RFP Assistant

The RFP Assistant is designed to streamline the process of responding to Requests for Proposals (RFPs), security questionnaires, and other inquiries. You create assistants and configure their knowledge bases to answer questions. When uploading an RFP or similar file, you assign the relevant RFP assistant to identify questions and provide answers using data from the configured sources. When relevant answers are found, the assistant populates them for the appropriate questions. You can then download the completed file.

Anyone in the workspace can create an RFP assistant and share it with other users or groups, ensuring everyone has the tools they need for efficient response management.

Step 1 | Creating an RFP Assistant

To create an RFP Assistant:

• Click on Control Center.

• Click on Assistants.

• Click +New Assistant.

• Click RFP Assistant.

• Give your RFP Assistant a name.

• Begin configuring the assistants’ knowledge base.

Step 2 | Configuring the Assistant’s Sources

The sources you can connect for the assistant include both the apps you or your workspace admin have integrated with Unleash and the knowledge stored within the Unleash app. The data from these resources will be used to answer any questions in the RFP. By narrowing the scope and prioritizing specific resources, you can improve the quality of responses, ensuring that only the most relevant information is used to answer questions.

Sources

To configure the assistant’s sources:

• Click on + Add App.

• Select the relevant app you want to connect.

  • If you have multiple links connected for an app, a popup of the links you have access to will appear. Click on the relevant account.

• To add resources from Unleash, select Unleash.

  • Under Wikis, choose the wiki/s you would like to include.

  • You can add Unleash again as an app and select additional wikis.

• Narrow the scope of the resources the bot will use by clicking on +More Filters (optional).

• As you apply filters, the system dynamically updates the available options, ensuring that new filters remain within the scope of your current selection. Three constants are: Specific Resource, Last Edited and Type.

  Specific resource:

  • Search for a resource and click the checkbox next to the relevant resource to check specific resources as data sources.

  • You can select as many as you want.

  • Once done, click Select.

  Last edited: Establish specific timeframes for the bot to draw answers from when responding to a question.

  • Choose a time filter or scroll to the bottom and select Custom.

  • Select a time from Before, After, or Between.

  • Select the dates.

  • To save, click out.

  Type:

  • Select the type of resource available for that app.

• To add another app, click +Add App (optional).

  • You can activate knowledge prioritization when you have more than two app sources configured. The assistant will seek answers within the prioritized resources you set. If no answer is found, it will expand its search to other connected resources.

    To activate knowledge prioritization:

    • Click Knowledge Prioritizationon the sources to prioritize (you can prioritize more than one).

• Click Save.

• Optional: Click Fill RFP to start filling out an RFP using the RFP assistant you have created.

Link Indications

• If any card contains a file, the Assistant will scan and utilize those files to provide more accurate answers

• Private wikis and links that are set as a data source will be visible as answers delivered by the bot in channels. Private wikis and links are identifed by this icon:

• Links that are still syncing to Unleash are displayed with this syncing icon:

• If the selected link fails to sync, an indication will appear below the app, prompting you to try reconnecting the link on the Unleash app connection page.

• If the link was removed, an indication will appear below the app.

• When a link is selected within 24 hours of its initial connection, a message informing you that full AI functionality will be available within 24 hours of the connection time will be displayed.

Step 3 | Configuring the Assistant Instructions

The instructions are set to the default settings, allowing you to configure the response length. The advanced settings button enables you to customize and control the assistant’s behavior, tone, and response style by giving free text instructions.

Default Instructions

Response Length

Configure the response length that the assistant will use to deliver answers. You can set the response length to short, standard, or long, with the default being standard.

To configure the response length:

• Click on the dropdown for Response Length.

• Select:

  • Short: Typically consists of 1-2 sentences, providing quick, straightforward answers.

  • Standard: Slightly longer, usually a paragraph or a few sentences, offering more detailed explanations.

  • Long: In-depth and comprehensive, often spanning multiple paragraphs or containing detailed explanations.

Adjust Tone

Configure the tone that the assistant will adopt when delivering answers. You can set the tone to neutral, assertive, and confident, with the default being neutral.

To adjust the assistant’s tone:

• Click on the dropdown for Adjust Tone.

• Select:

  • Neutral: This is the default tone. It mirrors the language style documented in your resources and provides a balanced and professional response.

  • Assertive: This tone is direct and clear, communicating the necessary information with authority. It is used when conveying a strong stance.

  • Confident: This tone is positive and assured, instilling confidence in the customer. It is used when reassuring the customer or demonstrating expertise.

Note: Switching between standard and advance resets the previous values without saving them.

Advanced Instructions

The Advanced Settings button enables you to personalize the assistant’s behavior, tone, and response style by entering custom free-text instructions. You can provide detailed instructions up to 16,000 characters. For best practices, please see this article.

You can provide instructions to tailor:

• Tone (e.g., formal, casual, assertive, confident).

• Response Length (e.g., concise, moderate, detailed).

• Role and Behavior Guidelines (e.g., acting as a professional customer support representative or a knowledgeable expert in a specific field).

Example: As an RFP agent at Acme, your responsibility is to craft clear, accurate, and persuasive responses to request-for-proposal (RFP) documents. Ensure that each response aligns with the customer's requirements, highlights Acme's unique value propositions, and is free from errors. Use a professional and confident tone throughout. Close each proposal response or email with: 'Please feel free to reach out if you have any additional questions or need further details. Best regards, [Your Name].

Filling an RFP using the RFP Bot

When you open an RFP assistant, a Fill RFP button allows you to open the RFP process with the assistant set to the RFP assistant page you are on. You can then start the RFP process.