If you're spending half your week copying and pasting answers into RFPs or chasing down subject matter experts for the same old info, it's time to stop the madness. This guide is for people who use Responsive to handle RFPs, RFIs, security questionnaires, and more—and who are tired of burning hours on work a robot could do better.
Let’s cut through the noise, get your time back, and make proposal automation work for you. Here’s how to turn Responsive from a fancy filing cabinet into a real productivity tool.
Step 1: Know What’s Actually Worth Automating
Not every task is a good candidate for automation. Here’s how to spot the time-wasters:
- Repeats constantly. You answer the same security question for every client? Automate it.
- Rules-driven. If a task follows clear steps—like routing a section for review—it’s fair game.
- Doesn’t require creative judgment. If a human gut check is always needed, think twice.
What not to automate:
Custom client stories, nuanced pricing strategies, or anything that changes every time. Automation is for the repetitive, not the bespoke.
Step 2: Build and Maintain Your Content Library
Responsive’s Content Library is the heart of automation, but it’s easy to let it rot. Here’s how to actually make it work:
2.1. Seed Your Library the Right Way
- Start with your best content. Don’t dump in every dusty PDF. Add well-written, up-to-date answers first.
- Organize by topic and tag like crazy. The search only works as well as your tagging.
- Assign owners. Somebody needs to be on the hook for keeping answers fresh.
Pro tip:
Don’t let “we’ll clean it up later” become your motto. Bad content in = bad content out.
2.2. Keep It Fresh
- Review quarterly. Out-of-date answers are worse than no answer.
- Set reminders or use built-in expiration features. Make it someone’s job, not everyone’s problem.
Step 3: Use Auto-Response and Answer Recommendations
This is where Responsive starts to earn its keep.
3.1. Set Up Auto-Response Rules
- Map your most common questions to preferred answers in the Content Library.
- Use exact match or keyword triggers for Auto-Response to fill in answers automatically.
Honest take:
Auto-Response is only as good as your library and question mapping. If you’re sloppy with tags or let questions drift, you’ll get mismatches or blank spots.
3.2. Use Answer Recommendations (But Don’t Blindly Accept)
- When Responsive suggests answers, review them before accepting.
- Tweak for context—a security answer for a bank might not fit a startup.
Ignore:
Temptation to “Set It and Forget It.” Always have a human check what goes out the door.
Step 4: Automate Assignments and Workflows
Passing proposals around by email? Nope. Responsive can route tasks for you.
4.1. Define Clear Roles
- Assign subject matter experts (SMEs) to topics or question types.
- Set up escalation paths for stalled tasks.
4.2. Build Workflow Templates
- Use Responsive’s workflow automation to assign sections or questions automatically.
- Set due dates, reminders, and alerts for overdue tasks.
Pro tip:
Don’t overcomplicate. Start with basic routing—add fancy steps only if you’re actually hitting bottlenecks.
What doesn't work:
Trying to automate unclear processes. If your team doesn’t know who owns what, Responsive won’t magically fix it.
Step 5: Use Dynamic Templates for Proposals
Stop reinventing the wheel for every RFP.
5.1. Create Reusable Templates
- Build templates for common proposal types, including pre-approved language, disclaimers, and standard attachments.
- Use variables (like client name or date) so templates auto-fill with current info.
5.2. Standardize, But Allow for Tweaks
- Lock down sections that should never be changed (like legal text).
- Leave placeholders for info that always needs customization.
What to ignore:
The urge to template everything. Some proposals will always need human touch—don’t fight it.
Step 6: Integrate with Other Tools (But Only Where It Helps)
Responsive offers integrations with CRMs, cloud storage, and more. Connect what actually saves you time.
6.1. CRM Integration
- Pull client info and deal data directly into proposals.
- Avoid double entry and reduce manual errors.
6.2. File Repositories
- Link to latest product sheets or case studies from your cloud storage, not your desktop.
- Make sure everyone’s pulling from the same source of truth.
Skeptical note:
Integrations are great—until they break or nobody maintains them. Don’t hook up tools you’re not committed to using.
Step 7: Track, Measure, and Improve
Automation isn’t “set and done.” Watch for what’s working and what isn’t.
7.1. Use Reporting Features
- Track which answers get reused most (and which get edited constantly—maybe they’re not as reusable as you thought).
- Monitor bottlenecks: Are certain SMEs always holding things up?
7.2. Get Feedback from the Team
- Ask what’s working and what’s annoying. Don’t just rely on the dashboard.
- Adjust workflows and content based on real use, not wishful thinking.
A Few Common Traps (and How to Dodge Them)
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Trap: Automating garbage content
Fix: Invest up front in clean, well-written answers. -
Trap: Overcomplicating workflows
Fix: Start simple. Fancy automations are pointless if the basics aren’t smooth. -
Trap: Letting automation become “out of sight, out of mind”
Fix: Schedule regular reviews—automation is maintenance, not magic. -
Trap: Making it everyone’s job and nobody’s responsibility
Fix: Assign clear owners for content, workflows, and integrations.
Keep It Simple, Iterate, and Don’t Believe the Hype
Automating repetitive proposal tasks in Responsive really can save you a ton of time, but it’s not a silver bullet. Focus on getting your content library right, build out basic workflows, and only add complexity when you’re sure you need it. Check in, clean up, and improve over time. If you keep things simple and put in a little regular effort, you’ll spend less time on busywork—and more on the parts of your job that actually matter.