1. RFPMonkey.com Agenda Overview Logging in Personal Settings
Entry Status (Draft, Pending, Approved)
Searching for content
Using search results
Entering new content
Using Images
Submitting and Approving
Projects / RFP Tracking
Administrative Use
Exercise pages to print:
28, 49-51, 57*, 65, 76-78

2. RFPMonkey.com Training
Join by Phone: (213)
Conference ID: #
84% for WBT capture

3. RFPMonkey.com TrainingS
RFPMonkey.com Training
Present/explain important topics
Student exercises to practice in the tool
Please listen/watch during presentation
Please confine experiments to exercises
These slides are at
Also download the GettingStarted guide from the Support Portal

4. RFPMonkey.com Agenda Overview Logging in Personal Settings
Entry Status (Draft, Pending, Approved)
Searching for content
Using search results
Entering new content
Using Images
Submitting and Approving
Projects / RFP Tracking
Administrative Use
Exercise pages to print:
29, 50-52, 58, 64, 74-76

5. S
Overview

6. S
RFPMonkey.com
RFPMonkey.com lets you store, categorize, and retrieve RFP entries to help you respond to RFPs
An entry is a Question-Answer pair. It contains…
Question
Optional Key Words
Category
Product
Knowledge Type
Status
Response
Optional Comments
Sub-category
Version
Source

7. RFPMonkey.com Benefits
Shorter RFP response time
Better management of time-sensitive information
Collaborative Content Authoring
Less reliance on subject matter experts
Standardization of important RFP content
More comprehensive RFP responses
Increased communication of important information
Empower channel partners with your RFP data

8. RFPMonkey.com Features
Approval Workflow
Assignment Workflow
Query Tool
Exact Match or Relevance Match Searching
Notifications (update, assignment, lost pw)
Full, Flexible Categorization for Filtering Searches
Drafts (private workspace)
Internal/External Access
Content Rating
User and Entry Logging
Brandable User Interface
Re-approval workflow

9. RFPMonkey.com User Interface
Main Menu

10. RFPMonkey.com User Interface
Sub Menu

11. RFPMonkey.com User Interface
Menu and Sub Menu vary
based on user’s permissions.

12. RFPMonkey.com User Interface
Acct Info

13. RFPMonkey.com User Interface
User Info

14. RFPMonkey.com User Interface
Close session and logout.
Return to login screen.

15. RFPMonkey.com User Interface
Access the Support Web Portal.

16. RFPMonkey.com User Interface
Navigation Index

17. RFPMonkey.com User Interface
Show Previous/Next page in list
Number of pages depends
On personal setting – Rows/Page

18. RFPMonkey.com User Interface
Show specific page in list

19. RFPMonkey.com User Interface
Sort list by this column
(Descending / Ascending)

20. RFPMonkey.com User Interface
Links at top are general.

21. RFPMonkey.com User Interface
Links at bottom
act on the current item.

22. O
First Things First

23. O
White Listing
Several types of notifications are sent to users via . 
Prevent them from being marked as SPAM by your system by asking your IT team to ‘white list’
Without ‘white listing’, your server might accidentally route these notifications to your junk folder.
New User Credentials
Password Recovery
Approval Notification
Update Notification
Entry Detail
Entry Assignment
Users
Entry Rejection Notification
Entry Approved Notification
New Project Owner
New Project Assignment
Past Due Project Assignment
Project Assignment Reminders

24. S
Logging In

25. Logging In xxxx www.RFPMonkey.com Click on Customer Login
Enter Acct Number, User name, Password
Enter Acct Number
User name
Password
xxxx

26. Logging In 1001 Students Tony Jim John ???? User Names xxxxxxxxC
Logging In
Students
Tony
Jim
John
????
User Names
xxxxxxxx
Passwords
xxxxxxxxx
1001

