Library

The Library is your organization's shared store of reusable documents — certificates, references, CVs, methodology templates, capability statements — that the AI can pull into any procurement. Upload a document once and the platform classifies it, indexes it, and makes it available to every future bid your team works on.

What the Library is for

Use the Library for documents that belong to your company and stay relevant across many tenders:

• ISO 9001 / 27001 and other certifications
• Reference letters and customer testimonials
• Specialist CVs and qualifications
• Past experience tables, capability statements
• Standard methodology and process descriptions
• Internal policies and procedures used as evidence
• Past RFPs and past bids worth reusing as templates

The AI reaches into the Library from four places: when it generates a preparation checklist, when it drafts a bid plan during the setup interview, when it composes a bid, and when it composes an RFP. When your library has the right material, the agent can attach existing documents to checklist items, pre-fill compose-plan attachments, and reuse content in drafts instead of asking you for each piece from scratch.

Library vs. Upload RFP

These are two different stores — don't mix them up:

If you upload a buyer's RFP into the Library by mistake, it will appear in every future procurement's search — remove it.

Adding documents

There are two ways to add documents to the Library.

From a bid or RFP document

Open any document inside a procurement — your own proposal docs, attached evidence, even past RFP material. In the document row's three-dot menu choose Save to Library. The platform creates a Library entry that points at the same file and automatically classifies it. The original document stays in the procurement; the Library entry is a separate reusable copy you can find later.

Procurement-sourced entries are auto-categorized — the RFP file becomes a Past RFP entry; everything else from a bid becomes a Past Bid entry.

This is the easiest way to grow your Library — every time you put together a bid, save the reusable parts so the next tender has them ready.

Directly in the Library

Go to Library in the sidebar and click Upload. You can select multiple files at once. Each file becomes a separate Library document and is classified by AI in the background.

When uploading, set:

• Name — a short, recognizable label
• Description — optional context (where it came from, when it was issued)
• Category — Reference, Past RFP, Template, Policy, Certificate, or Other

After upload, the AI fills in document type, standard / reference, issuing entity, issued to, valid until, a one-or-two-sentence summary, keywords, and a confidence score automatically.

Each file is capped at 50 MB.

Tabs: Standalone, From procurements, All

The Library page has three tabs that separate documents by where they came from. Each tab shows a count next to the label so you can see at a glance how much material you have in each bucket:

• Standalone — documents uploaded directly to the Library via the Upload button. These are the reusable assets you maintain deliberately.
• From procurements — documents that were saved into the Library from a bid or RFP using Save to Library. They still point at the original document inside its procurement.
• All — every Library entry, regardless of source.

Standalone is the default tab because that's the curated set most teams care about. Use From procurements to review what your colleagues have flagged as reusable from past tenders.

Supported file formats

The Library accepts a wide range of files, but how each is handled depends on the format.

If a document shows Format not supported, the file is still stored and downloadable, but the AI cannot read it for classification or use it as context. Convert it to DOCX or PDF and re-upload to unlock AI handling.

Classification status badges

Every Library document carries a status badge. The status reflects what the AI has been able to do with the file:

Status updates live — the badge changes in real time as background classification finishes, so you don't need to refresh.

Searching your Library

Use the Search documents box at the top of the Library page to filter the visible list by name, description, or tags. The search is local to the page and updates as you type — useful when your Library grows past a screenful.

For deeper, semantic searches the AI agents use a separate tool (library_search) that ranks documents by meaning rather than literal text matches. You don't trigger that yourself — it runs automatically inside the agents that have Library access.

How the AI uses the Library

The Library is wired into four flows.

Preparation checklist generation

When you generate a preparation checklist for a procurement, the agent first calls library_search to discover documents that already cover RFP requirements, and uses them to inform what items it adds to the checklist. After generation, a separate matching pass runs against every attachable item — strong matches (confidence at or above 0.6) are auto-attached as suggestions. You'll see entries like "Suggested: ISO 9001 certificate.pdf — from your library" next to attachable items.

This means the more you invest in your Library, the less manual work each new tender takes.

Setup interview (bid plan)

During the setup interview the agent drafts each planned artifact in the compose plan, then matches your Library against the compliance coverage of that artifact. Suggested attachments appear next to each artifact for you to review and confirm before composition starts. Only confirmed attachments are pulled into the next phase.

Bid composition

When the bid composer starts, it first auto-pulls every confirmed Library attachment from the plan into its sandbox at /workspace/library/. From there the agent can also call library_search to find more material on demand and library_pull to bring extra docs into the same workspace. It can quote, summarize, or reference Library documents inside the generated proposal.

RFP composition

The RFP composer has the same library_search / library_pull pair, which it uses to find past RFPs, standard clauses, and templates from your organization's library when drafting a new tender.

Note: the bid-vs-RFP analysis agent does not use the Library. Analysis works only against the RFP and the proposal uploaded for that specific bid.

What belongs in the Library

Good candidates — reuse value high, content stable:

• Customer references and testimonials — letters of recommendation, named-client lists, case-study summaries
• Professional certifications — ISO 9001, ISO 27001, CBAP, vendor-specific certifications
• Specialist CVs — when the underlying experience is reusable across tenders
• Past experience tables — completed-projects matrices with dates, values, scope
• Standard methodology documents — how your team approaches delivery, support, security, training
• Capability statements and company overviews
• Past RFPs and past bids — when you'd reuse them as a starting point for future drafting

Bad candidates — single-tender, will go stale, or buyer-side:

• The current tender's RFP, technical specifications, or contract draft (those go under Upload RFP inside the procurement)
• Filled-in price/financial offer forms specific to one bid
• Tender-specific responses ("our approach for procurement X") that don't generalize
• Internal drafts that aren't approved for reuse

Tips

• Save aggressively from past bids. Every bid you finish, take a minute to save reusable evidence to the Library. Future you will thank past you.
• Upload EDOC archives directly. No more extracting inner files by hand — the platform unpacks the bundle and classifies each inner document for you.
• Name documents for retrieval, not for storage. "ISO 27001 certificate (valid until 2027)" beats "cert_v3_final.pdf".
• Set expiry-aware names. Putting the validity year in the name makes it obvious when something needs renewal — and the AI's extracted Valid until date will be flagged red on the show page once it has passed.
• Re-upload as DOCX, PDF, or image when stuck. If a file shows Format not supported (typically Excel, CSV, or legacy DOC), converting to a supported format unlocks AI classification and context use.
• Use categories. Sorting by Certificate, Reference, Template, Policy makes the Library navigable as it grows.