RFPIO® LookUp for Hangouts

Installing and connecting RFPIO® LookUp for Hangouts is a simple process. Both RFPIO and Hangouts Chat must be installed separately.

Permission: You must be an Admin to set up this feature in RFPIO. Note: This an add-on feature and must be enabled by RFPIO staff. Please contact your account manager, or accountmanagers@rfpio.com, if you would like to enable it.

Use Case

While responding to questions, users need to view messages from team members without logging into RFPIO. From Hangouts chat, users wish to search for Answer Library contents.

Note: For an overview of this feature, download the attachment at the end of this article.

Adding RFPIO to Hangouts Chat

To receive messages from RFPIO to Hangouts Chat, you must have installed the RFPIO bot:

1. Login to Hangouts Chat.

2. Click Find people, rooms, bots A section as shown below will be displayed.

3. Click Find a bot. The Find a bot page will be displayed as shown below:

 

4. Search for RFPIO and select RFPIO.

5. A page as shown below will be displayed. Click Add to room.

6. The Add bot “RFPIO” to rooms. pop-up will be displayed. Select the room name and click Add.

The bot will be added and will be displayed as shown below:

 

Once the bot is added, you will be able to receive messages from RFPIO in the room where the RFPIO bot is added.

Adding Bot to Receive Direct Messages

To receive direct messages to the RFPIO bot when someone @mentions you, you need to add the bot for messages:

1. Login to Hangouts Chat.

2. Click icon next to BOTS. The Find a bot page will be displayed as shown below:

3. Search for RFPIO and select RFPIO.

4. A page as shown below will be displayed. Click Message.

The bot will be added and will be displayed as shown below:

You can now receive direct messages to the RFPIO bot when you are @mentioned in comments.

Adding Users to Hangouts Chat

For a user to receive comments posted in RFPIO and search RFPIO contents from Hangouts Chat, the user must be added to the Hangouts Chat room. To add a user to Hangouts Chat, you can follow the steps below:

1. Enter a room to which the user has to be added.
2. Click the drop-down icon adjacent to member count.

3. Select Add people & bots.

The Add people, groups, or bots to “<room name>” pop-up will be displayed as shown below:

4. Enter the name or email ID of the person or group to be added.

5. Click Send. The member will be added to the room and a message will be displayed as shown below:

Integrating Hangouts Chat

To integrate and install Hangouts, you can follow the steps below:

1. Login to RFPIO as an administrator.
2. From the RFPIO landing page, select Organization Settings.

3. The Organization Settings > Manage Users page will be displayed, select INTEGRATION.

4. The INTEGRATION tab will be expanded. Click Collaboration.

5. Click Configure associated with Hangouts Chat.

The Hangouts Chat pop-up will be displayed as shown below:

6. Turn on the toggle switch to enable Hangouts Chat Bot.

Once you are connected to Hangouts Chat, you will receive notifications in Hangouts through the RFPIO Bot for all comments made in the Content Library and/or project discussions. Along with RFPIO Bot, you will also receive messages through a selected room.

7. To select a chat room, click the drop-down icon and select a room.

In the Guest Access To Collections section, you can specify the domain and collections. Users in the specified domain will be able to search for content in the selected collections. 

8. Enter a Domain. Multiple domains can be specified, one domain per line.

Note: Users from your company’s domain as well as migrated users from the other domains (specified here) will have access to Hangouts Chat.

9. Select a Collection. Multiple collections can be selected.

Note: Collections selection field will be displayed only if collections are available in the Organization. If collections are not selected, and domain is specified, the default collection will be fetched by the system.

10. Click SUBMIT.

 

Rich Notifications

Integrating RFPIO with Hangouts Chat keeps everyone in sync, everywhere with updates on multiple tasks from your rooms. Instant notifications can be sent to the user from the SECTIONS tab, while responding to RFx questions, as well as from Answer Library.

Note: Only text comments can be sent from RFPIO to Hangouts Chat. Attachments to comments, if any, will not be displayed in Hangouts Chat.

Messaging from SECTIONS

Comments made in the SECTIONS tab of the application can be sent as an instant notification in the selected room, as well as a direct message if user is @mentioned in the comment.

