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Enabling and Managing Intakes

Overview

The Intake feature is designed to help teams submit their project request as Intakes to the RFP team. The intake will be submitted to the designated user(s), who will approve it or reject it. 

Select the applicable tab for your edition of Responsive.

  • Enabling Intake Management

    To enable intake management, you can follow the steps below:

    1. Login to Responsive with valid credentials.
    2. Click avatar icon and select Organization Settings. The Organization Settings >Manage Users page will be displayed.
    3. Click INTAKE SETTINGS.
    1. The Manage Intake section will be displayed. Turn on the toggle switch associated with Intake (Disabled).

    The section will be expanded as shown below:

    1. Enter the email address of users who should be notified on creating a new Intake.

    Note: Multiple email addresses can be specified.

    1. Click SUBMIT. Successfully enabling Intake will display a success message.
    2. In the Intake Metadata section, you can pre-define values for fields that will be auto-populated while creating intake.
    3. Click edit icon associated with Intake Metadata.
    4. Turn on the toggle switch associated with Intake Metadata (Disabled). The Intake Metadata section will be expanded as shown below:

    1. Enter values for the fields that should be pre-defined on intake creation.
    2. Click Submit. Successfully enabling Intake Metadata will display a Preferences Updated message.

     

    Creating and Managing Intakes

    You can create and manage intakes from the Manage Intake page.

    Click the App launcher icon and select Intake icon  to see the Pending Intakes page.

    1. You can navigate to Pending, Accepted, Rejected, and Archived intakes tabs by clicking the respective icons from the left navigation menu. The number adjacent to the icons indicates how many intakes it has.
    2. Search and Advanced Search features make it easy to find specific intakes.
    3. My Intakes/All Intakes toggle lets users display all intakes or just their own.
    4. Customize Column lets users change the columns displayed on the page as they can in the Projects module.
    5. Click the green tick to accept the intake or the red x to reject it. Click the trash icon to delete the intake.

    Hover over the attachments icon to see information about the source and supporting documents.

     

    Users receive an email notification when they are assigned as a primary contact, when they are mentioned in a discussion, and when an email is sent to them from the Team Members tab.

    Creating an Intake

    Click New Intake on any of the Intakes page to create an intake. Enter the information in the fields and upload any source and supporting documents.

     

    When all the required fields are entered, click Create.

    Click an intake to display it on the About page.

    At the top, the About page shows the Accept, and Reject icons. Click Accept to make the intake a project. It will move from the Pending tab to the Accepted tab, and will appear in the Projects module. Click Reject to reject the intake. It will move from the Pending tab to the Rejected tab. From the left pane, you can switch to view Documents, Discussions, Team, and Survey.

     

    The right pane shows one of the uploaded documents, and allows you to preview it.

    1. The name of the displayed document. Click the arrow to choose a different one
    2. Download the document
    3. Preview the document 
    4. Close the document
    5. Display the document:
      1. Thumbnails
      2. Outline
      3. Attachments
    6. Search within the document
    7. Page through the document or enter the page number
    8. Zoom controls
    9. Switch the document to presentation mode
    10. Print the document
    11. More options, including Presentation mode, go to the first or last page, rotate clockwise or counterclockwise, enable the text selection or hand tool, scrolling, properties, and more.

    Documents Page

    Click Documents icon from the left navigation pane to see a list of the uploaded source and supporting documents. The advanced search options let you look for source documents, supporting documents, who uploaded them, and the date range in which they were created.

    Click the icon for a document to preview, download or delete it. Click +Add Documents to upload more source and supporting documents.

     

    To download or delete multiple documents, select the appropriate checkboxes. Select the checkbox in the header to select all of them. Click Download or Delete.

     

    Discussions Page

    Click Discussions icon from the left navigation pane to see any existing discussions. Click the All/My Discussions toggle to see all the discussions or just yours. The advanced search options let you look for comments by status, @mentions, keywords, who added a comment, and the date range in which the comment was created.

    Click Start New Discussion to create a discussion.

    Enter a name for the discussion and click Create. If you are the creator of the discussion, Follow discussion will be selected automatically and you will receive notification about the discussion. Click the information icon information_icon.PNG to see properties of the discussion.

    Select the More Options menu for the discussion to rename or delete it. 

    Click + New Thread to add a thread for the discussion.

     

    Enter the discussion thread. If you @mention anyone who is not already on the team, you will be prompted to add them. Attach files as needed. Click Send.

     

    Select the More Options menu for the thread to edit or delete it.

    Select the More Options menu for an attachment to preview or download it.

     

    When the thread has been resolved, a team member will click Resolve. Responsive will log who resolved the thread and when. Click information_icon.PNG to see it.

