RFPIO has outstanding, responsive, helpful customer support located in the US in Oregon. Support techs go the extra mile to help with basic issues and functionality training. Same-day support response and problem resolution are the norms. The system is also very user-friendly …
We are a small proposal team, with a large group of resources who support our responses. Responsive is easy to use for internal and external users, doesn't require extensive onboarding for new users, and is constantly adding new capabilities and enhancements to make the product …
RFPIO's licensing model is a bit different from others which worked better for our organization. Rather than licensing by a number of users, it's licensed by the active project. This allows us to add multiple users that are responsible for reviewing and updating content without …
Unfortunately, I have not had the opportunity to use or evaluate other products like RFPIO. When I was hired, my company had just purchased our RFPIO software.
This software is very well-suited to companies who find themselves expanding their footprint, the number of their Sales representatives, their territories, and/or their products and services and need to maximize their ability to both keep up with those demands whilst streamlining their proposal resources. Further, this is a very powerful tool with a lot of features and functionality including CRM plug-in and reporting. Thus, it may be less appropriate for a very small organization with only one product and that is also blessed with lengthy cradle-to-grave turnaround windows. In addition, to better the odds for success an investment in upfront personnel training and either a dedicated periodic window of time and/or dedicated person(s) for content upkeep are prudent. Finally, working with the vendor is a delight as they make every effort to maintain and deliver a product that both meets your needs and on which you can rely.
Responsive is well suited for bid response teams and organizations that often respond to RFPs, but also for organizations looking to have access to information from their large library of documents, presentations, and images using AI and a chat bot that serves their internal organization to respond to clients faster and more accurately
Using Qvidian as an RFP tool has made a difference in our RFP process, turn-around time, and content development. It's helped us streamline our RFP process so that we are able to produce the majority of the document before the kick-off meeting, which means we have more time to customize and refine the document before it goes to print.
Additionally, it took several hours before to gather all of the basic data we needed for an RFP, but now we can have the majority of the response ready in under 15 minutes in most cases. We are also able to start projects from our phones (iPhone thru Safari) or on an iPad. This has been extremely helpful while traveling.
Finally, our content is centrally located on a searchable database. Previously we had used several free tools to aid in content storage that would allow us access easily via search. It never seemed to do what we wanted, and when we did find something, we weren't sure if it was the most current or usable. The library functions in Qvidian have been a huge help, and has changes the way we collect data, and retrieve it.
One area where Qvidian occasionally struggles is feature regression. For instance, the editing option that puts multiple records into one document had always been present in Qvidian; however, when the multi-edit feature that only allows editing one record at a time was released in version 9.1, the original editing functionality was removed. This caused me a lot of frustration, as it severely slowed down my work flow since I could now only see and edit one record at a time. It wasn't until a year later when version 10 was released that the old editing functionality was added back. However, one bright spot of version 9.1 was an added feature that allowed organizing records by simply dragging and dropping them into different categories. This was much easier than having to right click on a record, select Move, then right click on a folder and select paste. However, with version 10, this feature was removed and I'm now back to having to right click on records instead of dragging and dropping. It seems that with each release, I never know if something I like will be taken away or if something I don't like will be added -- sometimes it's both.
A recent change that was added in version 10.1 that I personally view as a negative is that Qvidian now handles all requests server side instead of on the user's computer. This means that if a user wants to export or edit a large number of records, they have to wait for Qvidian's server to generate a report of those records. Depending on the number of records, this can be very quick (a few seconds) or very long (I've waited up to 20 minutes before) depending on how taxed Qvidian's servers currently are. I understand the reasoning behind the move, in that it takes the load off of a user's computer so that other applications they currently have open aren't affected by added memory usage, but in practice I find that it only slows down my workflow. Any somewhat modern PC shouldn't have any trouble handling a large report request from Qvidian.
