Optimizes the RFXs process by leveraging AI tools
We use Responsive tool for responding to RFXs and security questionnaires. The acts as a data repository for the RFXs which helps us to …
Overview
What is Responsive?
Responsive (formerly RFPIO), headquartered in Beaverton, offers their proposal management and automation software, featuring import and export, proposal knowledgebase and answer library, evaluation intake forms, and project management tools (e.g. Gantt chart) associated to proposal tracking.
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Popular Features
- Proposal content library updates (17)9.191%
- Proposal collaboration & approval (16)8.282%
- RFP management & response (17)8.282%
- Searchable proposal database (17)7.474%
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What is Responsive?
Responsive (formerly RFPIO), headquartered in Beaverton, offers their proposal management and automation software, featuring import and export, proposal knowledgebase and answer library, evaluation intake forms, and project management tools (e.g. Gantt chart) associated to proposal tracking.
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- Free/Freemium Version
- Premium Consulting/Integration Services
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Privia's bid capture and proposal management tools are designed for companies handling RFPs / RFIs in the public sector. Privia offers both SMB and Enterprise products and pricing starts at $29 / month / user.
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What is Responsive?
Responsive (formerly RFPIO) is an RFP response management solution, aiming to simplify responses to RFPs, RFIs, and Security Questionnaires. As an AI-enabled RFP software, Responsive boasts more than 150,000 users to share knowledge, collaborate, and digitally transform their response process.
Responsive aims to help its customers:
- Improve proposal generation efficiency by an average of 40%
- Submit more proposals (and win more deals)
- Centralize answers in one place
- Gain insight with built-in business analytics
- Collaborate with unlimited team members at no extra cost
Responsive Video
The Responsive Project Lifecycle
Responsive Technical Details
| Operating Systems | Unspecified |
|---|---|
| Mobile Application | No |
Frequently Asked Questions
Responsive (formerly RFPIO), headquartered in Beaverton, offers their proposal management and automation software, featuring import and export, proposal knowledgebase and answer library, evaluation intake forms, and project management tools (e.g. Gantt chart) associated to proposal tracking.
Reviewers rate Proposal content library updates and User permissions/proposal editing controls highest, with a score of 9.1.
The most common users of Responsive are from Enterprises (1,001+ employees).
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Community Insights
TrustRadius Insights are summaries of user sentiment data from TrustRadius reviews and, when necessary, 3rd-party data sources. Have feedback on this content? Let us know!
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RFPIO is a versatile tool that addresses various needs and challenges in the RFP process. Users can easily import questionnaires from different formats such as excel, word, or PDF, allowing for seamless integration of existing content. This feature has been praised by customers for its convenience and flexibility.
The tool streamlines collaboration among the RFP team, salespeople, and subject matter experts. Questions can be answered and submitted to SMEs for further assistance, ensuring accuracy and expertise in the responses. Salespeople are assigned specific sections for review and approval, facilitating efficient workflow management. RFPIO's ability to engage the sales team and SMEs in the RFP process has proven to be a valuable asset for organizations.
One of the significant benefits of using RFPIO is its impact on time efficiency. The tool significantly reduces the time from RFP request to response, enabling users to meet deadlines effortlessly. Furthermore, by managing a library of technical question and answer pairs, RFPIO reduces the burden on subject matter experts by providing ready-made responses that can be easily customized. This has been highlighted by users as a major time-saving feature.
RFPIO also plays a crucial role in content organization and collaboration across departments and locations. It helps consolidate national resources and facilitates efficient information sharing between teams. The tool ensures quality control, consistency, and language standardization across various departments. With its robust search capabilities, users can quickly find relevant answers from the library and easily add them to questions.
In addition to addressing RFP requirements, RFPIO supports other types of requests such as RFIs, RFQs, and Security Questionnaires. The tool acts as a repository for RFP questions and documents, enabling accurate tracking of project progress. It also serves as a content management system, ensuring that content stays updated through regular reviews and updates assigned to specific owners.
Overall, RFPIO simplifies the proposal process by centralizing answers and aligning them with common RFP templates. It has been widely adopted by the sales organization to complete RFPs and has received positive feedback for its seamless and efficient user experience. By reducing response time and facilitating collaboration, RFPIO empowers users to deliver high-quality responses while saving valuable time and resources.
Import/Export Feature: Users have found the import and export functionality to be invaluable, saving them a significant amount of time and enabling easy exporting of pre-formatted content. The flexibility of exporting into native formats or customized templates for Word, Excel, and PDF has been highly appreciated.
