Upload Your Word Docs Straight Into RFP365

Proposal writers rejoice! 

We're thrilled to announce you can now upload your Word-Doc-RFPs straight into RFP365 -- no reformatting needed. 

How To Upload Your Word-Doc RFP

We know RFPs come in many sizes and formats. That's why in addition to our traditional XL upload template, we recently added the option to upload a new proposal directly from a Word document. Giving you all the options you need. 

With a couple of simple clicks and drags, you'll be able to match the original RFP's format closer than ever before.

How does it work? When you start your upload, RFP365 creates the new proposal and then opens up a mapping screen. Choose the Word option and then point select your Word document. Please note it must be in the newer .docx format. Below is a step-by-step guide or check out this quick 4-minute video overview. 

To begin, click start a new Proposal and select Import RFP.

Word import 0 - New Proposal.png

Then click the Word icon to select your Word document. Once you've selected your file, it'll appear below the icon.

Word import 0 - select file.pngYou'll then be prompted to watch the tour. Please do, it's really helpful. 

Word import 1 - tour link.png

The Word version is then converted to HTML and presented as a simplified web-page, allowing you to click and drag content around where you want it with lots of handy visuals.

You can then map the contents of your RFP into RFP365. You'll specify which text is what: 

  • Map out which are section headers
  • Map out which are questions

Choosing sections looks like this

Word import 2 - setting sections.png

Choosing questions looks like this: 

Word import 3 - identify questions.png

As you manually map the content (identifying the Sections and Questions), you can also merge or delete questions.

For example, to merge up to the question above, you'll first select the information: 

Word import 4 - merge start.png

Then select "merge." 

Word import 5 - merge options (1).png

Once the merge is complete it will look like this: 

Word import 6 - merge complete.png

You'll then want to compare your original RFP to the tagged version in RFP365. Make sure the sections and questions match up correctly.

If you have two screens (a laptop/desktop + monitor) checking will be really easy. But you can also toggle between Word and RFP365 on one screen as well.

Word import 0 - orig and RFP365 (1).png

When it looks good, click Save and Import.

Word import 7 - save.png

After it's imported, you're back in familiar territory. You can now assign tasks, and use content from your Knowledge Base as usual. 

Word import 8 - import complete.png

Once your responses are complete and you go to Export, you'll see the option to export Into the Original Word Document.

And this is the really cool part. When we import your original RFP we create "pointers" (bookmarks if you will) so we know exactly where to put your responses back in. Meaning you can export your finished responses back into the 'original' document, or you can export them into the standard/generic export (in case you want to brand your own response).

Creating and downloading the export looks like this: 

Word import 9 - export.png

And finally, you'll open the Word document and apply the finishing touches. The styling will be pulled from the original source document (the original RFP). Consult your Word help resources to apply your styling (if allowed by the client).

Word import 10 - Final Word.png

If your Word doc has a table you need to complete, the table will be created in it's own section in RFP365. You'll simply pull together your responses and RFP365 will export them back into the table as needed. To do this, you'll be asked to: 

  1. Identify the question column
  2. Identify the response column

While working in tables isn't rocket-science, it's definitely a bit trickier than simple questions with answers below. 

We hope this new import option makes your proposals that much easier. Enjoy!

If you have any questions, we'd love to help! Contact us at support@rfp365.com or call (844) 737-0365 and select option 2.