How to use the Document Library

A simple way to store, organise, and find everything you need for your bids.

The Document Library is where you upload and manage files that support your bid writing. You can create libraries, search for documents, and organise everything into folders so your team can work faster and more confidently - all in one place. 

This guide walks you through everything you need to know to get started. 

Upload a document or folder 

To upload new content:

• Click '+ Add New' in the top-right corner.

Choose one of the following options:

• Upload Folder – to upload a whole folder.
• Upload File – to upload a single document.

The upload progress will appear in a small pop-up window. Once complete, your files will appear in the folder you selected.

Important: The Document Library does not have a recycle bin. If you delete a file, it's permanently gone - you'll need to re-upload it.

Create folders to stay organised 

To create a folder:

• Click '+ Add New', then select 'New Folder'.
• Enter a name and click 'Create Folder'.

The folder will now appear in the left-hand navigation.

Create and manage libraries

Only users with the Document Manager role can create new libraries.  

• Click '+ New', then select 'New Library'.
• Enter a name for your library.
• Add team members by typing their email addresses.
• Use the dropdown to assign roles:
  • Viewer
  • Contributor
  • Admin
• Click 'