Internal notes

We currently in the process of migrating into RFPIO and are trying to figure out the best way to structure our content. A variety of Q&As currently come with internal notes (within the response) which guide our RFP analysts when responding to questions (for example - see XXX document to help or refer to XXX for guidance).

I know there is an "Alert Text" option, but since the alert text pops up on the project side, before an analyst can use the response - we are hoping to use this feature to identify more urgent notes.

Does anyone currently have or had internal notes that they didn't feel classified as "Alert Text"? If so, can you please share any tips on how you handled this or how you may have restructured your internal notes? Thanks so much!

Comments

This is a great question! I think you've got a few options that may work here.

The first is to leverage the comments feature. This is a great place to jot down important info, as well as have conversations with colleagues by using the "@" followed by their name.

Another option would be to create a custom field. Custom fields are highly customizable and can be used to categorize and track multiple different data points.

The last thing I would suggest is to link the QA pair to a document from your document library. This will keep the QA pair and the relevant document paired in perpetuity.

Hope this helps!

Patty Graner

I created a custom field and called it NOTES - this is where I put random info for the user...versus Alert text, which I save for more urgent information. Not sure if people are noticing them, but I have it front and center in the metadata line.

Tiffany Ramos

https://rfpio.vanillacommunities.com/discussion/comment/267#Comment_267

Hi @Patty Graner! Can you share a screen shot of what this looks like? I'm really interested in this!

Leah Morgan

Hi all, big fan of all the above!

Adding in how we do it in case it is helpful to someone! We have a good amount of notes that need to stay in the inline text because they reference other content, provide guidance or directions for the below content.

We use a specific style, named (drumroll please), "Note." Our team is trained to process these notes before and/or after export. The style is quite easy to search in Word, as it is compatible with each template we use.

Granted, we do our best not to include the notes in the text whenever possible.

George Karanikos

Hey all,

Great discussion, I can see how it would be useful to put placeholder and info inline. Currently we're highlighting this text in yellow.

Word has a nifty feature for this. Nonprintable text can be enabled by giving it the "Hidden" effect attribute. This text can only be seen by pressing the Show/Hide button (see image below). Any Hidden text will not print, nor export to PDF.

This attribute carries over in templates too, though I can't see how to tie this to QA pair answers... perhaps a feature request?

Tara Kolinsky

@George Karanikos could you load that as a style into RFPIO and then when you export to the template it should retain the attributes of the style as defined in the template?

The only hesitancy I have with hidden text is that if someone knows what they are looking for, they can still find it in the word doc, but if you are exporting to PDF before you submit, it should be fine.

Patty Graner

@Tiffany Ramos Sorry for delay. All my notifications from this Community are going into my email spam folder. Oops. Here is a sample screen shot for what you requested (with a test question). The yellow highlight is because I searched for the question.

Tiffany Ramos

https://rfpio.vanillacommunities.com/discussion/comment/327#Comment_327

Thanks, @Patty Graner! This is really cool and something we are going to think about.

George Karanikos

https://rfpio.vanillacommunities.com/discussion/comment/319#Comment_319

Thanks @tkolinsky@rfpio.com, it does work as a style and the hidden attribute is carried over in the export. I think this would only be useful if we can mark the answer in a QA pair with this style to carry over in the export. I'm don't know of a way to do that though. Does that make sense?

Quick Links

Upcoming Events

Foundations of Content Management
About the eventThis 60 minute session, part of our two part Foundations series, helps new or returning users build a strong Content Library and understand how it supports reliable, AI powered work across Responsive. What You’ll LearnIn this session, we’ll focus on how to add, organize, and find content quickly and…

View All

From the Blog

What tools do I need for knowledge management? | Responsive
What tools do I need for knowledge management? | Responsive
Getting Started with Content Governance Automation
Getting Started with Content Governance Automation
Getting started with security questionnaire automation | Responsive
Getting started with security questionnaire automation | Responsive