If you’ve just landed an RFP (request for proposal) and need to wrangle a team, a mountain of content, and a tight deadline, this guide is for you. Responsive (find it here)—formerly RFPIO—is a popular RFP response management tool. But, let’s be honest: it’s not always obvious where to start, and the “helpful” tooltips can feel more like speed bumps.
This guide is a no-nonsense walkthrough of setting up a new RFP response project in Responsive. I’ll flag what matters, what you can skip, and how to keep things moving when the clock is ticking.
Step 1: Prep Before You Log In
Don’t open Responsive yet. Trust me, you’ll save time by getting these basics straight first:
- Get the RFP and all attachments in one folder. PDFs, Word docs, Excel sheets—dump them all in.
- Check deadlines. Know when the final response is due, not just when you want to be “done.”
- List your team. Who’s writing, who’s reviewing, who signs off?
- Identify key requirements. Anything that’s a showstopper or special (security, pricing, etc.)?
You want all this at your fingertips before you touch the software. It’s tempting to “just start,” but you’ll end up circling back otherwise.
Step 2: Log In and Start a New Project
Head to your Responsive dashboard. Here’s the flow:
- Click “Projects” (usually on the main nav).
- Hit “New Project.” This button might move around depending on your version, but it’s there.
- Choose “RFP” as your project type. Ignore the other options unless you’re doing a security questionnaire or something else specific.
You’ll be dropped into a setup wizard. Don’t get lost in the weeds.
Pro tip: If your organization has a project template, use it. It’ll save setup time and standardize things like review stages or naming conventions.
Step 3: Enter the Basics
Fill out the project info:
- Project Name: Make it searchable. “Acme Corp RFP June 2024” beats “Acme.”
- Client/Opportunity: Link to your CRM if it’s integrated, otherwise just fill it in.
- Due Date: This drives reminders and overdue flags—set it accurately.
- Owner: Assign yourself or whoever’s running point.
Skip optional fields unless your team actually uses them. No one ever goes back to fill in 10 extra dropdowns.
Step 4: Import the RFP Content
This is where Responsive tries to be helpful… and sometimes isn’t.
You’ve got a few ways to get your RFP into the tool:
1. Upload the Whole Document
- Click “Import Document.”
- Drop in the main RFP file (PDF, Word, Excel, etc.).
- Responsive will attempt to parse questions for you.
Warning: Parsing is hit-or-miss. For simple, well-formatted RFPs, it works. For complex layouts or tables, expect to clean up lots of errors.
2. Manual Entry
- For messy RFPs, skip auto-import and add sections/questions by hand.
- Yes, it’s tedious, but sometimes it’s faster than fixing a botched import.
3. Hybrid Approach
- Import what you can, then fix or manually add anything that didn’t come through cleanly.
Pro tip: Don’t waste an hour trying to get parsing “just right.” Get 80% there, then fix the rest as you assign tasks.
Step 5: Organize and Clean Up
Now you’ve got a list of questions or requirements. Before you assign anything:
- Check for missing or merged questions. The import tool likes to group things that should be separate.
- Fix numbering and sections. Make sure the structure matches the original RFP so reviewers aren’t confused.
- Delete garbage entries. There’s always a stray “Page 2” or “Table of Contents” that snuck in.
It’s boring, but it pays off when people start working. If you skip this, expect complaints and wasted time later.
Step 6: Assign Questions and Set Deadlines
Now the real work starts.
- Bulk assign by section or topic. Don’t dump everything on one person unless you like missed deadlines.
- Set realistic deadlines. Build in buffer for reviews and last-minute changes.
- Tag reviewers and approvers. Responsive lets you assign different roles—use them if your process is formal, but don’t overcomplicate it.
If you’re a small team, you can skip multiple review layers. For big teams or regulated industries, use the workflow features to lock things down.
Honest take: The assignment interface is not the world’s slickest. Double-check that people get notified—the email alerts sometimes land in spam.
Step 7: Use the Answer Library (But Don’t Trust It Blindly)
Responsive’s Answer Library is supposed to save you time by surfacing past answers. Here’s how to use it without shooting yourself in the foot:
- Click “Suggested Answer” for each question.
- Review before inserting. Old answers are often out of date, especially for security, legal, or pricing topics.
- Update as you go. If you tweak an answer, save the new version to the library for next time.
Skip: Blindly pasting in old content. You’ll get burned if you’re not careful—especially if the requirements have changed.
Step 8: Collaborate and Communicate (Without Losing Your Mind)
Responsive has built-in comments, assignments, and status tracking. They work… but don’t assume everyone’s checking the platform constantly.
- Use comments for specific questions, but don’t expect everyone to see them right away.
- For urgent stuff, ping teammates on Slack, Teams, or email with a link to the question.
- Check the dashboard for overdue tasks. Not everyone reads the automated reminders.
If your team is new to Responsive, be explicit about where you want conversations to happen.
Step 9: Review, Polish, and Approve
Once the first draft is done:
- Run a spellcheck and formatting review. Responsive’s built-in tools are okay, but nothing beats a fresh pair of eyes.
- Lock down sensitive answers if needed. Some answers (like pricing) can be restricted.
- Route for approvals. Use Responsive’s approval workflow if you need sign-off; otherwise, a quick team huddle can do the trick.
Don’t obsess over making it “perfect.” Most buyers want clear, direct answers—not a novel.
Step 10: Export and Submit
Now for the finish line:
- Export in the required format. Usually Word, Excel, or PDF. Double-check the buyer’s instructions.
- Spot-check the formatting. Responsive sometimes mangles tables or bullets on export. Open the file and scan a few pages.
- Redact or remove comments. Make sure internal notes aren’t included in the final file.
- Attach supporting docs if needed. Security appendices, certificates, etc.
Upload or email your response as required. Take a breath. You did it.
What Works, What Doesn’t, and What to Ignore
Works: - Assignments, deadlines, and status tracking—pretty solid if your team actually uses them. - Answer Library—saves time, but only if you keep it updated. - Export options—flexible, though not always pretty.
Doesn’t: - Auto-import for complex docs—be ready for cleanup. - Comment notifications—easy to miss unless you keep an eye out. - Overcomplicating workflow—just because you can have five review layers doesn’t mean you should.
Ignore: - Optional project fields unless you genuinely use them. - Chasing “100% completion” in the dashboard—it’s a tool, not the boss of you.
Wrapping Up
RFP responses are never fun, but Responsive can make them less painful if you keep it simple and don’t overthink every feature. Get the basics right, use the tool to keep people and content organized, and don’t be afraid to skip bells and whistles you don’t need. Iterate as you go. The goal is to get out a clear, accurate response—fast.