Answer and edit Word RFP file questions

You can conduct a search within your RFP using any of the following methods: 

• Autosearch: Right-click the cell that contains the question you want to answer and then search for the answer using one of the methods below.
  • Select Autosearch from the menu to search the library using the text in the question. Autosearch uses the entire text from the cell in the search. Once in the library, click the Add as Answer to the Selected Question icon.
  • Enter text into the Search content... field and click the Search icon or Enter. The library opens, where you can select the desired file or Bundle. Once in the library, click the Add as Answer to the Selected Question icon.
• Library Search: Select the file or Bundle from the library and then drag and drop it into the question slice for paragraph slices or the answer cell for table cells. If you are dropping content into a Word table, a dialog box will display. Select one of the following options:
  • Replace: Replaces all the content in the cell.
  • Append: Inserts the new content in the same cell, below the existing content.
  • Cancel: Cancels the drag and drop.
• Search Mode: When editing an RFP, you can activate Search Mode and search directly in your workspace rather than opening up the Library in a different window. For more information, see RFP Search Mode.

AutoFill automatically retrieves answers by matching the text in a question to a content record's properties or content. You can choose to automatically insert the top suggested answer into your RFP or display a list of the top five suggestions and select an answer manually. Project owners can run AutoFill against the entire file.

• To run AutoFill on a slice, right-click the slice and then select AutoFill. The AutoFill Configuration panel displays.
• To run AutoFill on the entire file, click the AutoFill Options icon and select Run AutoFill. The AutoFill Configuration panel displays.

For more information on using AutoFill and selecting suggested answers, see AutoFill for Word and AutoFill for Excel.

If the answer you want to add to the slice is not in a content record, you can add an answer using Word or Word for the Web, or add a blank space to edit inline. If the content you are creating has complex formatting with more than one style, such as bullets, headings and paragraphs, we recommend that you add your answer using Word or Word for the Web. The EnableOffice365 global setting must be turned on to edit in Word for the Web. If these settings are not turned on, Add Answer will automatically open a blank Word document.

1. Right-click the slice that contains the question you want to answer and then select Add Answer from the menu. The "Add New Answer" dialog box displays.
2. Select one of the following options:
   • Add with Word: Opens a blank Word document. If the RFP Project has been created with a Project Style Template that uses a default style, when you add an answer using MS Word, the default style will be applied to the answer.
   • Add with Word for the Web: Opens a blank Word document in Word for the Web. If the RFP Project has been created with a Project Style Template that uses a default style, when you add an answer using Word for the Web, the default style will be applied to the answer.
   • Add a blank slice and edit inline: Adds a blank slice beneath the question. If the RFP Project has been created with a Project Style Template that uses a default style, when you add an answer using inline edit, the HTML will mimic the formatting of the default style.
3. (Optional) Select the Save my selection for this project. Don't ask me again checkbox to save the option you selected above. Once saved, when you select add an answer, the system adds your answer using the preferred method. Once set for the project, this cannot be changed.
4. Click Open. Depending on your previous selection, a blank Word document opens in Word or Word for the Web, or a blank slide is added.
   • If you chose to add an answer using Word, you must click the Save button in the upper left corner to save it back to Qvidian. Dragging a Word file onto a slice with existing content will replace the content in that slice.
   • If you chose to add an answer using Word for the Web, you do not have to save your changes; it is done automatically.

If you want to add content in an existing Word file, you can add a blank space and drag the file from your computer into the Word RFP file. To add and open a blank Word document on your computer or online, see the Add an answer section above.

Note: Dragging a Word file onto a slice with existing content will replace the content in that slice.

1. Right-click the slice that contains the question you want to answer and then select Add Answer from the menu.
2. Select Add a blank slice and edit inline, and then click Open.
3. Drag and drop a Word file from any location on your computer into the new slice.

If you need feedback from someone who is not a Upland Qvidian user, you can email an RFP question to a contributor. The contributor will receive an email with a link to a portal where they can respond to the question. You can also add the text of an attached file from a contributor's response from the Emails tab of the Slice Details panel. For more information, see Email RFP questions to an occasional contributor.