    Team Members Page

    Click Team from the left navigation pane to see the Team Members page. The Project Primary Contact is identified. You can also see if a team member has not yet been verified.

     

    Click the envelope icon to send an email to the team member.  To send an email to multiple team members, select multiple checkboxes or select the checkbox in the header. Click Send Message.

    Click + Add Team Members to add a team member. You can invite an existing user or a new one. 

    Managing Intakes

    When an intake is created, the team members will be notified.

    Accepting an Intake

    If you click Accept on the About page or the Pending Intakes page, the intake becomes a project and data from the intake is added to the project. You will be prompted to specify if the discussions and team members should be included in the project. Make your selections and click Accept.

     

    The Create Project page is displayed, populated with information from the intake. Make any changes necessary, and then click Create.

    The accepted intake appears on the Accepted Intakes page. Click the View Project icon to see the Project Dashboard in the Projects module. Click Delete icon to delete it.

     

    After an intake is approved, additional items appear on the menu.


    Note: You cannot archive an intake directly; it must become a project first. After the project is archived it will appear on the Archived Intakes page.

    Rejecting an Intake

    If you click Reject for an intake, you will be prompted to enter the users who should be notified and a reason for the rejection. The intake is moved to the Rejected Intakes page. Click the information icon to see the reason for the rejection and the reopen icon to move it back to the Pending Intakes page.

     

    About Project Page

    The About Project page only appears on the left menu after the intake has been accepted. It shows information about the project. Click View Project to see the project in the Project module.

     

    Overview Page

    This dashboard overview is available from the menu after an intake has been accepted. 

     

    It shows the following:

    • Project due date
    • Number of team members
    • Number of pending tasks
    • Number of sections with their status (Not Started, Pending, In Progress, Completed)
    • Number of questions with their status (Not Answered, Answered)
    • Status by authors, reviewers, or guests
    • Project stage information.
    • Answer Library and Auto Respond usage (Not Answered, Manual, Auto Respond Used and Edited, Auto Responded, Answer Library Used and Edited, Answer Library Used).

    Hover over the graphs to see details.

    Sections Page

    After an intake is accepted and a file has been uploaded, the Sections option appears on the menu. You can see the sections for the project, who is working on it, and the status. Click View Project to see the project in the Project module.

     

     

     

     

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

    Enabling Intake Management

    • To enable intake management, you can follow the steps below:

      1. Login to Responsive with valid credentials.
      2. Click avatar icon and select Organization Settings. The Organization Settings >Manage Users page will be displayed.
      3. Click INTAKE SETTINGS.
      1. The Manage Intake section will be displayed. Turn on the toggle switch associated with Intake (Disabled).

      The section will be expanded as shown below:

      1. Enter the email address of users who should be notified on creating a new Intake.

      Note: Multiple email addresses can be specified.

      1. Click SUBMIT. Successfully enabling Intake will display a success message.
      2. In the Intake Metadata section, you can pre-define values for fields that will be auto-populated while creating intake.
      3. Click edit icon associated with Intake Metadata.
      4. Turn on the toggle switch associated with Intake Metadata (Disabled). The Intake Metadata section will be expanded as shown below:

      1. Enter values for the fields that should be pre-defined on intake creation.
      2. Click Submit. Successfully enabling Intake Metadata will display a Preferences Updated message.

    Creating and Managing Intakes

    You can create and manage intakes from the Manage Intake page.

    • Creating an Intake
    • Managing Intakes
      • Accepting an Intake 
      • Rejecting an Intake
      • About Project Page
      • Dashboard Page
      • Sections Page


        Click the App launcher icon and select Intake icon  to see the Pending Intakes page.

        1. You can navigate to Pending, Accepted, Rejected, and Archived intakes tabs by clicking the respective icons from the left navigation menu. The number adjacent to the icons indicates how many intakes it has.
        2. Search and Advanced Search features make it easy to find specific intakes.
        3. My Intakes/All Intakes toggle lets users display all intakes or just their own.
        4. Customize Column lets users change the columns displayed on the page as they can in the Projects module.
        5. Click the green tick to accept the intake or the red x to reject it. Click the trash icon to delete the intake.

        Hover over the attachments icon to see information about the source and supporting documents.

         

        Users receive an email notification when they are assigned as a primary contact, when they are mentioned in a discussion, and when an email is sent to them from the Team Members tab.

        Creating an Intake

        Click New Intake on any of the Intakes page to create an intake. Enter the information in the fields and upload any source and supporting documents.

         

        When all the required fields are entered, click Create.

        Click an intake to display it on the About page.

