RFP Project component (created documents)

This component allows you to upload an RFP response document, answer the questions using stored or external content, mark the question and answer paragraphs in the document to structure content for use and database storage, and then build the document so the finished RFP can be sent to your customer. There are several other functions that enable you to manage the RFP content in Upland Qvidian. This component is only available when using the document type.

When you first create a new project using the RFP Project component, the Load RFP dialog displays so you can load and start working with the RFP. Close this dialog to display the RFP Project Component dialog.

Note: When you are working with a Microsoft Excel RFP, you need only use the "Load RFP" action.

Load an RFP

When you load an RFP (or supplemental file), the RFP will display under the RFP Project component's grid and on the Included Sections area of the project panel. Once loaded and saved, you can click on the RFP to display its Workspace panel, where you can open, answer the RFP questions, and mark the document. When loading an Excel RFP, the rows of the spreadsheet display in the grid. You cannot mark an Excel RFP. You must open the file and then manually insert the answer for each question row. Only the entire spreadsheet can be opened; individual records cannot.

  1. Click the Load RFP link to display the Load RFP dialog.
  1. Click the ellipsis … beside the Load this file field to retrieve the file. The file name populates the Save File in Qvidian As field. You can modify the file name in the Save File in Qvidian As field to a more descriptive name which will display in the Description column on the RFP File grid and on the Required panel for the RFP Project component.
  1. Select the check box next to either RFP response or Supplement to response.
  2. (Optional) Select the Build Separately check box to build this file separate from other files that have been included in an RFP project. For example, if a customer submits two files, one is the RFP file and the other is an instructional file providing directions on the completion of the RFP. These files are maintained in the RFP project, but the RFP file and the instructional file are built separately.
  3. (Optional) Select the Preserve Word Styles check box to preserve all Word styles in the RFP document. Each style in the document will be renamed with _0 at the end of the style name. Upon building the document all styles will be retained. If you want the RFP document to be formatted by the Word styles of the template you select in Upland Qvidian to build the document, do not check the box. Upon building the document, the styles in the RFP document that match the styles in the selected Qvidian template will be changed accordingly.
  4. Select the Always prompt me to load an RFP Response File when I start a new RFP Project check box if you want the Upload RFP dialog to display when a new RFP project is created.
  5. Click Save. The RFP Project component dialog re-displays and the RFP file is displayed on the grid and on the Required panel for the RFP Project component.

View and edit RFP properties

Once an RFP file displays on the grid, you can view and edit its properties.

  1. On the grid, select the RFP file (or supplemental file) and then click the Properties Properties button icon to display the RFP Properties dialog.
  2. (Optional) Modify name that displays in the Description column on the RFP files grid and under the RFP Project component on the Required panel for the RFP Project component.
  3. (Optional) Select or clear the Build separately from other files in this project box.
  4. Click Save to save any changes or Cancel to close without saving changes.

Download an RFP file

Once an RFP file displays on the RFP Project grid, you can download it to a folder location external to Upland Qvidian.

  • Select the RFP file and then click to display the Open/Save dialog.
    • Click Open to display the file in Word, PowerPoint or Excel as applicable.
    • Click Save to save the file to a specified folder destination.

Note: If you have downloaded the Qvidian Add-In Toolbars and configured your system appropriately, you can use the Qvidian - Standard Add-in Toolbar when the document, presentation, or spreadsheet is opened. For information on installing the Qvidian add-in toolbars for Microsoft Office, see Legacy add-ins for Microsoft Office .

Revisions

After you load an RFP file, a revision of this file will automatically be created when any one of the following occurs: a question or answer is added or edited, the file is marked, answers are returned as assigned questions from ProSearch/other users, etc. Preserving revisions of RFPs enables you to revert to a specific revision. You can also manually create a revision of any of your RFP files at any time.

Revisions will be tracked for all users who make changes to the RFP file, but only users who can access the RFP Project component grid can access this RFP File Revisions dialog. RFP Team Members, who are just assigned questions within an RFP, will not have access to this page.

A revision stores all data related to the RFP, including assignments, status values, accepted answers, and Compliance Matrix information. To keep revisions in sync with the rest of the product, certain changes, such as the deletion of a user or a content record, will also affect the revision. For example, when you delete users, their assignments are removed from the active RFP as well as previous revisions.

Maintaining revision capabilities on RFPs helps protect against periodic corruption issues or accidental changes to the RFP that are manifested during the build process. To avoid extensive work to revert to a previous version, the Revisions action provides this version security. This action should be used before marking and saving an RFP file, metadata (properties) changes, or any other significant updates you want to capture in a revision.

Each time an answer is added for a question, a revision is automatically created. If, for example, you have answered 40 questions in a session, there will be 40 revisions made. You can manually delete any unwanted revisions, or your administrator can work with the following Global Settings that control how many revisions you want to keep and for how many days.

  • AutomaticRFPRevisionTracking: Enables revision tracking for each RFP file so that when you load it, all modifications to the file will be tracked and included in a created revision. The default is ON.
  • RFPRevisions_KeepAtLeastNRevisions: Specifies the number of revisions you want to keep for each RFP file. The default is 10 revisions. You can use this setting in conjunction with the "RFPRevisions_KeepForAtLeastNDays" setting.
  • RFPRevisions_KeepForAtLeastNDays: Specifies the number of days you want to keep the number of revisions. The default is 10 days. You can use this setting in conjunction with the "RFPRevisions_KeepAtLeastNRevisions" setting.

Using the defaults as an example: You have 10 revisions to an RFP file and then you create another revision. The earliest revision created from the 11 revisions will be deleted in 10 days, leaving 10 revisions.

Note: When a revision is preserved, information on check outs is not preserved. Restoring a revision invalidates any active check outs as there may no longer be an edit in progress, or users may have later edits in progress.

  • To create a revision of the selected RFP file, click the Add Add button icon (a new revision is created on the grid), then click Close.
  • To revert to a previous revision of the selected RFP file, select a revision on the grid and click the Revert Revert button icon. The revision becomes the working RFP file that will be built in the RFP Project unless another revision is applied. A revision will be created for the RFP file used before the new reverted revision.
  • To delete a revision, select it and click the Delete Delete button icon.

Order an RFP file

You can change the order of RFP files in the grid. The saved order will be the order in which the RFP files will be built in the project.

  • On the grid, select the RFP (or supplemental file), then click the Up and Down arrows to move the file up or down one position at a time.

Delete and RFP file

  • To delete RFP files or supplemental files, select the files on the grid, then click the Delete Delete button icon. You are prompted to confirm the deletion.

Working with an RFP or supplemental file

  • To display an RFP's Workspace panel, click on the RFP or supplemental file under the RFP Project component on the Assemble tab's Required Tasks panel. The Title will be the name of the RFP or supplemental file.