Repetitive RFPs - Any features to help in Responsive?

Our team continues to get RFPs from the same Search Firms where say 90-95% of the questions are the same, with just a few minor changes to the phrasing or an addition/deletion of a question here or there.

Is anyone using any features in Responsive that would be able to detect changes/or duplicates within questions when they are imported as a project?

There has to be an easier way than making a new project each time for these and completing the response again!

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Aurora Nichols

@Jenna Antonelli Great question - following to see what the community says! We get security questionnaires that have similar parameters. The customers use slightly different wording each time. We've been fine-tuning auto-respond to get that feature to work better. I'm super interested to see what the options are to avoid making a new project every time for 90% similar RFPs!

Doug Zagami

Try to use auto respond set to a very high match %, and this should leave only new questions as unanswered.

Doug Zagami

Or do some preprocessing with software called "Beyond Compare" to highlight the new/unique questions.

Or if it's excel, use the MS fuzzy lookup add-in (free) to compare the new to the old and it will allow you to see what is new.

Michael Travis

I'm fairly sure when you import a project with similar questions Responsive will identify the questions that were added or deleted from the client's proposal documents. I've done this recently with our client Honda.

Linda Leonard

If the file formats are the same, you can use the duplicate project functionality in Responsive. Otherwise what we do is clone a recent project that has the similar questions, save all answers to the library, do an auto respond with a high percentage match and then delete the answers from the library. For finding answers to the questions that aren't auto responded, we search using the Past Projects functionality.

Helene H

@Jenna Antonelli This is such an interesting topic! These were my initial thoughts, not sure if anyone has fully tested them and has additional opinions!

My thought process was:

Clone or Duplicate Previous Project
Update the Source File
Assign Reviewers to check

*The file would need to be in the same format for this to work*

Another idea would be to use the Project Templates feature which allows you to create a template to utilize for future projects.

Sarah Daugherty

@Jenna Antonelli Our team uses the Project Template feature for one of the consultants we receive frequent requests from. When we receive an RFP from the same consultant, we create a new project based on the template. When importing the “new file”, Responsive auto-populates all questions that that are a 100 percent match to the template – marking them as answered. Questions that are not a 100 percent match are configured and left unanswered. It is similar to the Duplicate Project feature; however, unlike Duplicate Projects, Project Templates gives you the option to carry over comments, authors, flags, tags, etc. In addition, it does not count as an active project.

Elizabeth Bissell

I would LOVE for Responsive to add a feature where we can set Auto Respond to pull straight from one single Past Project (that has not been imported to the Content Library). This would be a lovely enhancement request that could help in scenarios like this, hint hint ;)