RFP Response Manager: Draft Proposal Answers from Your Past Work

Build me an agent workflow that helps me respond to RFPs, security questionnaires, and proposal requests. I will start the workflow whenever I get a new one, attaching or pasting the RFP document, questionnaire, or proposal request as the kickoff input.

Step 1: Parse the RFP I provide. Extract every section, question, requirement, deadline, deliverable, attachment, and submission rule. Build a structured response plan with section owners as placeholders, due dates, and a flagged-risks list.

Step 2: Find prior answers and owner context across whichever of these sources I have connected. Treat each as optional and use what is available:

Google Drive: search the folders I designate as my proposal/answer library by listing files with Drive query syntax, then download the content of any hits that look relevant.

Notion: search pages by title across the spaces I share with the integration, then retrieve page content as markdown to pull approved answers and boilerplate.

Microsoft SharePoint: search drive items in the sites I point you at and download matching files for context.

Slack (use the per-user Slack integration, not the deprecated slack-bot): list the channels I designate, pull channel history and thread replies, and follow conversations to surface prior discussions, decisions, and likely subject-matter owners.

Microsoft Teams: list channels and channel messages for the teams I designate, plus list chat messages for the group chats that handle proposal work.

Step 3: Draft first-pass answers grounded in those sources. Every answer must include a citation back to the file, page, or message it came from. When two sources conflict, surface the conflict and pick the most recent approved version. Never invent content I cannot back up.

Step 4: Build a gap tracker. Any question without a high-confidence source goes here, with a suggested owner inferred from past Slack or Teams activity and document authorship, a priority based on RFP weighting or risk, and a draft request I can forward to the owner.

Step 5: Produce a single review package. Default to creating a Notion page that contains the response plan, the draft answers with citations, the gap tracker, the owner ping list, and a submission checklist with risks. If Notion is not connected, create a Google Doc in Drive instead with the same structure.

Step 6: Only after I confirm, send Slack direct messages or Microsoft Teams chat messages to the suggested owners with their specific gaps and a deadline. Do not message anyone without my explicit go-ahead.

Style rules: be conservative on anything not backed by a source, prefer citing and summarizing over rewriting, and match my company voice from prior approved proposals when examples are available. Keep the gap tracker honest: it is better to flag a missing answer than to bluff.

Additional information

What does this prompt do?

Maps every section, question, deadline, and deliverable in the RFP so nothing slips through.
Reuses approved answers from past proposals, internal docs, and team chats to draft grounded first-pass responses with citations.
Tracks gaps, suggests likely owners, and ranks submission risks in one running checklist.
Produces a clean review package: response plan, draft answers, gap tracker, and owner ping list.

What do I need to use this?

The RFP, security questionnaire, or proposal request you want to respond to (PDF, doc, or pasted text).
A Google Drive, Notion, or Microsoft SharePoint location with past proposals and approved answers (any one is enough; more is better).
Optional: Slack or Microsoft Teams access so the agent can surface past discussions and the right subject-matter owners.

How can I customize it?

Point the agent at the specific folders, Notion spaces, or SharePoint sites that hold your approved answer library.
Tell it which Slack channels or Teams chats to search for prior context, owner clues, and tribal knowledge.
Set your house style and submission rules once (length, tone, must-include clauses, approver list) and reuse them on every future RFP.

Frequently asked questions

What if we don't have a clean answer library yet?

Drop in past proposals, exported security questionnaires, or even pasted notes. The agent will work with whatever you give it and flag the gaps so you can build the library over time.

Will it invent answers we can't back up?

No. Every drafted answer cites its source document or message. Anything the agent cannot ground in a source goes straight to the gap tracker for a human to fill.

Can it handle long security questionnaires?

Yes. It batches questions by topic, reuses prior approved answers where they fit, and surfaces only the ones that need fresh input from your team.

Do my teammates need accounts to be pinged?

Only the person running the workflow connects their accounts. The agent reaches owners through your existing Slack or Microsoft Teams, so nothing new to install.

Will it work if our docs live in more than one place?

Yes. You can mix Google Drive, Notion, and SharePoint as answer sources, plus Slack and Teams history for context. Connect any combination and the agent uses what it finds.