Likelihood to Recommend
1. RFPIO is perfect for searching for specific information when you are responding to an RFP. Search engine is powerful. We narrow our search using several customized filters and know we are getting a thorough search. 2. Excel responses work very well in RFPIO. 3. Typical RFPs that are formatted in Word are challenging to run via RFPIO. We struggle with this. 4. We have yet to master the template.
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XaitPorter is ideal when a large document, containing many (preferably independent) sections is being created by more than five writers across different office locations and is subject to review by multiple reviewers and requires formal approval. It is particularly suited for external documents which are to be delivered as a non-editable PDF file.
Read full review Pros Live collaboration - the ability for multiple experts to simultaneously work on the same RFP. Artificial intelligence - the ability for the product to continually learn what the best answers are and serve them up to our teams. Dynamic branding - the ability for custom brand different templates by vertical, line of business, local branding, etc. with seamless transition. Content review & moderation - the ability for our national content team to bulk review, edit and share content with our teams in a methodical way. Read full review This tool gives us the opportunity to work together. We always work in the last revision. We can write comments as we go along and all involved will see it straight away. We can structure it the way we want/our the way customer wants it and print the whole book in one go. We are sure that pictures/text/tables are where they are supposed to be (they have not moved around the document as it does when using Microsoft Word). Read full review Cons 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 Really great new features, but expensive Read full review It would be helpful to improve functions used to organize and reorganize sections. They work fine, but could be retooled for ease of use. Simple drag-drop over the tree-view from the primary navigator (not only in the dedicated dialog for reordering sections) would be very good. It would be good to support simple flagging or tagging of sections to indicate whatever is meaningful to the user (e.g., to flag a section as imported text that needs formatting, or a section that is high priority for review). The icons do change to indicate predefined workflow states (e.g. approved), but there isn't support for a user-defined tag, perhaps with the ability to filter by tag as many newer applications can do. That would be handy. These aren't criticisms so much as product enhancement suggestions. The editor is ok but could be tuned up a bit. For example, styles in the toolbar dropdown apply only to the whole paragraph. It's hard to indent text. The button tool doesn't consistently remove the button attribute on an existing button; works sometimes, sometimes not. Little stuff. Overall it's adequate for text creation. The process of defining templates and styles appears to be a black art. While it's something you don't do often, it should be simplified and better exposed to ordinary admins. The ability to have more than one section open at a time in the editor would be fantastic. Great productivity tool. Word import/export could be cleaner. The ability to export to html with user-defined style sheets would open new markets for Xait. If the product had that, we'd use Xait to maintain our online help site too. The ability to link to externally stored images rather than lock them inside the Xait library would be huge, as we've expressed to the support team. We manage hundreds of images (diagrams, screen shots etc.) that are used throughout the company, not just for Xait documents. We would like to store them on a file system (e.g. Dropbox) and have them update into Xait automatically when the master copy is modified. This is a very important capability, though in fairness we didn't find it in other products either. Explicit support for Dropbox/Google Drive/Box would be one way, but dynamic linking a la Microsoft Word would be fine, maybe even better. Read full review Likelihood to Renew
UI is friendly. Basically that alone is enough to renew because it is easy to use and gives accurate and fast results. The effective cross collaboration from other colleagues in my organization also makes for this tool to be extremely effective. Now that I understand how to use it, I can also easily train others on how to use it effectively.
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There are too many positive aspects versus negative.
Read full review Usability
We find it to be intuitive to use with a simple menu and right-click based functionality in place.
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XaitPorter is always there even though we have issues with outages (suddenly the network does not work, but that is internal issue)
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Our reports/Tenders complete in a reasonable time frame, actually faster than Word. We have not integrated with other systems or softwares.
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The team at RFPIO is extremely responsive. If I email our account manager or report a bug, I usually hear back within two hours. Additionally, they are quick to make software adjustments based on customer requests and needs. We had a really complicated Excel sheet that their team ended up having to upload for me because of the amount of manual work I was doing. Based on that, they updated the software within two release cycles to make the process more automated, so that future Excel uploads would be more streamlined. I have also had several suggestions implemented rather quickly, and they don't hesitate to reach out for clarification when needed.
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They have a clear method for reporting any issues and work hard to get a resolution, keeping me informed of progress.
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He was really good. He came from Xait and trained us for several days. He got all involved and answered the questions asked. He was a professional trainee
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The online training was really good. They know the way of getting people involved and they answered all questions asked. They were there for us.
Read full review Implementation Rating
We were able to complete an RFP during our free trial. We were already leaning toward RFPIO but that pushed us over the edge.
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I was really satisfied with the implementation
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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 and very easy to navigate. Their Answer library is simple and far less complex than
/Inland. Little to no learning curve.
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The standard product for many years has been Microsoft Word. Some have tried to use SharePoint as a collaborative tool, but it is not suited for the purpose and is generally very user un-friendly. It is not intuitive and we have very few persons with any competency in it. Porter is easy to pick up and the new interface is very intuitive, and the way that Porter works removes many of the typical layout and formatting choices that made Microsoft Word so difficult for the average employee. It also greatly simplifies and reduces the amount of corrective work that tender support staff used to have to do. We are not aware of any product in the market that comes close to Porter. It is an ideal product that was purpose built for collaborative writing.
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I just love the system
Read full review Return on Investment I don't have access to the actual ROI data, but we would continue to invest in RFPIO as a company only if it were providing us with the results to win RFPs. RFPIO makes the task of filling out RFP responses much faster for me. RFPIO helps our team be able to divide out RFP chores easily, because we know we all have access to the same high-quality source for information. Read full review Too soon to tell. Right now we're still at the near end of the value chain - it still seems expensive given the outputs to date. But we have a lower proposal volume than some companies, so you need to factor that in. Also, the named user licensing is restrictive and problematic in a small company where people perform multiple roles and may dip in and out of the proposal development process over a period of weeks or months. A concurrent user model would be much, much better for us, though I understand you'd need to figure out a way to handle email notifications. Read full review ScreenShots