1. RFPMonkey.com RFP Triage
Makes responding to RFPs so easy…
Well you get the idea.
Call (xxx) xxx-xxxx Access Code: xxx xxx xxx#
84% for WBT capture

2. RFPMonkey.com TrainingS
RFPMonkey.com Training
Present/explain important topics
Student exercises to practice in the tool
Please listen/watch during presentation
Please confine experiments to exercises
These slides are at
Also download the GettingStarted guide from the Support Portal

3. RFPMonkey.com TrainingS
RFPMonkey.com Training
This course assumes you are already familiar with:
Maintaining RFPMonkey libraries
Searching for approved content
Tracking RFPs and RFP assignments

4. S
RFP Triage

5. RFP Triage and RapidResponse
Use RFP Tracking to record and communicate important RFP data items such as due date, progress, status, outcome, and team assignments.
RFP Triage is within the RFP Tracking section. It allows you to load an RFP document, identify all the questions in it and quickly retrieve up to 4 suggested answers for all of those questions. Reorder suggestions, discard unwanted ones, and/or select your favorite responses. Then finally output the remaining results to a Word or CSV file to make your final assembly much easier.
Use RFP Triage to:
Make a Go/NoGo decision
Retrieve approved content for RFP questions
Add RFP content directly to library
Assign questions and/or sections to team
Output Triage results to Word or .CSV file

6. RFP Triage Topics Load an RFP document Edit Triage rows to:
Remove unwanted text
Convert certain rows to Section Headers
Merge Rows or Insert New Rows
Make a Go/NoGo decision
Add highlighting as needed
Examine the Triage pie chart
Clear highlighting
Row-level actions
RapidResponse
Manual Search
Content selection and sequencing
When no appropriate content is found
Add draft to library
Assign question
Assign section
RFP-level actions
Triage Outputs

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Loading Documents

8. Triage is within RFP Tracking. So first…
Make sure you have access
Add a tracked RFP
Include name, prospect, received date, due date
You do NOT need to create any assignments or milestones
Open one of your tracked RFPs

9. In RFP Triage, Load Document

10. Reauthenticate yourself

11. Select your RFP file You can upload various file types: PDF DOC DOCX
PPTX
CSV
TXT
Browse for an RFP file and upload it
Sometimes, you may want to edit
the doc first, and insert
Start and/or Stop points.
Use START_HERE or %%START_HERE%%
And STOP_HERE or %%STOP_HERE%%

12. Notes about files types
Microsoft Word
.DOC files are used for older Microsoft Word documents. Both .DOC and .DOCX files are easily edited if you want to remove content or insert start/stop points prior to triaging.
.DOCX files are used with modern Microsoft Word documents. They are actually .ZIP files that contain other contents including the actual document text.

13. Notes about files types
Adobe Acrobat
.PDF files are Adobe Acrobat files.
PDF files are not as easily edited as some other file types.
Positioning and formatting within PDF files is also unique to these files. This can sometimes result in content being loaded in an order different from what you would expect.
Line wrapping in a PDF file often leads to more rows being loaded into RFP Triage than you might expect.
PDF is the least favorite triage input of RFPMonkey.com staff.

14. Notes about files types
Microsoft Excel and CSV
RFPMonkey can NOT load native Excel files
Use SaveAs to make a .CSV copy
There will be 1 .CSV file per sheet/tab
Mac users select ‘Microsoft CSV’ file type or similar
There
.CSV files have multiple lines, each terminated with a ‘new line’ character.
Within each line, there may be multiple values, separated by commas.
This will result in a Triage row PER value
It’s best to remove non-question columns before saving as .CSV

15. Notes about files types
.Txt files, , and ad-hoc
.TXT files are plain text files often created using NotePad, or other similar text editors.
If you happen to receive a set of questions/requirements in an , pasting them into a .TXT file is a convenient way to load them into RFP Triage.
.TXT is technically the same as a .CSV file

16. Loaded and Ready to Triage
Triage header now shows info
about the loaded file…
Loaded RFP rows are
shown below the Triage header
… and new RFP-level action tools.
If needed, you can unload the doc
and load again.

