About This Guide
This user guide covers all features and workflows within the RFx IQ application. It is designed for procurement professionals, sourcing managers, and category leads who manage the lifecycle of competitive solicitations — from drafting an RFP/RFI/RFQ through to vendor evaluation and award.
RFx IQ provides a centralised platform for creating and tracking RFx projects, scoring vendor responses across technical and commercial dimensions, managing the vendor Q&A process, and analysing pipeline performance with interactive charts.
Key Capabilities
Dashboard & KPIs
Real-time overview with stat cards (Active RFx, Pending Evaluations, Pipeline Value, Avg Response Rate), status/type charts, and upcoming deadlines table.
RFx Project Management
Full RFx register supporting RFP, RFI, and RFQ types with 8-status lifecycle, department filtering, and multi-field search.
Vendor Evaluation & Scoring
Dual-axis scoring (Technical + Commercial) with overall score calculation, recommendation badges (Award/Shortlist/Reject), and comparison tables.
Q&A Management
Track vendor questions and answers across all RFx projects with Open/Answered/Deferred status filtering and date tracking.
Analytics & Insights
Four Chart.js visualisations: Volume by Type, Value Distribution by Department, Vendor Participation Rate, and Pipeline Timeline.
AI Assistant
Context-aware AI chat panel powered by Claude, with full visibility of your RFx data for instant answers about projects, deadlines, and evaluations.
Notifications & Search
Bell icon with deadline alerts, global search across RFx projects and vendors, and a help button linking to user guides.
IQ Platform Integration
App Switcher provides one-click access to all 8 IQ platform apps. Supabase cloud sync with multi-organisation support and profile management.
Table of Contents
- 1. Quick-Start: Your First 10 MinutesPage 3
- 2. Navigation & Getting StartedPage 4
- 3. RFx DashboardPage 4
- 4. RFx List & Project ManagementPage 5
- 5. Vendor Evaluations & ScoringPage 6
- 6. Q&A ManagementPage 6
- 7. Analytics & InsightsPage 7
- 8. AI Assistant, Profile & Data SyncPage 8
- 9. FAQ & TroubleshootingPage 9
How Do I… Quick Reference
Find the answer to common tasks instantly:
| I want to… | Go to |
|---|
| View my active RFx projects | Dashboard §3.1 (p.4) |
| Filter RFx by type or department | RFx List §4.1 (p.5) |
| See upcoming deadlines | Dashboard §3.3 (p.4) |
| Score a vendor response | Evaluations §5.2 (p.6) |
| Check vendor questions | Q&A §6.1 (p.6) |
| View pipeline analytics | Analytics §7 (p.7) |
| Switch to Light Mode | Getting Started §2.2 (p.4) |
| Search for a vendor or RFx | Getting Started §2.3 (p.4) |
| I want to… | Go to |
|---|
| Compare vendor scores | Evaluations §5.3 (p.6) |
| See value by department | Analytics §7.2 (p.7) |
| Answer a vendor question | Q&A §6.2 (p.6) |
| Ask the AI about my data | AI Assistant §8.1 (p.8) |
| Switch organisations | Profile §8.3 (p.8) |
| Check notification alerts | Getting Started §2.4 (p.4) |
| Navigate to another IQ app | Getting Started §2.3 (p.4) |
| View all user guides | FAQ Q12 (p.9) |
1. Quick-Start: Your First 10 Minutes
This walkthrough takes you from first login to reviewing your RFx pipeline end-to-end. Follow these 6 steps to explore the full platform.
- Open RFx IQ — Launch the app in your browser. If authenticated, your data loads from Supabase automatically. If exploring, Demo Mode loads 12 sample RFx projects with vendor responses, evaluations, and Q&A data so you can try everything risk-free.
- Orient yourself — The sidebar (left) has 6 navigation items: Dashboard, RFx List, Evaluations, Q&A, Analytics, and AI Assistant. The topbar (top) has the search bar, notification bell, help button, and your profile avatar. The Dashboard loads by default.
- Review the Dashboard — Check the four KPI cards: Active RFx (count of live projects), Pending Evaluations (projects in Evaluation status), Pipeline Value (total GBP), and Avg Response Rate. Below, view the RFx by Status and RFx by Type charts, plus the Upcoming Deadlines table.
- Browse the RFx List — Click RFx List in the sidebar. Use the filter bar to narrow by Type (RFP/RFI/RFQ), Status, or Department. The table shows RFx #, Title, Type, Department, Est. Value, Close Date, Responses, and Status for each project.
