If you’re tired of copy-pasting RFP questions into spreadsheets, or hunting down past responses buried in email chains, you’re not alone. This guide is for anyone looking to cut out the busywork and actually use the tools built into Responsive to streamline RFP importing and response mapping. Whether you’re the team’s RFP wrangler or just got “volunteered” for the job, I’ll walk you through what works, what’s clunky, and how to avoid the usual headaches—without the fluff.
Why bother importing and mapping RFPs?
Let’s be honest: RFPs are repetitive, and nobody wants to rewrite the same answer for the hundredth time. Importing questions and mapping them to your existing content library in Responsive saves time, reduces errors, and gives you a fighting chance at meeting tight deadlines. If you’re not doing this, you’re basically working double.
But Responsive is a big tool, and some features make more sense than others. This guide sticks to the practical stuff, not the demo reel.
Step 1: Prep your RFP questions for import
Before you even touch Responsive, make sure your RFP questions are in decent shape. Garbage in, garbage out.
- Format matters. Most folks get RFPs as Word docs, Excel files, or PDFs. Responsive handles Excel and Word best. PDFs are hit-or-miss—if you get one, try to convert it to Word or Excel first.
- Keep it clean. Remove extra spaces, headers, or weird formatting. Each question should be in its own row (Excel) or clearly separated (Word).
- Columns to include: At the bare minimum, you’ll want:
- Question
- Section/Category (if available)
- Any reference numbers or IDs from the original
Pro tip: The less cluttered your import file, the less manual fixing you’ll need to do later.
Step 2: Import questions into Responsive
Here’s where you actually bring your RFP into Responsive. Don’t expect magic—Responsive can’t read minds or fix broken files, but it’s solid when you stick to supported formats.
- Log in to Responsive.
- Start a new project (or open an existing one): Go to your dashboard, hit “Create Project,” and fill in the basics. If you’re adding to an existing project, just open that up.
- Find the import option: Usually labeled “Import Questions” or similar. Responsive changes UI labels now and then, but it’s always somewhere in the main project screen.
- Upload your file: Select your cleaned-up Excel or Word doc.
- Map the columns: Responsive will try to auto-detect columns (like “Question” or “Section”). Review these carefully—if it guesses wrong, your import will be a mess.
- Preview and import: Double-check the preview for any weirdness. If it looks good, go ahead and import.
Stuff that doesn’t work well: - Importing from PDF directly (just don’t) - Files with merged cells, comments, or lots of formatting - Questions buried in paragraphs or tables inside Word docs
Step 3: Map imported questions to existing answers
This is where you save real time. Responsive’s answer library (sometimes called Content Library or Knowledge Base) is your gold mine. But mapping isn’t always automatic.
3.1 Use auto-suggestions (but don’t trust them blindly)
Responsive tries to match imported questions with existing answers using keywords and some fuzzy logic. Sometimes it nails it. Sometimes, not so much.
- Review every suggested match. If Responsive links to an old or irrelevant answer, you’ll look sloppy. Click through and read the answer—don’t assume.
- Edit or override as needed. If the suggested answer is outdated or only half-right, update it or swap in a better one from your library.
3.2 Search for answers manually
Auto-mapping is convenient, but you’ll almost always have a handful of questions it just can’t match.
- Use the search bar: Type in keywords from the question to pull up possible answers.
- Filter by tags or categories: If your answer library is organized, filters can help you zero in faster.
- Copy, tweak, paste: Sometimes the right answer is close, but not perfect. Copy it, edit as needed, and save yourself from rewriting the whole thing.
Pro tip: If your library is a mess, take notes on questions you keep rewriting. That’s a sign you need to invest some time cleaning up or adding to your library.
Step 4: Handle mismatches and gaps
No matter how good your system is, you’ll always have questions that don’t have a ready-made answer.
- Flag gaps: Responsive lets you tag or flag questions that need input from subject matter experts (SMEs). Use this—don’t try to fake it.
- Assign owners: Tag the right person or team. The clearer you are about who’s on the hook, the less chasing you’ll do later.
- Track status: Mark mapped answers as “complete” and open items as “in progress” or “needs review.” This keeps things moving and avoids last-minute scrambles.
What to ignore: Don’t obsess over mapping every single question on the first pass. Prioritize high-value or common questions, and loop back for the edge cases.
Step 5: Review, edit, and finalize
Imported and mapped? Nice. But don’t hit send yet.
- Review for context: Sometimes a “perfect” answer in the library doesn’t quite fit the specific RFP. Adjust for tone, customer name, or unique requirements.
- Check formatting: Responsive’s editor is decent, but formatting from Word/Excel can get wonky. Fix bullet points, tables, and spacing.
- Run a sanity check: Get a second set of eyes (if possible) to catch anything weird or repetitive.
Pro tip: Keep a “final check” checklist handy—things like customer name, compliance requirements, and deadlines. It’s easy to miss details when you’re moving fast.
Step 6: Save good answers back to the library
Don’t let your hard work disappear after this RFP.
- Add new or improved answers to your library: If you rewrote something or filled a gap, save it for next time.
- Tag answers smartly: Use clear, specific tags—avoid generic ones like “standard” or “general.” You’ll thank yourself later.
- Clean up duplicates: Responsive sometimes creates multiple versions of similar answers. Merge or delete as needed.
Ignore the urge to “organize everything later.” Do it now, while it’s fresh.
What actually works—and what to skip
Works well: - Importing from clean Excel/Word files - Mapping common questions to well-tagged answers - Using the SME assignment/tracking features
So-so: - Auto-mapping for complex or technical questions - Importing from messy files or PDFs
Not worth the hassle: - Trying to automate everything - Skipping the review step (you’ll regret it)
Keep it simple and keep improving
Don’t overthink it. The goal is to get faster and more accurate every time you handle an RFP. Start with a clean import, map what you can, flag what you can’t, and save your work for next time. Responsive is a solid tool when you use it for what it’s good at—helping you avoid grunt work and repeat mistakes.
Iterate as you go. Every RFP is a chance to get a little better, not chase perfection.