RFP Response Builder Definitions

An alphabetical list of RFP Response Builder terms and definitions.

Actions Menu

The Actions menu allows users to perform certain actions depending on what view or window they are currently in.  Some Actions menu examples are Add Opportunity, Delete Opportunity, Delete Quote(s), Reassign Quote(s), etc.

Add-Ins Menu/Ribbon

The Add-Ins ribbon is a ribbon in Word and Excel for third-party menus and icons.  The RFP Response Builder menu appears on the Add-Ins ribbon in Word and Excel.

Base Info Tab

The Base Info Tab is the first tab in the (Excel) Quote File.  This tab holds the specific customer and project information for each RFP/sales opportunity.  Data from the Base Info Tab is pushed to the Dashboard and to outputs via variables.  Administrators can modify the Base Info tab, including additional variables.

Beta Updates

Administrators can push changes and customizations in RFP Response Builder to a beta updates stream which means that any user that downloads beta updates will have the changes.  The beta updates stream is used for testing with a limited number of users in a live environment.

Builder Role

These are roles assigned to users that determine each user’s capabilities and permissions.  There are three roles: Admin, Contributor, and Viewer (default and most common).  

Client-Defined Fields

Client-Defined Fields are custom data fields set up by the Administrator that are pushed to the Dashboard from the (Excel) Quote Files at the Desktop.  Client Defined Fields are only available to Enterprise customers.

Co-Authoring

The ability to have more than one person viewing/editing a file at the same time, which is a feature of SharePoint Online.

Content Library

The Content Library contains all of the content including text, data and graphics that have been saved and categorized to be used in RFP responses and other sales outputs like proposals and statements of work.  It allows users to search content, insert content, as well as edit/delete content (depending on Builder role).

Content Library Panel

The Content Library Panel is the tool within the Word and the Excel Tool.  The content is the same in both but the interfaces are slightly different.  It allows users to search content, insert content, as well as edit/delete content (depending on Builder role).

Dashboard

The Dashboard is an browser-based tool that allows you to access RFP projects (aka opportunities) and related documents, view content review assignments, manage RFP opportunities/projects, manage forecasting (if applicable, for enterprise customers only), manage users and roles, etc.

Doc Template

A Doc Template defines the Word Style and formatting that an output will use.  The Doc Template can also contain the initial content – such as the cover page – and headers and footers.  There can be many different Doc Templates for users to choose from as set up by the Administrator.

Doc Variables (and the DocVariables Range)

Doc Variables are variables within the DocVariables range on a raw Excel tab.  The administrator can set up new Doc Variables for specific data they want to push from the tabs into the Dashboard or to outputs.  The DocVariables Range is a specific named range within an Excel tab that contains all of the Doc Variables.  

File Types

File Types are used during the auto-saving process.  They categorize the files in the Dashboard.  There are several default choices for File Types including Contract, PDF Brochure, RFP Response, Proposal, etc.  Additional File Types can also be created by the Administrator.

Merge Formatting  

Merge Formatting is a feature in RFP Response Builder that allows for the selected content from the Content Library to be inserted with the same Style and formatting as the document it is being inserted into. To turn on Merge Formatting when inserting content, check the Merge Formatting box.  To insert content using the original style of the content, uncheck the Merge Formatting box.  

Merge Formatting is also available as one of Microsoft Word’s pasting options.

Named Range / Range Name

Names (also called Named Ranges or Range Names) are a function of Excel.  By using Names, you can make your formulas much easier to understand and maintain. Administrators can define a name for a cell range, function, constant, or table.  You can then reference the Name in any other part of an Excel Workbook or formula.

Outline

The outline of content references contained within an Outline Tab (see “Outline Tab”).  When an output is generated for an outline, the content from the outline is assembled into the final output document.

Outline Grid

The grid of Excel cells contained within an Outline located on an Outline Tab (see “Outline Tab”).

Outline Tab  

A tab that can be inserted into a live Quote File within the Excel Tool.  This tab contains the outline of the references to doc sections, documents, graphics and other content that a user wants to include in their RFP response document or other sales outputs such as proposals and statements of work.

Output/Outputted  

Noun:  A document that has been dynamically assembled.

Verb:  The act of generating a document that was dynamically assembled and then automatically opened in Word or PDF. The document can then be saved, shared, printed, etc.

Production Updates

Administrators can push changes and customizations in RFP Response Builder to the Production updates stream, which means that all users will have the changes the next time they open the tool.  

Quote File

The Quote File is the Excel file that contains specific information about the RFP response including customer information, sections of the RFP response document or proposal document, etc.  Each response or proposal document will have a separate Quote File.    

Raw Tabs

Raw Tabs are the individual Excel files containing Outlines that can be customized by administrators and inserted by users into live Quote Files.  Once a tab is inserted into a live Quote File, it is protected, meaning that users can only modify cells that have specifically been unprotected by an administrator.

Review Request  

Users can submit a request for content to be reviewed if they find content in the Content Library that needs to be updated.

RFP Outline Tab  

This is the default Outline Tab that can be inserted as a tab into a live Quote File within the Excel Tool.  This tab contains the outline of the references to doc sections, documents, graphics and other content that a user wants to include in their RFP response document or other output (e.g., proposal, statement of work).

Shared File Location  

The shared file location is the location where files are stored centrally so that all users can access the files.  This is an important part of file management in the Dashboard.  Shared files can be hosted by SharePoint Online, a network drive or by CorsPro (using Amazon Web Services).  

Shredding  

The act of breaking down an RFP into doc sections that can be assigned to other individuals to review and update.  The shredding is done in the Word Tool and the re-assembling of the sections is done in the Excel Tool.  

Sibling Data

Sibling Data is the opportunity data in the Dashboard of users at your sibling level.  A sibling is a team member at the same level in the Company Role hierarchy, with the same “parent”.  For example, Sales Engineer East and Sales Engineer West might be at the same level within the Company Role hierarchy, and normally they would only see the data within their specific role and that of their “child” roles unless they checked the “Show Sibling Data” checkbox.  This enables sibling roles to “cover” for each other during busy periods or when lots of people are on vacation or traveling.  Company Roles are set by the Administrator in the Dashboard.

 Styles

Styles are a function of Microsoft that we use in our Word and Excel tools.  In Word (Word >> Home Panel >> Styles), Styles are used to quickly apply a set of formatting choices consistently throughout your document. In Excel (Excel >> Home >> Styles) Styles are also used to apply formatting to the cells in your worksheet, but they also include settings to protect/unprotect the cells.  

Sync  

Sync is an option you can choose within the Content Library panel’s menu if you wish to synchronize content immediately.  If you are only viewing and inserting content – and not adding/editing content, in which case synchronization occurs every few seconds – synchronization occurs every 15 minutes or so.  

Variables

Variables are data markers or fields for customer and other information that are pushed from the Base Info Tab and other tabs within the Excel Tool to outputs.  For example, &ENDCUST& is a variable that pushes the customer name from the Base Info Tab.  So, if you have a document with &ENDCUST& in place of a customer name, when the output document is generated it will include that particular customer name.