Auto-Response Feature: The auto-response capability has received high praise from users as it greatly reduces the manual effort required to respond to questionnaires. Reviewers mentioned that the system can automatically generate responses based on past answers, becoming smarter over time and handling a substantial percentage of the responses.
Keyword Field Mapping Functionality: Reviewers have highlighted the value of the keyword field mapping feature. It allows users to seamlessly map fields into their desired export template and responses, resulting in customized responses without additional effort. This functionality has proven particularly useful for mapping salesperson information, client names, and client nicknames.
Duplicate Records Creation: Some users have found that the Answer library in RFPIO can create duplicate records for each Q&A, resulting in unnecessary administrative work to merge duplicates. This issue adds extra burden and time-consuming tasks for the users.
Limited Salesforce Integrations: A number of reviewers have expressed frustration with the lack of Salesforce integrations available for users who are not on SF Enterprise. The absence of these integrations restricts their ability to fully leverage RFPIO's capabilities and integrate seamlessly with their existing Salesforce workflows.
Absence of Custom Roles Settings: Reviewers have mentioned the absence of custom roles settings in RFPIO as a drawback. Being able to define and customize user roles would provide significant value by allowing teams to limit access based on different user roles, enhancing security and control within the software.
Users recommend the following for RFPIO:
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Assign dedicated admins and provide thorough training: It is suggested that one or two employees be designated as administrators to efficiently manage RFPIO and train others. Users recommend conducting research and discussing specific needs with RFPIO before transitioning to the platform. Thorough planning and comprehensive training for all team members are advised.
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Gather content from subject matter experts (SMEs) and utilize RFPIO for total content management: Prior to onboarding, it is highly recommended to conduct interviews with SMEs to gather relevant content for RFPIO. Users find RFPIO valuable for managing all types of content, including proposals and questionnaires. They mention that it promotes document organization, team coordination, and efficient collaboration.
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Carefully plan implementation and involve all stakeholders: Users emphasize the importance of careful planning during the implementation process. They suggest involving key stakeholders from the beginning and arranging a WebEx demonstration to experience how user-friendly RFPIO is. When searching for a proposal management tool, users also recommend evaluating RFPIO alongside other options.
In summary, users advise trying out RFPIO due to its time-saving capabilities, ease of use, and superior features compared to alternative tools. They suggest obtaining executive buy-in, empowering system administrators, and educating collaborators on maximizing the benefits of using RFPIO. It is also highlighted that migrating strong content to RFPIO and gaining buy-in from company leadership are important steps.
Users appreciate the responsive support team, excellent search algorithm, ease of document storage, and repository for responses provided by RFPIO. They encourage obtaining proper training for formatting needs within RFPIO, organizing content in advance, and cleaning up historical data before uploading it to the platform.
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Reviews
(1-7 of 7)Companies can't remove reviews or game the system. Here's why
March 30, 2024
Optimizes the RFXs process by leveraging AI tools
Score 9 out of 10
Vetted Review
Verified User
We use Responsive tool for responding to RFXs and security questionnaires. The acts as a data repository for the RFXs which helps us to retrieve the appropriate response from the previous RFXs. In addition, the latest addon AI capability helps us to respond the RFXs automatically by using OpenAI. This feature helps us to draft the response which can be modified as per the question.
- Data repository with key word search
- AI regenerative response creation using various controls
- Data segregation as per the projects
- Auto mapping of questions and answers by reading excel sheet while uploading Q&A pairs
- Project management setup process needs to be optimized
- AI data model needs more training to increase accuracy
- UI can be improved
We use RFPIO as our internal Bible for Q&A when filling out RFI, RFP, RFQ, Security Questionnaires, etc. It is managed by our Sales Engineering team and all of sales has access to use it, flag dated or questionable answers, etc. I really like how we've organized our questions/answers to align with a llmany of the common RFP templates we come across, cutting down the time spent significantly.
- Organized answers with dates showing when it was last updated.
- Easy copy button to copy the response and paste into your document.
- Keyword phrase and search pulling from questions and answers.
- Easy to flag and see already flagged/under review answers.
- There are a lot of functions within RFPIO that we don't necessarily use, such as the signature piece or template piece, because they don't work with our processes or what is needed to submit.
August 12, 2021
Simplify RFP response searches with RFPIO
Our entire US sales organization uses RFPIO to help us complete RFPs. It had robust search functionality to empower the users to find the right answer to standard RFP questions, curated and maintained by our internal RFP team. (It may be used internationally, as well, but I don't have that visibility).
- Capable, accurate search functionality.
- Ease of maintaining content (for administrators).
- Ease of reporting content and/or making suggestions (for end users).
- For questions that contain generalized words, the ability to pinpoint better responses with AI.
