Integration with SharePoint

Hello everyone,

Our company is undertaking a content management initiative which involves multiple departments, some of which are not at all involved in the RFP process and do not use RFPIO.

Our central repository will be a SharePoint site and our service catalog will be created in Word and PowerPoint and stored on there.

Has anyone leveraged the integration between RFPIO and SharePoint ? What has your experience been like? How do you use it, other than retrieving docs stored in SharePoint to add to a proposal?

Im especially wondering how content stored on SP can also live in the RFPIO content library without duplicating files/content. If the Word/PPT source document is updated in SharePoint, is the link to RFPIO dynamic ? Meaning, will the updates be reflected in RFPIO automatically, or do we manually have to re-upload the content ?

Thank you !

Content Management

Comments

bruce

Hi Vanessa! Bruce, RFPIO CSM here. One use case that is common for our Sharepoint users is to search sharepoint while working in an RFPIO project. This brief demo (5 mins) is from our old UI, but will give you an idea of how it works: https://share.vidyard.com/watch/8GseoVBz5GCzca6dmDmXig. In that sense, the link to Sharepoint is dynamic.

However, documents updated in Sharepoint that are saved to the Content Library will not be dynamically updated in RFPIO. Hope this helps.

Sheena Sanna

Hi @Vanessa Chiappetta we are in the same boat. My concern is there are several departments with their own SP site/information and I don't believe you can drill down by specific "folders" or "departments" within SP any longer. Many groups at our company also contain an "archive" folder so information (from my understanding) could be pulled from there as well. It's a big ask to have other departments re-think how they're organizing the folders since it's mainly our department wanting to utilize their information. The only thing I could think of was to just add links in RFPIO to the specific SP folder for departments that had information that could be utilized for proposals. Or to add myself as an owner to that specific information and set a review cycle to check for updated documents.

We just started utilizing in RFPIO so we're still learning! Let me know if you find a workaround or something that works for your company.

@Vanessa Chiappetta You may be able to accomplish this entire process in RFPIO and not have to rely on Sharepoint. If you leverage collections you can keep each departments' content separate and secure in the Content Library, and once it's there you can leverage all of RFPIO's internal tools to help manage it.

You can also store your docs in RFPIO, which may be more efficient since you won't have to update them on two different platforms.

Vanessa Chiappetta

Thank you everyone, really appreciate the feedback !

@Sheena Sanna , did you create a Q&A pair with the link to the SP or did you add upload the specific file in question and refer to the SP location via link ?

@Alexander Lepow - that would be our ideal way of working, but our department hasnt been able to convince the rest of the company to use RFPIO that way.

@Vanessa Chiappetta Adoption is always a challenge -- especially with teams who have always worked a certain way. There are a few other Community threads that have some great insight into how other customers have gotten their companies to jump on board. You can also always reach out to your CSM to help you strategize!

https://rfpio.vanillacommunities.com/discussion/80/user-adoption-process

https://rfpio.vanillacommunities.com/discussion/115/rfpio-user-adoption

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