From fragmented to central, streamlined, and AI-automated
From fragmented to central, streamlined, and AI-automated
With nearly 50 years in the business, Qvidian’s worked with a lot of amazing customers to provide a superior solution for automating their sales documents. But here’s the truth, we can’t do it alone!
Seriously, while we’re comfortable singing our own praises, the teams we work with daily are the ones doing the hard work of analyzing their processes and collaborating with us to find intuitive solutions to their most complex problems.
Here’s just one of those stories.
The background
A global provider of analytics and customer engagement technology is responsible for a high volume of RFPs, security questionnaires, and technical assessments across diverse business units.
Industry: Technology
What do they do: Global analytics and customer engagement
Essential Sales Docs:
The challenge
When we met with this customer, they found their process for responding to RFPs, questionnaires, and technical assessments disconnected, burdened, inconsistent, complex and oh…totally manual! They were overly dependent on Word documents, custom-crafted Excel trackers, PDFs, email threads, and shared drives to find, sort and track their content.
But, they had no reliable source of truth to pull from. No condense reuse. No real content tracking. As one of them described it, their operations were “in the Stone Age.”
Everyone was feeling burdened
With such a manual and disconnected process, subject matter experts (SMEs) were repeatedly answering identical questions while reviewers labored through manual, meeting-driven, and time-consuming review processes.
Additionally, translators felt burdened as moist content was in a foreign language requiring a multiple-step process of translating and retranslating each proposal on a tight deadline.
You already know the results of all of this: significant strain on security, product, legal, and engineering teams with a whole lot of delays and plenty of inconsistencies.
Qvidian’s solution: streamline, automate, and centralize content.
What our customer needed most was a true transformation focusing on unity, central content management and plenty of automation. They needed:
- A governed content library
- Automation for RFPs and questionnaires
- Global templates and branding
- Faster review cycles
- Support for translation
- CRM integrations
Luckily, Qvidian was able to deliver on all their asks.
Success starts with content management
We started by centralizing their content storage. By putting all their content into a single library and taking advantage of metadata for region, product, solution, and function information, we reduced fragmentation, duplication, and out-of-date content.
Next, we established regional permissions for users and implemented a bulk upload pipeline with structured review workflows. As a result, this company saved hours of time responding while improving the overall consistency of their responses.
Next, sprinkle in some automation
Manual processes were causing decreased employee satisfaction and constant friction. We replaced manual drafting and repetitive SME workflows by taking advantage of Qvidian’s ability to automatically suggest relevant content from a customer’s content library. They also used AutoFill and answer matching to knock out huge chunks of time spent searching for correct content.
This customer was also very interested in Qvidian’s AI Assist. With it, they were able to tackle additional time-sinks by automatically translating initial questions into English and translating responses back into their native languages. They also used it to generate first drafts of content and rewrite and refine existing content.
Finally, work with systems, not against them
Our customers usually come to us with existing systems or process that can’t be thrown away on a whim. In this case, this company needed to use pre-existing branded templates that were segmented by region and product. They also had an existing tech-stack that was mission critical!
Branding was easy. Qvidian natively integrates with Office style templates and has features for applying different templates based on automatic logic. In this case we applied some basic logic to segment templates by region, product, and even document-specific asks.
Additionally, SSO/SAML integrations provided secure identity management, API and CRM connections unified workflows with existing technology, and sandbox testing streamlined deployment. All of it resulted in faster onboarding, reduced IT overhead, and a smooth enterprise integration.
The final results: a true organization-wide transformation
Qvidian transformed a fully manual, fragmented global RFP and questionnaire operation into a centralized, automated, AI enhanced environment. The platform now supports global scale, reduces SME burden, ensures consistent branding, accelerates response timelines, and provides the foundation needed for smooth merger integration.