17. RFP Triage Topics Now you know how to: Load and unload RFP documents
Edit, delete, insert, and merge Triage rows
Apply highlighting to form a Go/NoGo decision
Do row-level actions including:
RapidResponse and Manual Searches
Select, discard, and re-order suggested content
Process exceptions including:
Adding new content
Assigning questions and sections
Do RFP-level actions including:
RapidResponse to answer whole RFP
Output Triage results to Word and .CSV files

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Editing Rows

19. Loaded content may need edits
Cover pages, TOC, instructions, etc.
Section headings

20. Loaded content may need edits
These 2 rows should be
merged into a single row.

21. Loaded content may need edits
And this one needs to be
split into 2 separate rows
(a heading and a regular row).

22. Row-level Actions Click the Actions button to toggle
row-level actions on/off

23. Now you can perform various
Row-level Actions
Now you can perform various
row-level actions.

24. delete actions on/off…
Deleting Rows
Single Row
All rows before current row
All rows after current row
All rows with a specific highlight color
Click to toggle the
delete actions on/off…

25. then click to delete this single row
Deleting Rows
Single Row
then click to delete this single row

26. Deleting Rows All rows above or below current row
These are from the title page,
table of contents, and other
unwanted text. Let’s remove them...

27. … by deleting all rows above row 5.
Deleting Rows
All rows above or below current row
… by deleting all rows above row 5.

28. Toggle actions for row 5…

29. Toggle delete options…

30. Delete rows BEFORE the current row.

31. Results after delete

32. Results after delete
Unwanted rows are gone
Use this technique only at top or bottom
You can also highlight multiple rows and
then delete them.

33. Making Section Headings
Section headings from the document are read in as rows
They do NOT need to be answered
We need to edit them and set their type to Header.
Edit rows one-at-a-time

34. Making Section Headings
Toggle actions for row 1…

35. Making Section Headings
Open row editor…

36. Making Section Headings
Change the Row Type to Header.
Restart Numbering
Continue Numbering

37. Making Section Headings

38. Making Section Headings
You may also want to add a highlight

39. Making Section Headings
Now save your changes.

40. Results after edit

41. Results after edit
Header is visually differentiated
Header won’t feed into look-ups
Headers are treated differently in output
Repeat for the rest of the headers

42. Merging Rows Sometimes adjacent rows need to be merged together
Rows 6 & 7 should be treated as a single row / single look-up
We can easily merge row 7 onto the end of row 6

43. Merging Rows Toggle actions for row 6… (Always start with the top of
the rows to be merged)

44. Merging Rows
Toggle row actions…

45. Click to append row 7 onto row 6.
Merging Rows
Click to append row 7 onto row 6.

46. Results after merge

47. Results after merge
Row 6 now includes what WAS row 6 & 7
Following rows all moved up

48. Inserting Rows Sometimes rows need to be split
Sometimes you need to insert a new header or question
Here, row 10 should be split into 2 rows – a header and a normal row

49. Inserting Rows
Here, row 10 should be split into 2 rows – a header and a normal row
We will insert a new row BELOW row 10 and move the requirement to it
Then we will edit row 10 and make it a header

50. Toggle actions for row 10…
Inserting Rows
Toggle actions for row 10…

51. Inserting Rows
Toggle row actions…

52. Click to insert a new row AFTER row 10.
Inserting Rows
Click to insert a new row AFTER row 10.

53. Inserting Rows Edit the text of the new row…
The new row is not a header, so leave Highlight and Row Type alone.
Now save your changes.

54. Inserting Rows This is the new row.
Now we want to edit row 10 and make it a header…
… and remove the text we put in the new row.

55. Toggle actions for row 10…
Inserting Rows
Toggle actions for row 10…

56. Inserting Rows
Open row editor…

57. We want to trim this text out.
Inserting Rows
We want to trim this text out.

58. Inserting Rows

59. Inserting Rows

60. Set the highlight color (optional).
Inserting Rows
Set the highlight color (optional).

61. Inserting Rows
Set row type to Header.

62. Inserting Rows
Now save your changes.

63. Results after edit

64. Results after edit
Row 10 is now a header
Row 11 is a new one, and has the requirement that used to be in row 10.

65. RFP Triage Topics Now you know how to: Load and unload RFP documents
Edit, delete, insert, and merge Triage rows
Apply highlighting to form a Go/NoGo decision
Do row-level actions including:
RapidResponse and Manual Searches
Select, discard, and re-order suggested content
Process exceptions including:
Adding new content
Assigning questions and sections
Do RFP-level actions including:
RapidResponse to answer whole RFP
Output Triage results to Word and .CSV files

