer. 

    • Auto-Respond: Finds the best matches from the Content Library and applies them to the questions with a click of a button.

    Auto-Respond.png

    • Audit Answers: Quickly audit the response to identify and manage duplicate responses.

    Audit Answers.png

    • Save as Template: Sections can be saved as Templates to a collection that can be reused. 

    Section Templates.png

    • Update Privacy: Manage the privacy settings of the section.

    Manage Section Privacy.png

     

    Exporting Responses

    Once the responses are complete and sections are reviewed, the responses can be exported to a template or the source file.

    To export responses, follow the steps below:

    1. On the Manage Sections page, click Export on the top right.

    Export Responses.png

    Alternately, you can select Export Responses from the Menu option.

    1. The Export page will be displayed. Click New Export Package to create a new package.

    New Export Package.png

    On the Create Export Package page, you can select the sections you want to include in the Export as well as choose the export type.

    Create New Export.png

    1. Enter the name for the package file.
    2. Select the Export type. You can choose between Source/Default Excel or any of the other templates formats.
    3. Switch between Section View or Imported File View.
    4. Quickly find the section you are looking for using the search box.
    5. Select the sections you want to include in the package.

    Exporting in Source or Default Excel

    Once you've set up the sections, you can customize the export settings to meet your requirements. The Export Settings step offers the following options.

    Export Settings.png

    1. Choose if you want to include the report.
    2. Choose how you'd like the attachments to be included in the export. You have the option to keep your previous preference, embed the attachments within the export document, or export them into a dedicated Attachments folder.
    3. Select the attachments you want to include in the export package.
    4. Select the responses headers you want the export to include in the exported document.
    5. You can export in Application Font, Source Font (Normal Style) or can select Custom Font (supported by the application). Select the required options.
      If Custom Font is selected, specify the Font Family, Size, Font Color, and the Background Color.
      Export Package - Custom Font.pngNote: You can specify the Font Color and Background Color in the following ways:
      1. Specifying the Hex code
        mceclip2.png
      2. Specifying the RGB (R, G, B) values
        mceclip1.png
      3. Clicking on the desired color
        mceclip0.png
    6. Select a preference for the response prefix.
    7. To get a preview of the final document's appearance, click on Preview.

    8. Next, Click EXPORT. A package request is submitted and a success message is displayed as shown:

    Package Request - Success Toast.png

    The exported package is displayed as shown. To download the file, click Download.Download Export Package.png

    Tip:

    The following options are available for an export package on the three-dot context menu.

    • Make a Copy: Create a copy of the export package.
    • View Export Configuration: View the configuration used to generate the package.
    • Rename Package: Update or modify the package name.
    • Delete: Remove the export package.
    • Storage Options: If you have cloud-storage integration configured, you can save the export directly to the selected storage option.
      Note: Cloud-storage options are an add-on feature and must be enabled prior to use. Contact your account manager, or accountmanagers@Responsive.com, to enable it.

     

    Exporting to Other Template Formats

    To export the project in Word, PPTX or PDF format, select the appropriate option from the Export Type drop-down.
    Export Package - Update Export Format Option.png

    Then, click Update Export Format. An Update Export Format pop-up is displayed.

    Update Export Format - Model.png
    Choose if you want the export to be formatted as a Table or Paragraph. Click Update and then click Next to proceed.

     

    In this step, select a style template or upload a new one by selecting New Template. Then, click Next to proceed to the export settings.
    Export Template.png
    Note: You can use the search box and filter options to quickly find the template by name, tab or business unit (if enabled).

    The Export Settings step offers the following options.

    Export Settings - Other Formats.png

    1. Displays the selected template. Click Change to go back and choose another template.
    2. Choose if you want to include the report.
    3. Select the attachments you want to include in the export package.
    4. Choose how you'd like the attachments to be included in the export. You have the option to keep your previous preference, embed the attachments within the export document, or export them into a dedicated Attachments folder.
    5. Select the responses headers you want the export to include in the exported document.

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