How do I upload RFP questions from Word or a PDF?

RFPs come in many sizes and formats. In addition to our traditional Excel upload template, you have the option to upload a new proposal directly from a Word document when necessary. With a few clicks, you will be able to match the original RFP's format much closer than ever before. 

You can read the steps below or watch the short video here:

When you start the upload, RFP360 creates the proposal and then opens up a mapping screen
Choose the Import RFP option and then point RFP360 to your Word or PDF document. 

**Please note this needs to be the newer .docx format and we recommend converting a PDF to .docx prior to import.

Start a new Proposal and select Import RFP.

Click on the Word/Excel/PDF icon button to browse for your .docx, .xlsx or PDF, and then select your document. 

Once you select the file, it will appear below the icon.

You will be prompted to watch the tour...and we highly recommend it to orient yourself to the new functions. 

The Import tab also has a Legend that will help guide you through the upload process. The Legend will give you the icons you will need to know for mapping your Section, Questions, and Merged Questions

The Word version is converted to HTML and presented as a simplified web-page allowing you to click and drag content around where you want it with lots of handy visuals. 

The user then can map the contents of the RFP into RFP360. 

The user can select what text is:
  • Section headers
  • Questions

And Questions...

As you manually map data (identifying the Sections and Questions), you can merge or remove questions. 

Merge up to the question above

Merge completed

Compare your original to the tagged version in RFP360. Make sure the sections and questions are covered. We have 2 screens at our offices, which makes this really easy. But you can likely toggle between Word and RFP360 on one screen also. 

If your document has a table you will want to set the columns for your questions and answers. Once you set the columns you will click Set Columns. In a table you will NOT select a Section. The Section will not carry over into the Outline.

When it looks good, Save and Import.

And here is how it looks in RFP360...back to your familiar territory. You can assign out tasks, use content from your Knowledge Base, etc. 

With the completed responses, go the Export and you'll see the option to export Into the Original Word Document

When we save the source document, we copy it to become the target doc. We create pointers so that we know where to put your responses upon export. So you will have the option to export the responses back into the 'original' or export into the standard/generic export (in case you get to brand your own response). 

Go to the Export tab, if you prefer to export into the Original Word RFP, choose that option and then press the Export Proposal button.

We will then take you over to the View Exports screen where you can Download that Export or potentially any previous ones that had different response contents or if you used a Proposal Template/Style.

And finally, open the Word document for final cosmetic finishing. The styling is pulled from the original source document. Consult your Word help resources to apply your styling (if allowed by the client). 

Pro tips:

If your Word doc has a table you have to complete, the table will be created in its own section in RFP360. You will pull together your responses and RFP360 will export back out into the table as needed. You will be asked to: 
  1. Identify the question column
  2. Identify the response column
Working in tables is not rocket science, but it definitely is trickier than simple questions with answers below.

Feedback and Knowledge Base