Keeping your Knowledge Base Updated
One of the challenging aspects of responding to RFPs is keeping your standard responses updated. The bigger your Knowledge Base, the more daunting this can be. But we have tools to help.
The functionality we offer in RFP365 are features we use ourselves, as we respond to RFPs, RFIs, and other questionnaires. In my experience, quarterly reviews are a must.
Setting Reviewers and Dates
Inside of a Knowledge Base record, you can set a Reviewer and a Date for individual records. This is really helpful when you want the Reviewer to be notified (via email) that it is time to review the records they own. You can even set a frequency of notification (Repeat every x months).
There is also an option to assign Reviewers in bulk from the main Knowledge Base Bulk Actions heading. Select the items you want to set (by checking the box next to the item), then look at the Bulk Actions drop-down to configure.
Reviewing Content by Date
Outdated content in your Knowledge Base is not just a pain, it is a liability. So we use the Modified Date to identify content that hasn't been updated in a while. I recommend conducting this on a quarterly basis.
Pick a date in history and filter down on the content modified before that date. You can pair this with another filter (like a filter by Tag) if you have too many to manage at once.
Remember you can also assign reviewers on your team...so you don't have to go about this alone.
Reviewing Related Content
Once you click into a record in your Knowledge Base, there are a number of helpful features. The first tab shows the meta-data (who updated last, when, and in what questionnaires the content was used).
But the Related tab will help you clean up redundant information...which organically happens over time. The search engine is looking for related content based on the question you have selected.
You can choose to delete content directly or you can flag it for a later review.
Reviewing the History of Content
I like to look at who edited content and when. So the last tab called History shows this.
There's a little icon next to the header on an edit/update where you can Compare the current version to previous versions. This is very helpful to see exactly what has been changed, by whom and when