If you need to change or maintain the styles of a slice you are editing, you can edit the content in Word or Word for the Web. This method is recommended if the content you are editing has complex formatting with more than one style, such as bullets, headings and paragraphs.

Note: You must have a Microsoft 365 account and the EnableOffice365 global setting must be turned on to edit in Word for the Web.

Tip: You don't need to load your questionnaire sliced if you load your questionnaire in Office for Web.

1. Right-click the slice that contains the content you want to edit and then select one of the following from the Edit option:
   • Edit Answer / Original in Word: The content opens in Word.
   • Edit Answer / Original in Word for the Web: The content opens in Word for the Web. You may be prompted to log into Microsoft 365.
2. Edit the content as desired.
3. Do one of the following:
   • If you chose to add an answer using Word, click the Save button in the upper left corner.
   • If you chose to add an answer using Word for the Web, close the Word for the Web browser window or tab. Changes to the file are saved automatically.

Note: When editing in Word for Web, if you have made changes but have not closed out of the Word document, an "incremental save" occurs periodically while the document remains open. An incremental save is when the document remains open in Word for the edit session by yourself or other users who may be editing at the same time. A committed save is when all users have closed out of the Word for Web session and changes are saved, checking the RFP back in. Additionally, the Activities Log in a project will show different messages related to saving: The message " 'Filename.docx' was saved to 'Project section name' by UserX" message when the editing session is closed by the user. The message " 'Filename.docx' edit has been closed (no incremental saves pending) in 'Project section name' by UserX" will occur if no changes were made and the editing session is closed or if the change was committed by the time the session was closed.

If the content you need for the assigned slice is not in the library, and does not require complex formatting, you can add the answer by editing the slice directly using Edit Inline. Users must have the "Allow user to perform inline editing in New projects" application permission enabled to use this function.

Caution: Opening a slice in the Edit Inline dialog box will dissociate the text from its Word styles. If your content has complex formatting, such as heading and bullets, it is recommended that you edit the slice in Word or Word for the Web to preserve the formatting.

1. Do one of the following:
   • Word slices: Right-click the slice that contains the question you want to answer, select Add Answer from the menu, select Add a blank slice and edit inline, and then click Open.
   • Word table cells: Double-click in the empty cell where you want to place the answer.
2. Edit the text in the slice or cell and use the formatting options in the toolbar to format the text as desired. Formatting options display when text is selected.

PDFs are automatically converted to unsliced Word files when they are imported to the RFP section of a project (e.g. questionnaires). After import, the unsliced Word file can be edited before being sliced.

1. Right-click the file in the workspace or click the More menu.
2. Select Slice.

Note: The Slice option is only available to project owners, users with the Role permission to "Manage Projects Owned by Other Users"/ "Manage Projects Owned by Partner/Role/Doc Type Permissions", and users assigned to the current "Write" step of the project workflow.

Multiple slices can be merged into a single slice. This can be useful if you are answering a question with multiple parts that requires content from two records and would like to combine the two slices and then edit the merged content to create a single answer. Slices that are part of the original questionnaire can be merged together. Slices added after the question was uploaded can be merged together. However, original slices and new slices, cannot be merged.

Example: If you create an answer slice by dragging and dropping content onto an original question slice, you cannot merge the two. Only owners can merge original slices. Writers can merge new slices that have been added to the RFP.

1. Select the slices you want to merge. You can press and hold Ctrl to select multiple slices or press and hold Shift while selecting two slices to select a range.
2. Right-click on the selected slices and then select More Actions > Merge.

You can remove slices that have been added to an RFP while you are assigned to that slice. Slices that contain content from the original RFP loaded into the RFP file cannot be deleted. Deletion of slices is captured and recorded as both Project activity and as an Audit Event (ID: 2021).

• Right-click the slice to delete and select Delete from the menu.

Note: If other individuals are working in the same RFP that you have deleted slices from, a refresh icon will appear in the deleted slice. Once the refresh icon is clicked, the deleted content will be removed from the slice.