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Go/NoGo Decisions

67. Go/NoGo Decisions
Use RFP Triage to help you decide whether to respond to an RFP or not.
Use green highlights for easy or good-fit
Yellow for hard but answerable
Red for unmet requirements or unanswerable questions

68. Go/NoGo Decisions In this example, there are 13 rows…
4 of them are gray (headers)…
…and 8 are green. We should participate in this RFP
Only 1 is yellow (hard to answer)…

69. Go/NoGo Decisions (highlights)
As you have seen, you can set a highlight color using the editor
This is convenient if you are going to make other edits (text, row type)
You can also set the highlight color without using the editor

70. Go/NoGo Decisions (highlights)
This is an easy one.
Let’s highlight it in green.
Toggle actions for row 2…

71. Go/NoGo Decisions (highlights)
Toggle the highlighters on…

72. Go/NoGo Decisions (highlights)
Click on the green box to set a green highlight for this row.

73. Results after the highlight

74. Results after the highlight
The row has been highlighted in green
Hover over the pie chart to see percentages
Apply more highlighting as needed

75. Clearing highlights
After your Go/NoGo decision has been made, or at any other time, you may want to clear the highlighting.
Click in the Triage heading to
Remove ALL color highlighting.

76. Results after clearing highlights

77. RFP Triage Topics Now you know how to: Load and unload RFP documents
Edit, delete, insert, and merge Triage rows
Apply highlighting to form a Go/NoGo decision
Do row-level actions including:
RapidResponse and Manual Searches
Select, discard, and re-order suggested content
Process exceptions including:
Adding new content
Assigning questions and sections
Do RFP-level actions including:
RapidResponse to answer whole RFP
Output Triage results to Word and .CSV files

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Row-level Actions

79. S
Row-level Actions
By now, you know how to use these row-level tools to highlight, delete, edit, insert, and merge rows.
Now lets focus on searching for approved content that corresponds to the question/requirement in a single row.

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RapidResponse
RapidResponse will suggest up to 4 pieces of approved content that correspond to the text in this row.

81. RapidResponse and its results
Each recommendation includes:
The associated entry number
The relevancy score
Recommendation-specific actions
Each recommendation includes:
The associated entry number
Each recommendation includes:
The associated entry number
The relevancy score

82. RapidResponse and its results
You can discard entries by clicking …

83. RapidResponse and its results
… reorder entries by clicking or …

84. … or select a single favorite by clicking .
Row-level Actions
… or select a single favorite by clicking

85. RapidResponse and its results

86. RapidResponse and its results
RapidResponse gave 4 suggestions
We discarded, reordered, and finally selected a favorite response for row 5
If needed, you can also click to examine the suggestion more closely
Or click to edit the associated entry.

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Row-level Actions

88. S
Row-level Actions

89. RFP Triage Topics Now you know how to: Load and unload RFP documents
Edit, delete, insert, and merge Triage rows
Apply highlighting to form a Go/NoGo decision
Do row-level actions including:
RapidResponse and Manual Searches
Select, discard, and re-order suggested content
Process exceptions including:
Adding new content
Assigning questions and sections
Do RFP-level actions including:
RapidResponse to answer whole RFP
Output Triage results to Word and .CSV files

90. When no appropriate content is found

91. RFP Triage Topics Now you know how to: Load and unload RFP documents
Edit, delete, insert, and merge Triage rows
Apply highlighting to form a Go/NoGo decision
Do row-level actions including:
RapidResponse and Manual Searches
Select, discard, and re-order suggested content
Process exceptions including:
Adding new content
Assigning questions and sections
Do RFP-level actions including:
RapidResponse to answer whole RFP
Output Triage results to Word and .CSV files

92. S
RFP-level Actions

93. RFP Triage Topics Now you know how to: Load and unload RFP documents
Edit, delete, insert, and merge Triage rows
Apply highlighting to form a Go/NoGo decision
Do row-level actions including:
RapidResponse and Manual Searches
Select, discard, and re-order suggested content
Process exceptions including:
Adding new content
Assigning questions and sections
Do RFP-level actions including:
RapidResponse to answer whole RFP
Output Triage results to Word and .CSV files