27. Forgotten Password Click on Forgot Password? Enter your email address

28. Exercise 1 – Logging In Now, Students log into your own accounts. xxxx
Use the ‘Forgot Password?’ link if needed.
Now, Log out of your company’s acct...
… and log into the training account
with your student ID and PW.
1001

29. Start-Up Messages Pending Approval Alerts
Late Project Assignment Warnings
Unfinished Project Assignment Alerts
Private Draft Announcements
Message of the Day

30. Personal Profile & Settings

31. User Profile Use this screen to change your username or password
Subscribe (or unsubscribe) to alerts
Access linked accounts (if applicable)

32. S
Personal Settings
Use this screen to set your personal display settings
Detail level for results lists
Font style for entries
Rows/page for results lists
Columns to display in search results
Enable/Disable Search Macros

33. S
Entry Status

34. Status: Draft, Pending, Approved
New entries are Drafts
Drafts must be submitted for approval
Pending entries must be approved
Only Approved entries can be searched
Add
Draft
Submit
Pending
Approve
Approved

35. S
Searching

36. Search Screen Only Approved entries can be searched
Search results are displayed in a list

37. Search Screen Only Approved entries can be searched
Type text to search for

38. Decide which entry fields
Search Screen
Only Approved entries can be searched
Decide which entry fields
to search

39. Search Screen Only Approved entries can be searched
Filter search results
by these values

40. or let RFPMonkey.com decideS
Search Screen
Only Approved entries can be searched
Select search mode
or let RFPMonkey.com decide

41. Searching the repository
You can search for:
A single word

42. Searching the repository
You can search for:
A single word
A specific phrase

43. Searching the repository
You can search for:
A single word
A specific phrase
An actual RFP question

44. Searching the repository
You can search for:
A single word
A specific phrase
An actual RFP question
… or everything in the repository

45. S
Search Modes
Exact Match
Relevance Match
Auto

46. single words or specific,
Search Modes
Exact Match
Relevance Match
Auto
Exact Match is best for
single words or specific,
short phrases

47. Search Modes Exact Match Relevance Match Auto Relevance Match will
locate entries that may be
related to the search phrase
It’s best for whole
sentences or questions

48. Search Modes Exact Match Relevance Match Auto Auto will automatically
switch to Exact or Relevance
based on how many words
are in the search phrase
This is usually the best way to search

49. Exercise 2 – Searching (browsing)
Leave the Search Phrase empty
Click the Query button
292 found
Now, set the Category to General Info and query again’
21 found
These dropdowns are used to Filter results.

50. Exercise 3 – Searching (exact)
Set search mode set to ‘Exact’ and Category back to ‘*’
Search for the word ‘search options’
1 found
How many were found?
Now, search for ‘search’
Now, how many were found?
54 found
Now, set the ‘Highlight’ check box and search again

51. Exercise 4 – Searching (relevance)
Leave search mode set to ‘Exact’
Search for the phrase ‘is it installed or hosted?’
How many were found?
0 found
Set search mode to ‘Relevance’ and search again
Now, how many were found?
12 found

52. S
Using Results

53. Search Results Search results are displayed in a list
To view full details of an entry, click it’s ID

54. S
Search Results
View Question, Response, Comments, Key Words, Status, Grouping values, Audit Trail and actions.

55. Search Results Highlight results and Copy to the ‘clip board’
Tip: Ctrl-C is a shortcut for Copy

56. S
Search Results
If you want to continue evaluating other results, click ‘Back to Results’

57. Exercise 5a – Viewing w/ font preferences
View your previous search results (or search again)
What color is the RFP response displayed in?
Click on Personal Settings in the User menu
Select a different font color using the artists pallet
Save your change and search again
Notice that results are now displayed with your color

58. S
Adding New Entries

59. Adding creates Draft entries
Remember that when you create a new entry, it is in DRAFT status
After you enter your drafts, you will have an opportunity to submit them for approval
Add
Draft
Submit
Pending
Approve
Approved

60. Adding a New Entry (draft)S
Adding a New Entry (draft)
Click Add Entry link in the Entries sub-menu

61. Adding a New Entry (draft)S
Adding a New Entry (draft)
WYSIWYG Response Editor
Paste or type your RFP response here.
And format as necessary.
Filters or Categorization
Optional Key Words – Used to increase searchability
Paste or type the RFP question here
Comments Field
Put optional notes here.