- Check Evaluations — Click Evaluations to see all vendor responses. The table shows Technical score, Commercial score, Overall score, and Recommendation (Award/Shortlist/Reject). Three stat cards summarise Total Responses, Scored count, and Avg Overall Score.
- Explore further — Visit Q&A to manage vendor questions, Analytics for deeper charts, or click AI Assistant in the sidebar to ask natural-language questions about your RFx data.
Screenshot: Dashboard Overview
Capture the Dashboard page showing KPI stat cards, RFx by Status bar chart, RFx by Type doughnut, and Upcoming Deadlines table.
i
Demo Mode: If you are not authenticated, RFx IQ loads a comprehensive demo dataset with 12 projects across IT, HR, Security, Facilities, Marketing, and Operations departments. This lets you explore every feature before connecting to Supabase.
Common Workflows at a Glance
Three workflows you will use most often:
Review RFx Pipeline
Dashboard → check Active RFx & Pipeline Value → review Upcoming Deadlines → click through to individual projects in the RFx List.
Evaluate Vendor Responses
Evaluations → review Technical + Commercial scores → check Overall score and Recommendation badge → compare vendors side-by-side for the same RFx.
Manage Vendor Q&A
Q&A → filter by Open/Answered/Deferred → review questions by vendor → provide answers → track response dates and completion rates.
Screenshot: RFx List with Filters
Capture the RFx List page showing the filter bar (Type, Status, Department, Search) and the main project table.
2. Navigation & Getting Started
RFx IQ is accessed via your web browser. No installation is required. The application supports both authenticated (Supabase) and demo modes.
2.1 Layout Overview
The application uses a fixed sidebar (left, 280px) + topbar (top, 85px) layout. The sidebar holds 6 navigation items plus the theme toggle at the bottom. The topbar holds the global search bar, notification bell, help button, and user profile widget.
| Sidebar Nav Item | Function |
|---|
| Dashboard | KPI cards, status/type charts, upcoming deadlines. |
| RFx List | Master register of all RFx projects with filters. |
| Evaluations | Vendor response scoring and recommendations. |
| Q&A | Vendor questions and answers management. |
| Analytics | Volume, value, participation, and pipeline charts. |
| AI Assistant | Opens the sliding AI chat panel. |
2.2 Theme Toggle (Dark / Light Mode)
Click the moon/sun icon at the bottom of the sidebar to switch between Dark Mode and Light Mode. Your preference is persisted in local storage and applied on next visit. All charts, cards, and UI elements adapt automatically.
2.3 App Switcher & Global Search
App Switcher: Click the IQ logo in the sidebar header to open a dropdown listing all 8 IQ platform apps (Renewal IQ, Deal IQ, Request IQ, RFx IQ, Risk IQ, Spend IQ, Vendor IQ, and Admin IQ). The active app shows a green dot. Click any tile to navigate.
Global Search: The topbar search bar searches across RFx project titles, RFx numbers, and vendor names. Results appear in a dropdown with type badges (RFx or Vendor). Click any result to navigate to the relevant page.
2.4 Notifications & Help
Notification Bell: Displays a gradient badge with alert count. Click to reveal a dropdown with deadline reminders (e.g., "RFP-001 ERP evaluation deadline in 5 days"), new vendor questions, and project status changes.
Help Button: Click the question-mark icon to access the "View All Guides" link, which opens the full user guides page in a new tab.
3. RFx Dashboard
The Dashboard is the default landing page, providing a real-time overview of your RFx pipeline.
3.1 KPI Stat Cards
Four stat cards provide instant portfolio metrics:
| Card | What It Shows | Why It Matters |
|---|
| Active RFx | Count of projects in Published, Q&A Period, Evaluation, or Shortlisted status | Know how many live solicitations require attention. |
| Pending Evaluations | Projects currently in Evaluation status | Identify RFx projects that need vendor scoring. |
| Pipeline Value | Aggregate estimated value (£) of all non-cancelled projects | Understand total procurement exposure. |
| Avg Response Rate | Average vendor response participation percentage | Track vendor engagement across your RFx portfolio. |
3.2 Dashboard Charts
RFx by Status — Horizontal bar chart showing the count of projects per status (Draft, Published, Q&A Period, Evaluation, Shortlisted, Awarded, Cancelled, Closed).
