(Professional) Document Analyzer is a document analysis tool for Proposal Teams

Documentation

• Created: July 27, 2017
• by: Atebion LLC
• Email: Sales@AtebionLLC.com

Welcome! The Document Analyzer is actually a collection of tools to save you time, shred (parse) RFPs, quickly identify non-compliance, pinpoint RFP changes, improve readability of your documents and generate starter compliance matrices.

The Professional edition includes the Matrix Builder, a fully customizable tool for building matrices. Generate Compliance Matrices and other matrices using your own templates as well as content libraries (e.g. Win Themes and Discriminators).

The Professional edition also includes Workgroups, work in teams within your own secure environment, for example a Sensitive Compartmented Information Facility (SCIF).

In the following sections we will explain how to use the Professional and Standard Document Analyzer in the easiest way possible. If you have any questions that you think should have been in this document, please contact us and we'll get back to you as soon as possible. Thanks again!

For questions and training on creating Compliance Matrices, Proposal Outlines and Proposal Development Worksheets see Capture and Proposal Training services from companies such as Shipley Associates. You will need some knowledge of Proposal Development to use this software tool.

Atebion's Document Analyzer opening panel

The Professional Document Analyzer includes Workgroups and the Matrix Builder; the standard Document Analyzer does not. Denoted in yellow rectangles.

The Welcome panel pulls in a webpage from Atebion LLC's website and is updated frequently.

Click the 'Next' button to Start.

Share and work together on content, analysis results, templates and artifacts (e.g. Compliance Matrix & Storyboards/Proposal Development Worksheets (PDW))

• You can belong to one or more workgroups
• The 'Local' workgroup is your personal workgroup
• Local workgroup path is C:\Users\<your computer user name>\AppData\Local\Atebion DA
• Workgroups do not require an internet connection
• Non-Local workgroups are located on your company’s network server(s)
• Workgroups can be in a Secure Environments (e.g. SCIF)

Create a Workgroup

Steps:

1. Click the (+) New button in the Workgroup sub-panel (see red rectangle) and the Workgroup window will open.

2. Click the 'Create a new Workgroup' button.

3. Select a drive/folder by clicking the 'Browse' button.

4. Enter a unique Workgroup Name and enter a Description.

5. Click the 'Save' button.

If you select a New Workgroup path that already has a workgroup defined, then the Workgroup Name and Description fields will not be displayed.

Invite co-workers to a Workgroup

Steps:

1. Click the Members Invite button (in green rectangle, 1st screen image shown).

    This feature requires MS Outlook on your computer.

    You cannot invite co-workers to join the 'Local" workgroup. The Local workgroup data is stored on your computer.

From the Welcome panel, click the 'Next' button to go to the Projects panel.

A Project is like a folder, and may contain any number of documents. A Project may be for a particular client, or a RFP you are responding to.

Notice that there is a Chevron Progress Chart at the top of the screen which shows where you are in the process within the Document Analyzer.

New Project

Steps:

1. Click the New button at the bottom of the window. Shown in the red rectangle in the image above. The New Project window will open.

2. Enter a unique Project Name and Project’s Description.

3. Click the 'Save' button to save your new project.

For your next step, select a Project and then click the Next button to add Documents to your selected Project.

From the Documents panel, you may Add, Replace and Delete Documents for your selected Project.

For clean and fast results, delete the Table of Contents, Images, and perhaps Headers in your document prior to loading it into the Document Analyzer.

Also, if you are working on a Federal RFP with multiple sections, such as sections C, L and M, we suggest that you split each of those sections into separate documents using Microsoft Word. By the way, Microsoft Word 2013 and above should be able to open PDF files.

To add a Document, Click on the New button to add a document into the Document Analyzer. Next, a window will open allowing you to select a document file.

The document types can be Microsoft Word, Rich Text Format, Plain Text, or PDF.

For your next step, select a Document and then click the Next button.