- As an end user, I always start with the Answers tab. It would be nice for RFPIO to open on the Answers tab, because I always go there first (learn my preferences).
- It would be nice to have guided paths the first time I open after new enhancements have been added.
August 12, 2021
RFPIO User Review
Answer library and program management for RFx opportunities
- Project Management / Dashboard
- Answer Library
- Document Repository
- AI-based search results
- Search results based primarily on key words or exact phrases
August 10, 2021
RFP Response made easy with RFPIO
RFPIO is used as a collaborative solution to allow cross department and cross-functional teams to support and contribute to the responses in an RFP. A couple of the key features I enjoy the most are the ability to search a library of answers and simply click to add the response I like to the question. If need be, you can modify the provided answer to fit your situation, but you don't have to start from scratch and write a response to each question. I also like the dashboard capabilities to show me what sections/questions I am responsible for and the amount of progress that has been made. Using RFPIO is quick and convenient and significantly reduces the amount of time it takes to compile your answers.
- Leveraging an Answer Library that allows you to click to add to a question
- Dashboards showing what sections/questions you are responsible for
- consolidated final response that is pulled together for you
- Additional expansion on the search capabilities/criteria used to find answers to your questions.
August 09, 2021
RFPIO Elevates Searching to an Art Form
Our proposal team is using the Answer Library extensively to find answers to proposal questions. Other departments do not use it. RFPIO addresses the business problem of finding information efficiently and accurately. We have done extensive work in the Answer and Documents libraries to organize and sort the information. RFPIO customer support personnel have pitched in and provided hours of assistance as we socialized the tool.
- Promotes easy searches
- Stores and organizes information effectively
- Enables RFPs to be answered efficiently if they are in an Excel format
- Automates review cycles
- Projects (in MS Word) are difficult to run in RFPIO
- Graphics and text boxes are not always working correctly
- Some of the functions are hard to locate
November 22, 2019
I love RFPIO!
Score 10 out of 10
Vetted Review
Verified User
We use RFPIO to manage our RFP questionnaire responses. We have a large, geographically dispersed sales organization with centralized support. Additionally, we have several Subject Matter Experts (SMEs) to assist in responses.
Initially, we import each questionnaire from excel, word, or PDF. From there, our RFP team answers each question and/or submits to a SME for further assistance. As sections are ready to be reviewed, they are assigned to the sales person for the account. Once everything is approved, it is exported from the system and formatted for submission to the prospective client.
RFPIO has reduced the time from RFP request to response significantly. It has also helped us to better engage our sales team and SMEs in the RFP process. Overall, we are extremely happy with our decision to purchase RFPIO.
Initially, we import each questionnaire from excel, word, or PDF. From there, our RFP team answers each question and/or submits to a SME for further assistance. As sections are ready to be reviewed, they are assigned to the sales person for the account. Once everything is approved, it is exported from the system and formatted for submission to the prospective client.
RFPIO has reduced the time from RFP request to response significantly. It has also helped us to better engage our sales team and SMEs in the RFP process. Overall, we are extremely happy with our decision to purchase RFPIO.
- Import/export - the configurations during import and export are invaluable. This saves us so much time during export with the amount of things we have pre-formatted. Additionally, this tool can handle export into native formats OR customized templates for Word, Excel, and PDF. This means we can export into Excel from outside tools, as well as utilize client/broker formats when needed - without minimal copy/paste (RFP friends... can I get an amen??)
- Auto-response - once a questionnaire is uploaded, the system can auto-respond based on past responses. It gets smarter over time as more responses are in the system. We find this picks up 25-40% on the low end and 90% on the high end (especially when we are responding to the same broker or consultant who has their preferred template)
- Keyword Field Mapping - the system allows you to map fields into your export template as well as your responses. The system auto maps these when exporting. We use this feature a lot to map salesperson info (custom fields for the stuff we want on the cover sheet/letter), client name, client nickname (the company, the client, the City, the County, etc.). This makes it easy to have customized responses without extra effort on our side.
- Guest Question Authors - the system allows you to send single questions to guest users easily so that they can answer via a web browser on a computer or laptop without signing in. I also particularly like that I can track it as a comment which helps me go back later and find my open items.
- Answer library creates unique records for each Q&A for each RFP. This means if you use an auto-generated answer from an exact matching RFP you end up with two records. This creates some unnecessary admin time on the back-end to merge duplicates. And during high-volume RFP seasons this work likely just isn't getting done.
- Salesforce integrations only available for SF Enterprise users, which wasn't made clear during initial sign-up so we had to get a refund after the fact.
- No custom roles settings which would be extremely helpful for our team, as a sales user doesn't need to see the same things as an RFP team user or a SME.