Setting up the Dictionary for Requirements Analysis

Overview

The Requirements Analysis Dictionary feature helps Proposal management teams put together a set of commonly used or industry-specific keywords as a dictionary. Requirements Analysis comes with a pre-built default dictionary; however, you can create custom dictionaries to meet the specific needs of your project.

Similar to a SME Dictionary, once created these dictionaries can be reused across all projects or workspaces.

There are three ways to create custom dictionaries:

• Creating a new custom dictionary from scratch.
• Cloning, then customizing, an existing dictionary.
• Importing a set of keywords from an Excel (.xlsx) file.

Creating a New Custom Dictionary

1. Go to Organization Settings > Requirements Analysis > Dictionary. The Organization Settings - Dictionary page is displayed.
   
2. Click Create.
   
3. On the Create Dictionary page, enter a unique name for the dictionary, a description (optional), the Business Unit (BU) if enabled, and set the Type to Requirements Analysis.
   
   Note: You can disable a Dictionary by setting the Dictionary Status to Inactive.
4. Multiple sets of keywords can be saved as categories within a dictionary. To create a category, click the Add Category icon or Add Category.
   
   Note: Each category within a dictionary must have a unique name.
5. On the Add Category pop-up, enter a name for the category, and add the keywords (separated by a comma). You can also search for keywords.
6. Click Add.

Cloning an Existing Dictionary

To get a jump start, you can clone an existing dictionary and customize it to suit your needs. If there are no existing dictionaries, you can clone the default dictionary.

1. On the Dictionary page, click the three-dot menu on a dictionary and click Clone.
   • If you have selected to clone the default dictionary, you will see the following options:
     
   • If you have selected to clone an existing dictionary, you will see a menu as shown:
     
2. On the Confirmation pop-up, click View to display the Edit Dictionary page.
   
3. Edit the dictionary options as needed.
   
4. Click the + icon to add a category, or Clone or Delete the categories if applicable.
   
5. Click Save.

Importing Keywords from Excel

If you already have compiled a list of keywords in Excel (.xlsx) file, you can import them to Responsive and then set up your dictionary.

1. On the Dictionary page, click Import.
   
2. On the Import from Excel pop-up, enter a unique name for the dictionary, a description (optional), and BU (if enabled).
   
3. Click Choose the file to be imported and select your file.
4. Note: In order to successfully add the categories and keywords, the data on the Excel file must be in a standard format. View the sample template by clicking Download sample import template.
   
5. Click Import.

Editing dictionary

You can update the dictionary, even when the dictionary is being used in other matrices. The updated dictionary will be applicable only for the document that will be shredded in the future and not for the already shredded documents.

When a dictionary is updated in the Organization Settings, a Dictionary Update icon displays for the matrices created with that dictionary. 

Clicking the icon provides options to either ignore the change or update the matrix based on the modified dictionary. You can also see the keywords that were added or removed from the dictionary.
Note: Updating the matrix will re-shred it, and overwrite all changes made.