From this panel you will run the Analysis on your selected Document. The Analysis Results will be parsed into segments or paragraphs based on your parse selection. Your selected keywords will be highlighted within the parsed segments or paragraphs.

Select one or more Keyword Groups on the left. You can deselect keywords by unchecking keywords in the Selected Keyword list.

To maintain Keywords click the Key button at the bottom of this screen. From there you can Add, Edit and Remove Keywords and Keyword Groups.

The Next button will be displayed if you have previously run the Analyzer on this document. If the Next button is shown, simply click the Next button to proceed to the Analysis Results panel.

For Large Documents or multiple selected Keyword Groups, the process will require more time for analyzing and might take several minutes.

Find Instructions and Questions helps you identify instructions and questions based on predefined parameters. You can adjust these parameters under the Tools/Settings area. Click the Tools button at the bottom and then select Settings in Tools panel.

To run the Analysis, click the Analyze button at the bottom of this screen.

The purpose of the Analysis Results panel is to provide you with the ability to examine the document's content in detail.

Your document has been parsed into segments or paragraphs.

The keywords you have selected have been highlighted.

Split a selected Segment/Paragraph from the Analysis Results panel, Item #1.

Steps:

1. Click the Split button on the Analysis Results panel and the Split window will open. See image below.

2. Place your cursor at the point where you want to split the segment/paragraph.

3. Click the 'Split' button, then you will see what the split will look like. See image below.

3.1 Click the 'Back' button to go back to the previous view and reselect the split position.

4. You can rename the Default Number and Caption

5. Click the 'Save' button to save your split.

Combine Multi-Segments/Multi-Paragraphs from the Analysis Results panel, Item #2.

Click the Combine button on the Analysis Results panel and the Combine window will open. See image below.

Itemized Details

The following item numbers correspond to bubble numbers in the above image.

1. You have two ways to select child segments/paragraphs. You can click on a row (segments/paragraphs) in the table below the selected parent segment/paragraph or you can select the Bottom button on the Range control (far left) and scroll down to your last desired segment/paragraph.

2. If you want you select a different parent segment/paragraph, use the Top button on the Range control or you can click on a row above the current selected segment/paragraph in the table.

3. The segments will automatically concatenate and be displayed in the right side panel. Click the Save button to save your concatenated segments/paragraphs.

Export Analysis Results provides the means to export parsed segments/paragraphs. From the Analysis Results panel, Item #4.

Click the Edit button on the Analysis Results panel and the Edit window will open. See image below.

Analysis Results exports are typically used to create a starter a Compliance Matrix, Work Breakdown Structure, and Responsibility Matrix.

Segments/paragraphs filtered by a Search criteria in the Analysis Results panel will be retained in the export.

After you click the Export button from the Analysis Results panel, the Analysis Results Export window will open as shown below.

As you can see from the above image, there are four areas as follows:

1. Export Elements - These are elements that you can choose to include in your export.

2. File Types:

    2.1 Excel - The Document Analyzer now support templates. You can still export to Excel without a template. See Excel Templates

    2.2 MS Word - Exports segments/paragraphs into a table in a MS Word document.

    2.3 HTML - Exports segments/paragraphs into a table in a HTML file. You have an option to open a HTML export in MS Word.

    2.4 SharePoint - Exports segments/paragraphs into an Excel file for importing into a SharePoint list.

    2.5 RFP365 - Exports segments/paragraphs into an Excel file for importing into RFP365.

3. Filter Results:

    3.1 Select All - All parsed segments/paragraphs are to be exported, unless you have filtered by a Search criteria in the Analysis Results panel.

    3.1 With Only Keywords - Only parsed segments/paragraphs containing Keywords are to be exported.

    3.2 With Only Notes - Only parsed segments/paragraphs containing Notes are to be exported.

    3.3 With Only Keywords and Notes - Only parsed segments/paragraphs containing both Keywords and Notes.

4. Export Name - The Export Name is auto-generated, but you can change the name.

    If you have Excel as your File Type and you have created or downloaded Excel Templates then the Template dropdown list will be displayed, as shown below.