1. From the SECTIONS tab of the any project page, click the more options icon associated with a required section.
2. Select Section Comments from the displayed options. The Add New Comment section will be displayed as shown below:

3. Enter the required comment and click icon.

Note: To send a message to a particular user, type @username followed by the message. To send the message to the entire team, type @team followed by the message. The message will be displayed to all users in the room as shown below:  The message will also be displayed to the user in the RFPIO bot view as shown below:

 

Messaging While Responding to Questions

Integration with Hangouts Chat also allows you to send instant notifications while responding to RFx questions. This section explains how messages can be sent directly to any or all user within the RFPIO bot or selected space/room while responding to questions.

1. From the response section, click the comments icon.

The Comments section will be displayed.

2. Enter @username followed by the message and click icon.

Note: To send message to the group, type @team followed by the message and click  icon. You can upload and share files by clicking icon. Attachments won't post in the Chat room but are linked from the comment.

The message will be sent to the user in the selected room as well as the RFPIO bot.

Messaging from Answer Library

You can also send instant notifications from the Answer Library. This section explains how messages can be sent directly to any or all user within the RFPIO bot or selected channel from the answer library.

1. From the Answer Library page, click on the QA pair for which comment has to be added.
2. Click the comments icon. The Comment pop-up will be displayed.

3. Enter the required comments and click icon.
4. Enter @username followed by the message and click icon.

Note: To send message to the group, type @team followed by the message and clickicon. You can upload and share files by clicking  icon. Attachments won't post in the Chat room but are linked from the comment.

The message will be sent to the user in the selected channel as well as the RFPIO bot.

Searching AL Content

Using search in Hangouts Chat makes finding the right content from the Answer Library a breeze. Here we will cover how to filter and refine your searches in Hangouts chat to quickly find what you need.

Starting a New Search

You can start a new search for answer library contents directly from the message box using the @RFPIO search command, followed by the keyword to be searched for from any room that you are part of, and with the command search <keyword>from the RFPIO bot.

To search keyword in both Question and Answer: @rfpio search [keyword], Example: @rfpio search business

• You can perform advanced search (@RFPIO search fieldname:[value]) using field names such as question, answer, tags, collections, language, custom fields (such as Product Name, User Name), etc. Example: @RFPIO search language:English
• You can also perform combination search using Boolean operators(AND, OR, NOT), wildcard (?, *), fuzzy(~), and range([1 TO 5 ]). Example: @RFPIO search question:policy AND tags:(tag1 OR tag2)

Note: You can also get the list of searchable fields by typing: @RFPIO help search-fields.

 

For example, if you wish to search for contents with the keyword "social" from any of the rooms you are part of, you can specify the command: @RFPIO search social.

1. Enter @RFPIO search, followed by the keyword from any room, example: @RFPIO search social.

2. Click Enter. The results would be displayed to all users in the room as shown below:

 

Attention!

• If no matches are found for the searched keyword, a message would be displayed as shown:

• If the room is not connected to the RFPIO Bot, a message as shown below will be displayed:

Note: To enable search, you can click Add to room.

 

Viewing Search Results

Search results are adaptive to help you find what you’re looking for. For example, searching for a word like "test" may show results for related terms like "testing" or "tests". 

The search results would be displayed in the Hangouts Chat as shown below:

• VIEW THIS CONTENT IN RFPIO: Clicking this will take you directly to the content inside RFPIO.

• VIEW ALL MATCHING RESULTS: Clicking this will take you to the RFPIO App with all matching search results. The keyword searched would be highlighted.

 

Points to Remember!

• All members in the Hangouts chat room can see the results displayed in the room.
• To view the results in RFPIO, the user/member must have access to the Question-Answer pair in the Answer Library.
• If access is not available, the page would display an alert message as follows:

• If matching results are not found, an alert message would be displayed.
• If the room is not connected to RFPIO Bot, the search will not work.

Search Operators you can use with Hangouts Chat

You can use words or symbols called search operators to search Answer Library content from Hangouts Chat. You can also combine operators to filter your results further.