Although Qvidian is certified for use in several different browsers (Internet Explorer, Firefox, and Chrome for Windows), it doesn't offer the same functionality in each one. For instance, in Explorer, when a record is selected for editing or export, it will automatically open in Word. In Firefox, a pop-up dialog appears and a user has to click Open in order for the record to appear in Word. And in Chrome, the file is added to the download bar and a user must click on the file there for it to open, unless they add an exception to .docx file types to automatically open in Word (which I had to do, since I prefer using Chrome). Other simple features such as right clicking on a folder or record to bring up Qvidian's context menu are hit or miss depending on the browser. In Explorer, everything is generally smooth, though the browser itself is slower than the other choice. In Firefox, right clicking generally works but sometimes has some hiccups, and in Chrome, more often than not right clicking brings up Chrome's context menu instead of Qvidian's, which often leads to having to first select a folder and then click the dedicated Actions button in Qvidian to perform the desired action. No matter which browser you use, there will be some sort of functionality that doesn't quite work as expected.
Reporting and Analytics is basic, you can purchase advanced analytics though
It would have been nice to have a set structure in mind or a example/case study to structure our responses in the most appropriate way, but we are working through that with their stellar support team
The tool provides us with the functionality we need to perform more efficiently and we have not identified another product that offers enough "nice to haves" in addition to the "must haves" to warrant a compelling reason for changing tools.
We'd be sunk without Responsive. The sales motion would slow way down in several places, and that's just unacceptable. AND I love the product. It helps me do my job efficiently. The Responsive team is GREAT. Support is getting better. The Product and Customer Experience Team is so knowledgeable and willing to help with new features and troubleshoot what's going on. It's an all-around great experience. Not to mention starting over - I can't even get my head around that.
The shift they made in architecting documents from content to outline, is now reversed allowing outline creation first, then content which is more natural. But, due to the fact that we went through a migration of content to get to the new version, it feels less optimized than if we would have re-implemented.
End users having to configure settings more often than desired
They are very much in support of great customer service. They respond quickly with emails and in some cases phone calls to resolve any issues and often times user questions in the past when I could not figure something out.
If I cannot solve a problem, then I reach out to Support and they are ON IT. They always solve the problem and get back to me immediately with an answer. Our customer support person who is assigned to us (we have had several) are responsive and helpful. We have asked them to sit in on meetings and help socialize the tool.
Live instructor training is expensive, though we have had instructors come to our offices for a ‘refresher’ before. The refresher was more of a “let us fix that for you” than a training on how to do it ourselves.
We have been using Qvidian for years, when Compass was introduced in our company. Having spent over a year using Compass, I would not recommend it for writing proposals. In all fairness, that is not Compass' strength. Compass is ok for general document sharing for informational purposes. It does have a Presentation Builder function for creating PowerPoint presentations, but it is cumbersome and not very flexible. Specifically, the linkage is awkward and files may have to be re-linked when they are updated. In addition, the architecture only allows you to create a couple of levels of content. The search function is very limited. Compass is a newer project and has not fully matured.
I was not involved in the process of selecting RFP360 for our firm, so I am largely unfamiliar with competitors. I am, however, quite pleased with RFP360 as a user, and am confident that my colleagues who were responsible for making the decision were thorough and discerning.
The positive impact has been to know we have a system that can house legally-approved responses to questionnaires. The good about this is that if we have a simple RFI that does not require a lot of response customization, we can draw upon previously-approved responses and create output MUCH quicker, without the need of laborious and time-consuming legal reviews of RFIs or DDQs we produce for prospective clients. Quicker, easier output with less internal review = efficient RFI process and quicker turnaround time to respond to our client/prospective client base.
The negative impact has only been the time it takes to orient oneself with the program, and REMAIN oriented. As we do not do RFIs on a daily basis, it is easy for us to become rusty, or to take short-cuts because we do not have time to re-train on the program. Those shortcuts and workarounds tend to cause us not to use the program to its full potential and lead to counter-productivity in some cases.
Library Health Dashboard is helpful in reducing time to clean up content but could use additional improvement by showing more granular data instead of a global assessment like good, poor, moderate.
ROI is reduced for us because of additional cost for using AI
Overall, Responsive has significantly improved our proposal process.
