Merge Variables: Scale Your RFP Response Library with Dynamic Content

Caleb Liao
Caleb Liao

Information about your company is always changing and evolving. From product updates and client statistics to your office location and quarterly financial reports—it can be difficult to keep up with it all.

Especially if you need to update answers across multiple pieces of RFP content. It can feel a little like…

Man thinking really hard illustrating trying to complete a difficult task.

That’s why we created merge variables—a way to make content dynamic, so maintaining an RFP response Library is easier than ever. Read on to learn how it works.

How to Manage Information That’s Constantly Changing

One of the biggest challenges to maintaining an RFP response Library is that information is constantly changing. Think, for example, about the number of employees or clients you have. Can you remember every single answer that this information appears in?

This is why it’s essential to use a system that scales your content maintenance automatically (instead of requiring manual updates—which can quickly become unmanageable).

Merge variables helps you manage all your information changes by creating dynamic content. Instead of using static information, you can use merge variables to create dynamic placeholders, which you can manage through one centralized page. When you update key information on this page—like employee count or funding—your changes will be reflected in all answers that contain this variable.

Show users how to mange merge variables in Loopio

This approach makes keeping content up-to-date easier, plus, helps ensure that information across your Library stays consistent.

How Merge Variables Scale Your Work

Using this feature is simple: create a merge variable to replace information that’s constantly changing at your organization—like your number of clients.

Then, when you’re working on your next RFP response, simply add the variable to your answer, instead of the actual figure.

How to add merge variables when creating a Library Entry.

Then, once this information is out of date, simply change the variable itself and all answers with this detail will be automatically updated. (Say hello to better version control.)

Merge variables can be as general, or granular, as you need them to be. For example, you can specify total customers based on industry or region, using variables like:

  • Number of customers from North America
  • Number of customers from Europe, the Middle East, and Africa
  • Number of customers from Asia-Pacific

Having quickfire access to this information will help you craft tailored RFP responses for prospects in a more efficient way, without sacrificing accuracy. Speaking of which…

A Better Way To Tackle Due Diligence Questionnaires (DDQs)

Merge variables offer particular value for people at asset management companies, and those who respond to a high volume of DDQs. Accounting, valuation, and reporting, all need to be updated frequently, which can be challenging for fund managers.

By using merge variables, multiple fund managers can update figures in one centralized spot. (Huzzah!) This easy-to-use process ensures your DDQs are accurate for investors.

Four Tips to Get Started

Let’s say, we’ve now convinced you to start using this feature. So, where should you start?

Here are four steps that the Loopio team took to leverage merge variables in our own Library:

  1. Start With a Content Audit

    Review the Library to identify which key pieces of information can be replaced with a merge variable. What information requires frequent updates?

  2. Add Your Variables

    Go to the Merge Variables Page (which is located under the Library tab) to create variables, based on the review of the Library.

  3. Update Old Entries, Using New Variables

    Use the search function to find existing entries, which need to be updated with the newly created merge variables.

  4. Inform Your Subject Matter Experts (SMEs)

    Add an announcement to the Loopio Homepage to inform content creators about the benefits of using merge variables, instead of static information.

If you have any questions about merge variables, or would like more information, please reach out to your Customer Success Manager. They would be happy to help you get started.

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