How Cyberhaven Went From 0 to 90% RFP Automation with Arphie

Cyberhaven, a leading data security platform that uses data lineage to detect and stop insider threats, was dealing with an RFP process that had effectively ground to a halt.

The SE team had been using a legacy RFP tool (Loopio), but found it increasingly untenable as the company's product evolved:

1. An unmanageable Q&A library. The legacy tool’s approach centered on a static Q&A database that required constant manual maintenance. Cyberhaven's library had ballooned to over 1,500 question-answer pairs, with no realistic way to keep them current. "Once a question got into their database, it was just there permanently. No one was ever going to look at it again."

2. Product velocity outpaced the tool. Cyberhaven's product evolves and improves at a rapid pace, and the static library couldn't keep up. While security questionnaires were manageable, RFPs and RFIs required current product knowledge that the legacy tool simply couldn't provide. As the Q&A library drifted further from the latest reality, so did the quality of every response built on top of it.

3. A cumbersome, enterprise-heavy workflow. The import process felt designed for massive organizations with dedicated proposal teams willing to sit through hours of vendor training, but "when you're a fast-moving organization, we wanted to be in and out of RFPs as quickly as possible."

"Previously, we had 0% automation for RFPs and RFIs--we were manually searching questions in a static database. That is such an old-school way of doing work."
Brian Hileman, Solutions Architecture, Cyberhaven

The result: Cyberhaven stopped using the legacy tool for RFPs and RFIs entirely, reverting to manually working through Excel documents. Even for security questionnaires, the one area where the legacy tool was passable, roughly half of all questionnaires lived in online portals that couldn't be exported, forcing the team to manually search the library and copy answers one question at a time.

With four months until their renewal, Brian and the team built structured evaluation criteria and went to market to find a best-in-breed solution. The team evaluated six platforms head-to-head. The SE team ran identical test scenarios across the finalists: importing questionnaires, generating answers, assigning tasks, and exporting responses back to original formats.

Arphie separated itself in three ways:

• Technology that actually delivered at scale. The team ran the same RFPs through each platform. One fell apart due to the scale of documentation they uploaded. The others weren’t up to par on the AI answer quality: "Arphie handled the volume, ingested the documentation, and produced accurate, helpful responses.”

• Intuitive workflows built for speed. Arphie's import process required no reformatting or special templates--upload a questionnaire, run automated answer generation, and start working. The SE team found that Arphie could automatically answer most of their questions without oversight. The platform also offered flexibility in tailoring responses for security versus product functionality and increased the accuracy of auto-answer output.

• A sense of true partnership. Arphie's team was deeply involved throughout the  process: responsive, present, and invested in the outcome. On the flip side, other companies were less engaged, and some even refused to run a POC at all. Technology aside, Arphie's willingness to invest alongside Cyberhaven during evaluation put them well ahead of the field before the technology comparison even began.

Since implementing Arphie, Cyberhaven has transformed its RFP process from zero automation to near-complete AI-powered first drafts:

From 0% to 90% Automation

Where the team once had no automation whatsoever for RFPs and RFIs, manually grinding through Excel spreadsheets and searching a static database question by question, Arphie now generates first drafts that are 85-90% complete within minutes of import. Early projects required more hands-on refinement as the platform tuned to Cyberhaven's product documentation, but accuracy improved rapidly with use, and the team now moves through projects at a pace that would have been unimaginable with the legacy workflow.

Sales Team Adoption Beyond the SE Org

One of the most unexpected wins was adoption by the broader sales organization. Cyberhaven gave their SDRs and commercial sales reps access to Arphie's Slack bot (powered by Arphie’s AI agents), and the response was immediate. "Our sales team, especially our junior team, our SDRs and commercial reps, they use it all the time and they rave about it. Before, they were posting questions on a Slack channel that the SE team had to go in and answer, and it took us a lot of valuable customer-facing time." Arphie’s Slack agent eliminated that bottleneck entirely, giving sales reps self-serve access to accurate product knowledge without pulling SEs away from higher-value work.

Expanding into additional questionnaire use cases

Cyberhaven originally purchased Arphie specifically for RFPs and RFIs, with security questionnaires handled through a separate workflow. But as the team saw Arphie's accuracy and document ingestion capabilities improve over time, the platform proved to be just as capable for security questionnaires.