RFx by Type — Doughnut chart showing the distribution across RFP, RFI, and RFQ types. Gradient fills with interactive hover tooltips.
3.3 Upcoming Deadlines
A table at the bottom lists all active RFx projects sorted by close date (earliest first). Columns: RFx #, Title, Type (colour-coded badge), Close Date, Responses (count), and Status (colour-coded badge).
Screenshot: Dashboard KPI Cards & Charts
Capture the four stat cards, the RFx by Status horizontal bar chart, and the RFx by Type doughnut chart.
4. RFx List & Project Management
The RFx List page is your master register of all procurement solicitations. Use it to search, filter, and review individual RFx projects.
4.1 Filter Bar
Four filters are available in the filter bar at the top of the page. All filters work in combination and update the table in real time:
| Filter | Options | Purpose |
|---|
| Type | All Types, RFP, RFI, RFQ | Narrow to a specific solicitation type. |
| Status | All Statuses, Draft, Published, Q&A Period, Evaluation, Shortlisted, Awarded, Cancelled, Closed | Focus on a specific lifecycle stage. |
| Department | All Departments, IT, Operations, HR, Facilities, Marketing, Security | Filter by the originating business unit. |
| Search | Free text input | Search by RFx title or RFx number. |
4.2 RFx Table Columns
| Column | What It Shows |
|---|
| RFx # | Unique identifier (e.g., RFP-001, RFI-002, RFQ-003). |
| Title | Project title (e.g., "Enterprise ERP Platform"). |
| Type | Colour-coded badge: RFP (blue), RFI (purple), RFQ (amber). |
| Department | Originating department (IT, HR, Security, etc.). |
| Est. Value | Estimated contract value in GBP. |
| Close Date | Submission deadline for vendor responses. |
| Responses | Count of vendor responses received. |
| Status | Colour-coded lifecycle badge. |
4.3 RFx Lifecycle Stages
Each RFx project moves through an 8-stage lifecycle:
Draft
Published
Q&A Period
Evaluation
Shortlisted
Awarded
Closed
Cancelled
| Status | Badge Colour | Description |
|---|
| Draft | Purple | RFx is being prepared but not yet published to vendors. |
| Published | Blue | RFx has been issued; vendors can view requirements. |
| Q&A Period | Blue | Vendors may submit clarification questions. |
| Evaluation | Amber | Responses received; scoring is in progress. |
| Shortlisted | Amber | Top-scoring vendors have been shortlisted. |
| Awarded | Green | Contract awarded to the winning vendor. |
| Closed | Green | RFx process fully completed. |
| Cancelled | Red | RFx has been withdrawn or cancelled. |
4.4 RFx Data Model
Each RFx project stores the following fields: RFx Number, Title, Type, Status, Department, Category, Owner, Issue Date, Close Date, Decision Date, Estimated Value, and Description. When authenticated, all data syncs to Supabase with organisation-level isolation.
Screenshot: RFx List Page
Capture the RFx List showing: (1) Filter bar with Type/Status/Department/Search, (2) Main table with all 8 columns.
5. Vendor Evaluations & Scoring
The Evaluations page is where you score, compare, and recommend vendors. It provides a unified view of all vendor responses across your RFx portfolio.
5.1 Evaluation Stat Cards
Three stat cards at the top summarise your evaluation progress:
5.2 Vendor Responses Table
| Column | What It Shows |
|---|
| RFx # | The parent RFx project this response belongs to. |
| Vendor | Name of the responding vendor. |
| Technical | Technical score (0–100). Assesses solution capability, approach, and experience. |
| Commercial | Commercial score (0–100). Assesses pricing, value for money, and contract terms. |
| Overall | Combined weighted score (bold). The primary ranking metric. |
| Recommendation | Colour-coded badge: Award, Shortlist, or Reject. |
| Status | Received (awaiting scoring) or Scored (evaluation complete). |
5.3 Comparing Vendors
To compare vendors for a specific RFx: scan the table for rows sharing the same RFx # value. The Overall score column is displayed in bold to make ranking easy. Each vendor also stores Strengths and Weaknesses text and a Proposed Value for price comparison.
i
Scoring tip: Responses with status "Received" show dashes for Technical, Commercial, and Overall scores — these are awaiting evaluation. Only responses with status "Scored" display actual scores and a recommendation badge.
6. Q&A Management
The Q&A page tracks all vendor clarification questions across your RFx projects, ensuring transparency and complete audit trails.