62. Adding a New Entry (draft)S
Adding a New Entry (draft)
Filter values are saved
in data entry mode.
Check this box to stay in
data entry mode.

63. Adding a New Entry (draft)S
Adding a New Entry (draft)
Standard formatting tools
Paste buttons
Delete contents
View HTML code
Format eraser
Insert image
Text color
Create a link
Insert HTML table
Full Screen

64. Entry Insert Demo Quick demo of Add Entry with focus on: Using links
Using images

65. Exercise 5b – Add a text-only entry
Each student, add an entry and save it
(leave the status set to Draft)
Any question about the Add screen?
Can you find your new entry by searching?
Click on ‘List My Drafts’ in the Entries menu

66. Hosting & Inserting Images

67. Uploading & Inserting Images
Because RFPMonkey is a web application, you can’t just paste images
Images have to be uploaded first
Use the Asset Library to upload and select images

68. Uploading Images Current assets Browse your computer
Because RFPMonkey is a web application, you can’t just paste images
Images have to be uploaded first
Use the Asset Library to upload and select images
Current assets
Browse your computer
for an image to upload
Click Open to select
Select your image
Click the Insert Image tool
Click the folder to use the
Asset Library

69. Uploading Images Preview of new image Click the Insert Image tool
Because RFPMonkey is a web application, you can’t just paste images
Images have to be uploaded first
Use the Asset Library to upload and select images
Preview of new image
Click the Insert Image tool
Click the folder to use the
Asset Library
Click Upload to copy
selected image to RFPMonkey

70. First click in the edit area
Inserting Images
Because RFPMonkey is a web application, you can’t just paste images
Images have to be uploaded first
Use the Asset Library to upload and select images
First click in the edit area

71. Inserting Images Current assets Click the Insert Image tool
Because RFPMonkey is a web application, you can’t just paste images
Images have to be uploaded first
Use the Asset Library to upload and select images
Current assets
Click the Insert Image tool
Click the folder to use the
Asset Library

72. Inserting Images Select an image in list Click the Insert Image tool
Because RFPMonkey is a web application, you can’t just paste images
Images have to be uploaded first
Use the Asset Library to upload and select images
Select an image in list
Click the Insert Image tool
Click the folder to use the
Asset Library

73. Inserting Images Click OK to select the image
Because RFPMonkey is a web application, you can’t just paste images
Images have to be uploaded first
Use the Asset Library to upload and select images
Click OK to select the image
Click the Insert Image tool
Click the folder to use the
Asset Library

74. Inserting Images Click Insert to place image into response
Because RFPMonkey is a web application, you can’t just paste images
Images have to be uploaded first
Use the Asset Library to upload and select images
Click Insert to place
image into response

75. S
Inserting Images
Because RFPMonkey is a web application, you can’t just paste images
Images have to be uploaded first
Use the Asset Library to upload and select images

76. Exercise 6 – Uploading Images
Click ‘Asset Library’ in the Entries menu
Browse for an image file on your own computer
Select it. Upload it.
Close the Asset Library by clicking the Red X

77. Exercise 7 – Insert an Image into Entry
Use ‘List My Drafts’ to find your earlier entry
Click it’s ID number to open it, then click Edit
To insert an image…
Place the mouse cursor inside the response editor
Click the Insert Image icon
Click the Folder icon to use the Asset Library …

78. Exercise 7 – Insert an Image into Entry
Select an image from the Asset Library and preview it
Click OK to select the image
Click Insert to insert the image into the response
Save your edits
Relist your drafts

