---
title: Onboarding Content Preparation
description: Preparing your content before importing it into RocketDocs will significantly streamline the process and ensure your database is clean, organized, and ready…
---
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# Onboarding Content Preparation
## Preparing your content before importing it into RocketDocs will significantly streamline the process and ensure your database is clean, organized, and ready for efficient use. Below are the key steps to take before submitting content for import.
#### **1. Gather Recent Comprehensive Questionnaires**
To build a strong content foundation, collect 3-5 of your most recent, relevant, detailed questionnaires or RFP responses. These should:
- Cover a wide range of topics related to your business.
- Be well-written and reviewed for accuracy.
- Represent your most current and approved messaging.
We recommend starting with at least 50-100 commonly asked questions to build your knowledge base. If you already have a spreadsheet or document you work from to copy and paste these now, that’s great! Otherwise, take a look at some recent questionnaires or proposals and gather the basics to get started.
If you already have a system in place currently, we will work with you to import the data into RocketDocs in a way that will leverage the hard work you already put into organizing your information.
#### **2. Remove Duplicate Q&As**
Duplicate content can slow down response efficiency and create confusion. To prevent this:
- Compare responses across multiple documents and retain the most complete, up-to-date versions.
- Consolidate near-duplicate responses by merging information where possible.
- Eliminate outdated or redundant answers.
#### **3. Apply Consistent Formatting**
A standardized format ensures your database remains readable and searchable. Before import:
- Use a clear, uniform structure for Q&A pairs. If your content does not have questions associated with it, make sure you have a clearly marked topic identifying the separate pieces of information. These will be added as individual content records and can be populated into a questionnaire or proposal. They will also have review and approval workflows, expiration dates, and audit trails associated with them.
- Ensure proper spacing, bullet points, and numbering are applied consistently.
- Standardize terminology and abbreviations to avoid multiple versions of the same content.
- Remove customer names or unique identifiers that should not be reused in future documents. Consider replacing these with placeholders to automatically fill in unique names. Some common placeholders include:
1. Client Name: \< \>
2. Proposal Title: \<
3. Sales Contact: \< \>
#### **4. Define Organizational Categories**
Thinking through how your content will be categorized helps improve searchability and usability. Consider the following:
- Grouping content by topic, department, or product line
- Assigning appropriate metadata such as subject matter expert, review frequency, and expiration date.
By taking these steps, you’ll enable a faster, more accurate content import process, allowing your team to quickly leverage RocketDocs for streamlined RFP automation and content management.
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