Using Auto Answer to respond to an RFx in Word

QorusDocs' AI-powered Auto Answer analyzes questions, finds matching answers within a knowledge base of your question-and-answer content, and pre-populates questionnaires with answers with the highest matching score - allowing you to get to draft really quickly on RFIs, RFPs, and any other questionnaires received from prospective clients.

Before you can use the magic of AI with Auto Answer, your QorusDocs should have at least one Auto Answer content source configured. You can learn more about how that works here. Then, if you haven’t done so already, you’ll also need to have the QorusDocs Add-in installed in Word.

In this article, we’ll explain how to:

1. Access Auto Answer in Word

2. Select the questions you want to answer

3. Set your Answer preferences

• The Pursuit QorusDocs should search
• Whether QorusDocs should insert answers or not and if so, where.
• Answer sensitivity settings

1.    Access Auto Answer in Word

In Word, with the RFx or vendor questionnaire open, log in to your QorusDocs Add-in. Then click on the more menu in the top nav (the three dots) and then on ‘Answer’:

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2. Select the questions you want to answer

Here’s what you should know about responding to the questions:

1. Select the question > Click on Answer
2. Click on the text form field which appears below your question
3. Click on Answer again and your answer will appear below the question

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3.     Set your Answering preferences

Next, once you’ve made your first question selection, you can set your answering preferences by clicking on the ‘gear’ icon to the right of the ‘Answer':

Here, you can specify:

• Associate the current document with a Pursuit
• Whether answers should be inserted automatically, and if so, where
• The answer sensitivity settings to apply

When you click on ‘Answer’, QorusDocs will always use the last answer preferences you’ve set.

This means that if you’d like to apply different filters, use a different Pursuit, or adjust the sensitivity for another set of questions in the same Word document, you can do so by clicking on the gear icon and adjusting your answer preferences. Your adjusted preferences will apply to the questions you select next.

Or you could use the same answer preferences to respond to the whole RFx. It’s really up to you.

Associate the current document with a Pursuit

If the document you're using Auto Answer with is actually part of the deliverables you're working on for an existing Pursuit, you can search for and select the Pursuit using the drop-down menu: 

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Whether QorusDocs should auto insert answers or not, and if so where

You have several options on where you want the answers to display:

• Insert answer next to question
• Insert answer below question
• Do not auto insert answer

Insert answer next to question

This is the very first option in the Answering preferences window:

This will insert the answer on the same line as the question, immediately next to it, like this:

Insert answer below question

The next option available is the ‘insert below question’:

This option inserts the answer immediately below the question, on a separate line, while other possible matches are made available for you to review in the QorusDocs Add-in:, like this:

Do not auto insert answer

When you select this option, QorusDocs Auto Answer won’t automatically pre-populate with the highest matching answers it finds.

Instead, you’ll be able to choose where to insert the answer for each question.

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Answer Sensitivity Settings

Then the last preference setting is the ‘Answer Sensitivity’ QorusDocs should apply. This determines the minimum percentage match score an answer must meet before it gets included in the matching answer search results returned by the Auto Answer AI:  

If you have a lot of Q&A content, you can increase the sensitivity so that the results include only the very top matching answers.

For example, setting this to 50% (as shown above) will ensure that only answers with a 50% or more match score are returned.

Alternatively, you can broaden the match score range to include responses with a lower percentage match by decreasing the ‘Answer Sensitivity’. This also broadens the range of possible matches.

When you’re done, click ‘Save preferences'.

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Next: Review answers, insert, complete, and suggest improvements

When you’re ready to review the draft answers, insert them, and possibly suggest improvements or edit answers to suit the exact requirements of your client, the process is exactly the same as in Excel, as described in this article here. 

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