Annotated notes for segments/paragraphs.

Notes are displayed in the Matrix Builder and can be included in Analysis Results exports.

Example uses for Notes are Assignments, Reference Other Content, and simply Comments.

Once you enter a note, click the Save button (diskette). Once you select another row, a Note icon will appear in the far right column denoting there is a note associated with this segments/paragraph.

Uses the Flesch Reading Ease readability test. Flesch Reading Ease was designed to indicate comprehension difficulty when reading a passage of contemporary academic English. Suggest using Quality Check for checking your Draft Proposals' readability per segment/paragraph.

See Federal Plain Language Guidelines

Follow the below Step to test the readability of a draft proposal.

Steps:

1. From the Analyze panel, select the PassiveWords and Words2AvoidInProposals.

2. Click the 'Analyze' button.

After the analysis has completed, then the Analysis Results panel will be displayed.

3. Click the 'Quality Check' button and then the Quality Check sub-panel will be displayed.

4. Click the Settings button, denoted in the yellow rectangle. Next, the Long Sentences Configuration window will open.

Martin Cutts, in his Oxford Guide To Plain English, suggests the following guideline: "Over the whole document, make the average sentence length 15-20 words."

However, we suggest adjusting your Long Sentence parameter based on who will be reading your document.

5. Click Quality Check's Run Analysis button, outlined in the red rectangle.

Notice two new columns have been inserted in the Analysis Results table, the Readability Score and quantity of Long Sentences.

6. Write notes for segments/paragraphs that need to be addressed.

7. Click the 'Generate Report' to export the Readability Analysis.

8. Click the 'Reports' button.

9. Select your Readability Analysis report and click the 'Email' button to share with your team.

Parses segments/paragraphs down to the sentence level.

From the Analysis Results panel, click the 'Next' button, then the Deep Analyze panel will be displayed.

Click the Analyze button to start the sentence parsing process.

Any Splitting, Combining or Deleting segments/paragraphs in the Analysis Results will require the Deep Analysis be run again, if you want your document parsed down to the sentence level. The reason is that the Deep Analysis is based on the segments/paragraphs in the Analysis Results.

The Deep Analysis uses the same Keywords that you used for the Analysis Results

After the Deep Analyze has completed, then the Deep Analysis panel will be displayed, as shown below.

There are two textboxes at the bottom. The top one is the sentence textbox and below that is the segment/paragraph textbox. In the segment/paragraph textbox, the sentence is highlighted in yellow.

The Keyword sub-panel provides a means to filter by keywords. Deselect keyword(s) and click the Filter Keywords button.

Your Keywords can be any words, phrases, acronyms or symbols (such as a question mark). You might want to create a Keyword Group for your own business domain.

From any panel, click the 'Keywords' button, and then the Keyword panel will be displayed.

Create a New Keyword Group - Click the 'New' button and the New Keyword Group window will open.

Edit a New Keyword Group - Click the 'Edit' button and the Edit Keyword Group window will open as shown below.

Both the New and Edit Keyword Group window provides the capability to Batch Load keywords that are Comma-Separated.

    Enter the Comma-Separated Keywords and click the 'Add' button.

Click the 'Maintain Keywords' button to change individual keywords as shown below.

To go back to where you were before, click the Previous button.

Atebion's Document Analyzer has a collection of tools and settings.

From any panel, click the 'Tools' button, and then the Tools panel will be displayed.

Siarad is a text to speech tool that will read your document to you. This can help with finding errors in writing that sometimes are overlooked in the editing process.

The Diff SxS is a tool that will compare two documents Side-by-side, and highlight their differences.

The AcroSeeker is a tool that identifies acronyms within your documents.

The Settings area contains Excel Templates and Instructions & Questions parameters.

Excel Templates white paper

Instructions & Questions white paper

To go back to where you were before, click the Previous button.