6.1 Q&A Stat Cards & Filter Tabs
Three stat cards show: Total Questions, Open (unanswered), and Answered. Below them, four filter tabs let you focus:
All
Open
Answered
Deferred
6.2 Questions Table
| Column | What It Shows |
|---|
| RFx # | The parent RFx project this question relates to. |
| Vendor | The vendor who submitted the question. |
| Question | Full question text (max 300px width with truncation). |
| Asked | Date the question was submitted. |
| Answered | Date the answer was provided (or dash if unanswered). |
| Status | Open (blue), Answered (green), or Deferred (amber). |
!
Q&A Periods: Questions submitted after the Q&A Period closes may not receive responses. Monitor the notification bell for reminders about Q&A deadlines approaching.
7. Analytics & Insights
The Analytics page provides four interactive Chart.js visualisations covering RFx volume, value distribution, vendor engagement, and pipeline trends. All charts are theme-aware, adjusting colours and tooltips for Dark and Light modes.
7.1 Volume by Type
Vertical bar chart showing the count of RFx projects by type (RFP, RFI, RFQ). Each bar uses a gradient fill from the blue-purple palette. Helps identify which solicitation types dominate your portfolio.
7.2 Value Distribution
Doughnut chart showing aggregate estimated value (£M) by department (IT, HR, Security, Facilities, etc.). Cancelled RFx projects are excluded. Tooltips show precise values. Useful for budget planning by business unit.
7.3 Vendor Participation Rate
Horizontal bar chart ranking vendors by the number of RFx responses submitted (top 8). Identifies your most engaged and responsive vendors across the portfolio. Names longer than 12 characters are truncated.
7.4 Pipeline Timeline
Line chart tracking Active RFx (blue) and Completed RFx (purple) over a 6-month window. Shows trend of pipeline growth and completion rates over time. Includes filled areas beneath each line.
Screenshot: Analytics Page
Capture the four-chart grid: Volume by Type (top-left), Value Distribution (top-right), Vendor Participation (bottom-left), Pipeline Timeline (bottom-right).
i
Lazy Chart Loading: Analytics charts are only initialised when you first navigate to the Analytics page. This keeps the Dashboard fast on initial load. Once rendered, charts persist for the session.
Chart Technical Details
| Chart | Type | Data Source | Key Behaviour |
|---|
| Volume by Type | Bar (vertical) | RFX_PROJECTS grouped by type | Gradient fills; step-size 1 on Y-axis. |
| Value Distribution | Doughnut (65% cutout) | RFX_PROJECTS grouped by department | Excludes Cancelled; values in £M; right-positioned legend. |
| Vendor Participation | Bar (horizontal) | RFX_RESPONSES grouped by vendor | Top 8 vendors by count; truncated labels. |
| Pipeline Timeline | Line (dual series) | Historical monthly counts | Filled areas; 0.4 tension curves; point radius 4px. |
All charts use the gradient fill system: each bar or segment transitions through the blue-purple palette based on its position in the dataset. In Light Mode, gradients shift to a softer lavender-periwinkle palette. Tooltips include border styling and padding matched to the current theme.
8. AI Assistant, Profile & Data Sync
8.1 AI Assistant
Click AI Assistant in the sidebar (or press Ctrl+Shift+I) to open the sliding chat panel. The AI is powered by Claude and has full context of your RFx projects, vendor responses, and evaluation data.
Setup
Enter your Claude API key once. It is saved (Base64-encoded) in local storage. Click "Clear key" to remove it at any time. The key never leaves your browser.
Context-Aware Chat
Each message sends your RFx project data and recent responses as system context. Ask questions like "Which RFP has the highest value?" or "Summarise vendor scores for RFP-001."
Streaming Responses
Responses stream in real time, word by word. Chat history (last 50 messages) is persisted in local storage and restored when you reopen the panel.
Chat Management
Use the trash icon to clear chat history. Press Enter to send (Shift+Enter for new line). The text area auto-resizes up to 120px height.
Screenshot: AI Assistant Panel
Capture the sliding AI panel showing: API key setup area, welcome message, and chat input with send button.
8.2 Cloud Sync (Supabase)
When authenticated, all data syncs to Supabase (PostgreSQL) in real time. Three database tables are used: rfx_projects, rfx_responses, and rfx_questions. Row-Level Security (RLS) ensures data isolation between organisations.
