How to Migrate Your Legacy Q&A Library to Iris

If your team is still managing RFPs with a patchwork of spreadsheets, folders, and outdated Q&A libraries, you’re not alone. But that doesn’t mean you have to stay stuck.

Legacy libraries were built for a different era—one where reusing static content was the only option. Today, automation, real-time collaboration, and compliance are non-negotiable. That’s where Iris comes in.

Use this simple checklist to make your transition smooth, fast, and impactful.

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Checklist: Migrating Your Q&A Library to Iris

Step 1: Audit What You Already Have
Before importing anything, take stock of what’s actually useful. Flag outdated answers, duplicate entries, and any content missing approvals or version control.

Step 2: Organize by Category, Not Chaos
Structure your content by theme, function, or document type (e.g., Security Policies, Product Features, Legal Clauses). This helps you build a cleaner Knowledge Map from day one.

Step 3: Upload High-Value Materials to Iris
Start with your best content. That includes:

• Past RFPs and DDQs with finalized language
• Security questionnaire responses
• Approved legal clauses
• Procurement templates or boilerplate terms
  This gives Iris the foundation to generate accurate, compliant responses—without the clutter.

Step 4: Create Custom Personas
Iris supports multiple personas, so you can tailor tone, structure, and level of detail by audience. Build personas for Legal, Security, Sales, and any other team that contributes to RFPs.

Step 5: Set Review Workflows and Permissions
Assign owners for each category and define who can view, edit, and approve content. With Iris Permissions, teams only see what they’re responsible for—streamlining collaboration and improving focus.

Step 6: Enable AI-Powered Drafting
With content and personas in place, Iris can now generate draft responses instantly—tailored to the request and grounded in your approved language. No more copying from old folders.

Step 7: Review, Refine, and Scale
Use tagging, commenting, and audit trails to review and finalize content. As you complete more RFPs, Iris learns and improves—so your knowledge base gets sharper with every use.

The Bottom Line:
Migrating to Iris isn’t just about ditching the shared drive. It’s about turning scattered content into a strategic asset—and empowering your team to respond faster, smarter, and with total confidence.

📩 Ready to upgrade your RFP process? Book a demo and see how easy it is to make the switch.

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