How to use a search operator

1. Go to Hangouts Chat.
2. In the editor area, type the search syntax.

Search Syntax

What you can search content by	Search syntax & example
Keyword in the Q&A pair	@RFPIO search <searchterm> Example: @RFPIO search business, will fetch all content with the term business anywhere in the content.
Keyword in the Question	@RFPIO search question:<searchterm> Example: @RFPIO search question:business, will fetch all content with the term business in the question.
Keyword in the answer	@RFPIO search answer:<searchterm> Example: @RFPIO search answer:business, will fetch all content with the term business in the answer.
Tag	@RFPIO search tags:<tagname> Example: @RFPIO search tag:security, will fetch all content with the tag security.
Collection	@RFPIO search collections:<collectionname> Example: @RFPIO search collections: APAC, will fetch all content within the collection APAC.
Language	@RFPIO search language:<language> Example: @RFPIO search language:German, will fetch all content in the German language.
Wildcard search	@RFPIO search language:<itali?n>, will fetch all content in the Italian language @RFPIO search tag:<secu*>, will fetch all content with the tags- secure, secured, security, etc.
Fuzzy Search	@RFPIO search question:<secu~>, will fetch all content with the terms- secure, seek, self, present, such, etc., in the question.
Range Search	Range search can be used to search numeric values such as star rating and dates. @RFPIO search <starrating>:[1 to 5], will fetch content with star rating 1, 2, 3, 4, and 5. @RFPIO search <starrating>:{1 to 5], will fetch content with star rating between 2, 3, 4, and 5. @RFPIO search <starrating >:[1 to 5}, will fetch content with star rating 1, 2, 3, and 4. @RFPIO search <starrating >:{1 to 5}, will fetch content with star rating 2, 3, and 4. @RFPIO search <starrating >:[* to 5], will fetch content with star rating from any number till 5. @RFPIO search <starrating >:[1 to *], will fetch content with star rating from 1 till any number. @RFPIO  search <starrating >:[* to *], will fetch content with any star rating.
Date Range Search	@RFPIO search date:[* to NOW], will fetch all content with Date field. @RFPIO search date:[<30-12-2019>], will fetch content with the specified date. @RFPIO search date:[<30-12-2019> TO <01-01-2020], will fetch all content within the specified date.
Boolean search	AND/&& Search @RFPIO search language:English AND French @RFPIO search language:English && French The above examples will fetch all content in the English and French languages. OR/||Search @RFPIO search collections:C1 OR C2 @RFPIO search language:C1 || C2 The above examples will fetch all content in the collections C1 and C2. NOT Search @RFPIO search tags:!Tag1 will fetch all content without the tag Tag1. + Search @RFPIO search question (+< terms>) Example: @RFPIO search question (+social media search) will fetch all content with the term “social” in the question, even if the terms media and search are not available. - Search @RFPIO search question (-< terms>) Example: @RFPIO search question (-social media search) will fetch all content without the term “social” in the question, but contains the terms media and search. Grouping Search- You can group Boolean operators AND, OR and NOT to perform searches Example: @RFPIO search question:policy AND tags:(tag1 OR tag2) will retrieve all content having the keywordpolicy in the question and has either the tag 1 or tag 2.

 

 

Limiting Answer Library Searches to Specific Collections

A Super Admin user can restrict access to specific collections to protect potentially sensitive information by performing the following steps:

1. Navigate to Organizations - Collaboration > Integrations, and then select Configure on the Hangouts tile.

 

2. In the RFPIO User Options section, select Search only these collections and then enter the collections your users should be able to see. Click Submit to save your changes.

 

Now users will be limited to the specified collections when searching Answer Library content in Hangouts.

 

Creating a Project-Specific Room

Use case:

• It can be hard to find the information for a specific project when communications about all your projects appear in the same channel

RFPIO allows you to create a specific room for a project for the following types of channels:

• All Private Active (with the RFPIO bot)

Users must have Update Project Info access. 

Note: Before setting up the project-specific room, you must have already enabled collaboration with Hangouts in the Organization Settings and set up the RFPIO bot as described previously.

To set up a project-specific room for Hangouts, select the project. Click Menu at the top of the page, and then click Project Settings.

 

 

Click the + next to Hangouts Chat Settings to expand it. Make sure the Post room notifications for this project toggle is enabled, and then click Use a Specific Room.

 

 

Select the room from the pull-down list or begin typing the name of the room in the Search field. When you are finished, click Save.