In Demo Mode (not authenticated), a comprehensive sample dataset of 12 projects, 22 vendor responses, and 10 Q&A items is loaded into the browser session only and will not persist across refreshes.
8.3 User Profile & Multi-Org
Click the user avatar in the topbar to open the Profile Popover. Edit your name, position, and organisation. If you belong to multiple organisations, a dropdown lets you switch context — all data (projects, responses, questions) is scoped to the selected organisation.
Invite Code: Share this code with colleagues so they can join your organisation. Click the copy button to copy the code to your clipboard.
8.4 Sign Out
Click Sign Out at the bottom of the Profile Popover to end your session. You will be redirected to the Renewal IQ login page (platform.html). Theme preference and AI chat history remain in local storage for your next session.
8.5 Splash Screen & Loading
On launch, RFx IQ displays a branded splash screen with animated gradient orbs, a particle field, and a shimmer grid effect. The splash uses a magenta/purple colour scheme (distinct from other IQ apps). It fades out after 1.5 seconds. In Light Mode, the splash adapts to softer periwinkle tones.
i
Cross-App Navigation: Use the App Switcher (sidebar logo) to move between IQ apps without re-authenticating. Your Supabase session is shared across all IQ platform applications.
9. FAQ & Troubleshooting
Quick answers to the most common questions:
Q1: I see sample data. Is this my real data?
No. If you are not signed in, RFx IQ loads a demo dataset (12 projects, 22 responses, 10 questions). This is for exploration only and does not persist. Sign in with your Supabase account to access your organisation's real data.
Q2: What is the difference between RFP, RFI, and RFQ?
RFP (Request for Proposal) — solicits detailed proposals including technical and commercial responses. RFI (Request for Information) — gathers market information without commitment. RFQ (Request for Quotation) — requests pricing for defined requirements. All three types share the same 8-status lifecycle in RFx IQ.
Q3: Why do some vendor responses show dashes for scores?
Responses with status "Received" have not yet been evaluated. Technical, Commercial, Overall scores, and Recommendation will all show dashes until the response is scored and its status changes to "Scored."
Q4: How is the Overall score calculated?
The Overall score is a combined metric derived from the Technical and Commercial scores. The average of all scored responses is displayed in the Evaluations page stat card. Individual weighting may vary by organisation policy.
Q5: Can I filter the RFx List by multiple criteria at once?
Yes. All four filters (Type, Status, Department, Search) work in combination. For example, you can filter for "RFP" + "Evaluation" + "IT" + search text simultaneously. The table updates in real time as you change any filter.
Q6: How do I set up the AI Assistant?
Click AI Assistant in the sidebar, enter your Claude API key (starts with sk-ant-api03-), and click Save Key. Your key is stored in local storage (Base64-encoded) and never sent to any server other than Anthropic's API. You can clear it at any time.
Q7: What data does the AI Assistant have access to?
The AI receives your full RFx project list and the first 12 vendor responses as context with each message. It can answer questions about project status, deadlines, vendor scores, pipeline values, and more. Chat history (last 50 messages) is included for conversation continuity.
Q8: Why don't the Analytics charts appear immediately?
Analytics charts use lazy initialisation — they are only created when you first navigate to the Analytics page. This keeps the initial Dashboard load fast. Once rendered, the charts persist for your session. If you switch themes, charts will re-render with the new colour palette.
Q9: How do I switch between organisations?
Click your avatar (top-right) to open the Profile Popover. If you belong to multiple organisations, the Organisation field becomes a dropdown. Select a different organisation, click Save, and the page will reload with that organisation's RFx data.
Q10: What is the difference between Dark Mode and Light Mode functionally?
There is no functional difference — both modes offer identical features. The choice is purely visual. Your theme preference is saved in local storage and persists across sessions. Charts, badges, cards, and the splash screen all adapt automatically.
Q11: Can I use keyboard shortcuts?
Yes. Press Ctrl+Shift+I (or Cmd+Shift+I on Mac) to toggle the AI Assistant panel. In the AI chat, press Enter to send and Shift+Enter for a new line.
Q12: Where can I find user guides for other IQ apps?
Click the help icon (question mark) in the topbar. This opens a dropdown with a "View All Guides" link that opens the full user guides page in a new tab, covering all IQ platform applications.
IQ Platform Applications
Renewal IQ
Contract renewals
Request IQ
Procurement requests
Vendor IQ
Vendor management