Managing Requirements

The Requirements collection becomes the single source of truth for what must be addressed in your response. Approving (or flagging) each requirement early prevents surprises later.

Before You Start

• Ensure all documents have been fully analyzed (green check)
• Invite any subject-matter experts (SMEs) who need to sign off
• Have “Editor” or higher permission

Step-by-Step Guide

Step 1: Open the Requirements Collection

In the Room sidebar, click Collections → Requirements (All). Each row represents one extracted requirement.

Step 2: Understand Key Fields

Each requirement displays:

Step 3: Review Each Requirement

Click a requirement to open the Item drawer:

• Use the Source Preview tab to view the original RFP snippet in context
• Verify the extraction is accurate and complete

Step 4: Take Action

For each requirement, choose one of these actions:

Approve

If the extraction is correct and belongs in scope, click Approve.

Edit

If wording is incomplete or needs adjustment, choose Edit to modify.

Dismiss

If it’s out-of-scope or a duplicate, select Dismiss. You can always reinstate it later from the Dismissed filter.

Step 5: Use Batch Actions

Speed through boilerplate sections:

1. Shift-select multiple Items
2. Click Bulk Approve or Bulk Dismiss

Step 6: Assign Ownership

Inside the Item drawer:

1. Set Owner to the SME who will draft the response
2. Add Tags like Technical, Legal, or Pricing to streamline filtering

Step 7: Track Completeness

• The progress bar atop the Collection shows percent approved
• Use the Status filter to view “Unapproved” or “Needs Attention” items
• Continue until the “Unapproved” count is zero

Filtering and Sorting

Find requirements efficiently:

• By Status — New, Needs Review, Approved, Dismissed
• By Source — Filter by document or section heading
• By Owner — See assignments for specific team members
• By Tag — Group by category (Technical, Legal, Pricing)
• By Keyword — Search for specific terms

Working with Source Context

Show Source

Toggle “Show Source” to jump directly to the original page — helpful for context or legal nuance.

Parsing Issues

If a requirement was split or combined incorrectly:

1. Click ”… More”
2. Choose Merge or Split
3. Adjust the boundaries

Best Practices

Approve Early

Approving requirements early locks their text, ensuring everyone writes to the same authoritative wording.

Use Labels for Routing

Apply labels like “Legal Review” so counsel can filter only the clauses they need to see.

Document Decisions

Add comments to explain why items were dismissed or flagged — this creates an audit trail.

Tips

• Work through requirements systematically — by section or by type
• Flag anything ambiguous for team discussion
• Don’t over-approve — it’s better to flag uncertain items than approve incorrectly

What’s Next?

Once requirements are approved, move on to Writing Proposals to create your response.