79. Submitting & Approving

80. Submitting and Approving
Remember that when you create a new entry, it is in DRAFT status
Drafts must be submitted
Pending entries must be approved
Privileged users can take shortcuts
Remember that when you create a new entry, it is in DRAFT status
Drafts must be submitted
Pending entries must be approved
Add
Draft
Submit
Pending
Approve
Approved

81. S
Submitting Drafts
First, list Drafts

82. Select the draft to submit
Submitting Drafts
Remember that your personal settings
Controls which columns to display
Category
Sub-category
Product
Version
Knowledge Type
Last save date
Rating
Select the draft to submit

83. Click Submit to send this
Submitting Drafts
Click Submit to send this
Entry for approval

84. Submitting Drafts Use Submit All to submit
all of your drafts for approval
at one time
Now the Drafts list is updated, and
the entry just submitted is absent

85. Submitting Drafts You can also select multiple entries for submission…

86. Submitting Drafts You can also select multiple entries for submission…
… then select Submit and click Go.

87. S
Approving Entries
First, list Approvals

88. Approving Entries Entries pending your approval must meet 3 criteria:
Entry Status is Pending
User is an Approver
User is a valid approver for the entry’s Category

89. Select the entry to review/approve
Approving Entries
Select the entry to review/approve
Remember that your personal settings
Controls which columns to display
Category
Sub-category
Product
Version
Knowledge Type
Last save date
Rating

90. Approving Entries Click Approve to add this
entry to the repository and
make it searchable

91. Instead of approving, if you
Approving Entries
Instead of approving, if you
reject the entry…

92. Approving Entries … add a comment to explain the rejection.
Then the entry will revert back to Draft
status and be routed to its author

93. Approving Entries Use Thumbs Up or Thumbs Down
Use Approve All to approve
all pending entries and make
them searchable
Use Thumbs Up or Thumbs Down
to approve or reject without
reviewing the complete record

94. You can also select multiple
Approving Entries
You can also select multiple
entries for approval…

95. Approving Entries You can also select multiple entries for approval…
… then select Approve and click Go.

96. S
Administrative Use

97. O
Administrative Use
Filters
Adding Users
Account Settings

98. O
Administrative Use
Filters
Adding Users
Account Settings
Branding

99. Filters Knowledge Type Category – Subcategory Product - Version
Quick demo of Filter definition and use

100. Adding Users Used to identify user on login and
Use Status to unblock a user after failed
Login attempts, or to inactivate a user
w/o deleting them. Set to Demo to restrict
DB edits.
Used to identify user on login and
internally (lists, assignment, user log).
May be in the form of address,
but not required to be.
Send notifications to approvers
when new drafts have been submitted
for approval.
User password. User can change it on
their User Profile screen
Send notifications when new
entries are approved. (Not used with
‘Approve All’ feature)
This can be used to default Searches
to a particular Knowledge Type

101. Adding Users Personal settings for results display
Optional columns to display with results

102. Adding Users Standard rights. Most users typically have these
User Permissions
Administrative rights.
Most users typically do not have these

103. S
Adding Users
Send welcome with
new user’s login credentials

104. Account Screen Account and Contact
information
Account review charts
Account Settings
User-defined Tags
Security Settings
What’s Missing?
Search phrases that
yielded no results

105. Branding Logo – specify your own logo
Menu buttons – choose from several styles
Style sheet – pick colors for submenu, background, charts
Custom Field Labels
Quick demo of Branding features

106. Training Set-up Edit PPT w/ logo and acct num Slide Key
Edit PPT Ex#1 with Client org num
Create/activate trainee users in 1001
Note: Username is student1 – student3
Password is password1 – password3
Create Join.Me and send to contact
Update PPT w/ dial-in
Upload PPT to web
Print exercise pages
28, 49-51, 65, 76-78
57 viewing w/ font pref (optional)
Slide Key
S Standard – Used in every training session
O Optional – Used in more detailed sessions.
C Customized Slided – Edit to include customer details
I Instructor / Internal – Instructor Notes. Always hidden.