How to Mange/Set Up Two Separate Stages of One Project

We’ve encountered a situation that we’re not sure how to handle, and I'm wondering how others handle similar situations. We completed and RFP for ABC Client a while back, for which were qualified as finalists. Now ABC Client has reached out with an RFQ for the same project, requesting pricing and related info for the project we initially completed the RFP for.

The way we handled it initially was to enter the RFP and the RFQ as two separate projects: so the RFP we completed a while back listed under our "Completed Projects" and the RFQ we’re working on currently is listed under our "Current Projects".

This works fine except for the fact that it messes up reporting, because it looks like we have two projects from ABC Client (one of which is already completed and one of which is in progress), when really it's all part of one ABC Client project. We want to keep all historical data of the RFP and RFQ (all deadlines, questions that were asked, responses that were provided, notes, etc.), but we also want the reporting to accurately reflect what's happening with this client's project. Any ideas/thoughts for how to best handle?

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Samantha Gitman

Hello @Nikki Ross! I'm not sure if this method will be helpful for you, but happy to share just in case!

To initiate the support process, we have Sales submit an intake from the Salesforce opportunity, and there can be multiple intakes submitted for a single opportunity. When submitting an intake, Sales can select various project types (we have different forms based on the project type selected), including RFI, RFP, RFQ and Follow Up-RFx. Therefore, if we receive additional questions or action items for a RFI/RFP/RFQ already submitted, Sales will submit a new intake from the opportunity and will utilize the Follow- Up RFx project type. The information for both the new and previously completed project will be linked to the same opportunity, so we can follow the trail of activities. You can also add specific fields in the Follow-up RFx intake form that can be used to capture notes or other details that will associate the new project with the old. I hope that helps!

Nikki Ross

Thanks so much for your advice @Samantha Gitman! If we don't have integration with Salesforce, do you know if we can still create multiple intakes for each project type, and if so, is there somewhere I can go to find instructions on how to do that? And instructions on how to associate projects like you mentioned doing here? Thanks!

Samantha Gitman

@Nikki Ross, yes, you can absolutely create multiple intake forms (versions) without having Salesforce! 🙂 All the functions required to set this up will be in the Organization Settings. First, I'd suggest making sure you have all the project types you want under Type in the Project settings. Then, you can utilize the Project Custom Fields setting to build out specific items for each intake, etc. This video is a good starting point to help you navigate through the process: https://help.rfpio.com/hc/en-us/articles/4402343995027-Feature-Foundations-Enabling-and-Managing-Intake. At around the 5 minute mark, it goes into creating custom fields.

Samantha Gitman

@Nikki Ross Please find a link for a more recent video: https://academy.responsive.io/student/activity/1314805-enabling-and-managing-intake?sid=292cf413-f375-4832-9c36-51279e05bca0&sid_i=0#/page/639368672f0775090351a175

Nikki Ross

@Samantha Gitman Thanks for the links! I wasn't able to find any info there on how to make different intake forms for different types of projects (e.g., RFP, RFI, etc.). Was there a specific part in the videos that showed that? And do you have instructions on how to associate projects like you mentioned in your original comment?

Samantha Gitman

The video speaks of custom fields, which is where you generate the different pieces of the forms. Maybe this will help as well: https://help.rfpio.com/hc/en-us/articles/360033181394-Enabling-and-Managing-Intakes.

Nikki Ross

Hi @Samantha Gitman Thank you! I've actually already worked with custom fields. I thought you were suggesting that you're able to set up entirely different take forms (with different sections, questions, etc.) based on what kind of project (e.g., RFI, RFP, etc.) you specify. But maybe that's not the case! And do you have instructions on how to associate projects like you mentioned in your original comment?

Samantha Gitman

@Nikki Ross Yes, different forms can be created using the Project Custom Fields and applying them to the different project type options you create. (You do this under Project and the Type section.) So when you create the custom field, you select intake as your category, then under project type you select the specific project type(s) you want the field to be applied. This is how you will build the different forms that users can select. I've uploaded a sample image that might be helpful!

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