        At the top, the About page shows the Accept, and Reject icons. Click Accept to make the intake a project. It will move from the Pending tab to the Accepted tab, and will appear in the Projects module. Click Reject to reject the intake. It will move from the Pending tab to the Rejected tab. From the left pane, you can switch to view Documents, Discussions, Team, and Survey.

         

        The right pane shows one of the uploaded documents, and allows you to preview it.

        1. The name of the displayed document. Click the arrow to choose a different one
        2. Download the document
        3. Preview the document 
        4. Close the document
        5. Display the document:
          1. Thumbnails
          2. Outline
          3. Attachments
        6. Search within the document
        7. Page through the document or enter the page number
        8. Zoom controls
        9. Switch the document to presentation mode
        10. Print the document
        11. More options, including Presentation mode, go to the first or last page, rotate clockwise or counterclockwise, enable the text selection or hand tool, scrolling, properties, and more

        Documents Page

        Click Documents icon from the left navigation pane to see a list of the uploaded source and supporting documents. The advanced search options let you look for source documents, supporting documents, who uploaded them, and the date range in which they were created.

        Click the icon for a document to preview, download or delete it. Click +Add Documents to upload more source and supporting documents.

         

        To download or delete multiple documents, select the appropriate checkboxes. Select the checkbox in the header to select all of them. Click Download or Delete.

         

        Discussions Page

        Click Discussions icon from the left navigation pane to see any existing discussions. Click the All/My Discussions toggle to see all the discussions or just yours. The advanced search options let you look for comments by status, @mentions, keywords, who added a comment, and the date range in which the comment was created.

        Click Start New Discussion to create a discussion.

        Enter a name for the discussion and click Create. If you are the creator of the discussion, Follow discussion will be selected automatically and you will receive notification about the discussion. Click the information icon information_icon.PNG to see properties of the discussion.

        Select the More Options menu for the discussion to rename or delete it. 

        Click + New Thread to add a thread for the discussion.

         

        Enter the discussion thread. If you @mention anyone who is not already on the team, you will be prompted to add them. Attach files as needed. Click Send.

         

        Select the More Options menu for the thread to edit or delete it.

        Select the More Options menu for an attachment to preview or download it.

         

        When the thread has been resolved, a team member will click Resolve. Responsive will log who resolved the thread and when. Click information_icon.PNG to see it.

        Team Members Page

        Click Team from the left navigation pane to see the Team Members page. The Project Primary Contact is identified. You can also see if a team member has not yet been verified.

         

        Click the envelope icon to send an email to the team member.  To send an email to multiple team members, select multiple checkboxes or select the checkbox in the header. Click Send Message.

        Click + Add Team Members to add a team member. You can invite an existing user or a new one. 

    Managing Intakes

    When an intake is created, the team members will be notified.

    Accepting an Intake

    • If you click Accept on the About page or the Pending Intakes page, the intake becomes a project and data from the intake is added to the project. You will be prompted to specify if the discussions and team members should be included in the project. Make your selections and click Accept.

       

      The Create Project page is displayed, populated with information from the intake. Make any changes necessary, and then click Create.

      The accepted intake appears on the Accepted Intakes page. Click the View Project icon to see the Project Dashboard in the Projects module. Click Delete icon to delete it.

       

      After an intake is approved, additional items appear on the menu.


      Note: You cannot archive an intake directly; it must become a project first. After the project is archived it will appear on the Archived Intakes page.

      Rejecting an Intake

      If you click Reject for an intake, you will be prompted to enter the users who should be notified and a reason for the rejection. The intake is moved to the Rejected Intakes page. Click the information icon to see the reason for the rejection and the reopen icon to move it back to the Pending Intakes page.

       

    About Project Page

    The About Project page only appears on the menu after the intake has been accepted. It shows information about the project. Click View Project to see the project in the Project module.

     

    Overview Page

    This dashboard overview is available from the menu after an intake has been accepted. 

     

    It shows the following:

    • Project due date
    • Number of team members
    • Number of pending tasks
    • Number of sections with their status (Not Started, Pending, In Progress, Completed)
    • Number of questions with their status (Not Answered, Answered)
    • Status by authors, reviewers, or guests
    • Project stage information.
    • Answer Library and Past Project usage (Not Answered, Manual, Auto Respond Used and Edited, Auto Responded, Answer Library Used and Edited, Answer Library Used).

    Hover over the graphs to see details.

    Sections Page

    After an intake is accepted and a file has been uploaded, the Sections option appears on the menu. You can see the sections for the project, who is working on it, and the status. Click View Project to see the project in the Project module.

     

     

     

     

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