RFP settings

RFP Settings let you configure organization-wide defaults for the RFP workflow. Navigate to Settings > RFP settings.

​

Default RFP assistant

Choose which AI assistant is used by default when filling RFP cells. Users can still override this per project, but the default applies to all new RFP projects. Use the Default RFP Assistant dropdown to pick a public assistant. If the selected assistant is deleted or made private, a warning will appear prompting you to select a new one.

​

Answer profiles

Answer profiles are named styles for how RFP answers are written. Each profile combines two settings, and they apply to every generated answer, whichever assistant fills the RFP:

• Answer length: Choose Concise for short answers that cover the pertinent facts, or Detailed for answers that explain how each requirement is met using the specifics in your sources.
• Instructions: Free-form instructions applied to RFP answers only, for example tone of voice, terminology, spelling conventions, or which product the answers should focus on.

Create as many profiles as your RFPs need, for example one for enterprise RFPs and another for security questionnaires. One profile is the organization default, marked with a Default badge. It applies to every RFP that has not picked a profile of its own. Use the menu on a profile to edit it, set it as the default, or delete it. The default profile cannot be deleted; promote another profile first. When a profile is deleted, RFPs that used it switch to the organization default. Profiles apply at three levels. The organization default covers everything, an RFP can pick its own profile in the RFP’s settings, and a section can pick its own in the bar shown when filling. Each picker shows the profile currently in effect, so a section that has not been given one of its own shows the RFP’s profile, and an RFP that has not been given one shows the organization default. See RFP-level settings. When you regenerate a single answer, the regenerate panel has a profile control of its own. It applies to that one answer and leaves the section’s profile alone.

​

Test a profile

Open Test this profile in the profile editor to see what the profile produces before you save it. Type an RFP question, or select Use a real question to search the questions in the RFPs you have access to, then select Generate answer. Searching covers the questions in your Answer Library, so you can test the profile against the wording your customers actually use. Those questions come from RFPs you have finished, so a brand new organization sees none yet. Examples next to it offers a short list of generic questions to use instead. The answer is generated the same way a real RFP fill generates it, searching your organization’s sources. Nothing is saved: no RFP is changed and the answer is not added to the answer library. When you have unsaved changes to the profile, the sandbox shows two answers side by side, one from the saved profile and one from your draft, so you can compare them before saving.

​

Require explicit approval for export

When enabled, each row in the RFP must receive explicit approval before they can be exported. When disabled, RFPs can be exported at any time without requiring approval. This is a default for new RFP projects. Individual projects can override this setting.

​

Spreadsheet import instructions

Choose Edit to provide import instructions (up to 5,000 characters) for future Excel/CSV files. Save your changes, or clear the field and save to restore default behavior.

​

Make all RFP answers public

Realm extracts question-answer pairs from completed RFPs into a searchable answer library. Normally, answers extracted from an RFP in a restricted project are only visible to that project’s members. When this setting is enabled, everyone in the organization can find all indexed RFP answers in search and chat, including answers from restricted projects. Enabling or disabling the setting takes effect immediately.

​

Restrict Answer Library editing to admins

By default, any user can add or remove RFP answers from the answer library. When this setting is enabled, only organization admins can edit the answer library.

​

Any member can manage RFPs

RFPs that are not part of a project can normally only be managed by their owners (the person who uploaded them plus any co-owners) and organization admins. Managing covers renaming, archiving, deleting, setting the deadline, and changing settings such as the assistant and languages. When this setting is enabled, every member of the organization who can view such an RFP can also manage it. RFPs inside a project are not affected: any project member can already manage them.

​

Tags

Create, rename, recolor, and delete organization tags here. See browsing knowledge for how tagging affects search. Tags narrow answers to specific source material. An RFP carrying a tag draws answers only from sources tagged the same way. Use tags for subject matter, such as a product area. Choose files picks the documents and folders a tag covers. Check a folder to cover everything inside it, including nested folders. Those files are what answers are drawn from when an RFP carries the tag. Always in scope keeps a tag’s content searchable for every RFP, whatever tags that RFP carries. Use it for general material such as company background.

​

Project visibility

Controls who can access projects across the organization:

• Public by default: new projects can be accessed by everyone in the organization. Each project can still be restricted individually.
• Private by default: new projects are only shown to project members, but a member can make a project public afterwards.
• Always private: projects are only shown to project members and cannot be made public. Selecting this mode also makes all currently public projects private.

​

Project roles

By default, project members can do almost everything project owners can. The permission matrix lets you restrict a small set of capabilities, for example limiting them to project owners:

• Manage project members
• Delete projects
• Mark an RFP completed

The matrix shows roles as columns and these permissions as rows. Use the checkboxes to enable or disable a permission for each role. The Owner role is built-in and always has all permissions. Organization admins can always do everything in every project, regardless of their project role. You can create additional custom roles to match your team’s workflow. To create a role, click Add Role, give it a name, and configure its permissions. To edit or delete a role, use the buttons in the matrix header. Changes are batched, so you can edit multiple permissions and save them all at once.

​

Approving rows

Approving rows is always available to project members and to the person assigned to a row, so it is not part of the permission matrix. When you turn on Enable reviewers in RFP settings, questionnaires gain a Reviewer column and the assigned reviewer for a row can also approve it. Individual RFPs can override the organization default with the Reviewer column setting in their own RFP settings.

​

RFP owners and ownership transfer

An RFP can have more than one owner. Every owner has the same rights as the person who uploaded the RFP: managing it, marking it completed and reopening it, and editing the owner list. Owners are managed from the RFP’s options menu under Manage owners. For RFPs inside a project, project owners can also edit the owner list, and a co-owner still needs access to the project to see the RFP. Ownership can also be transferred. Transfer ownership in the RFP options menu hands the RFP to another user, for example when the current owner leaves or goes on vacation. The previous owner stays on as a co-owner until removed. Deadline reminders and summaries follow the new owner. Projects can be transferred too: a project owner or admin can pick Transfer ownership in the member list under Project Settings.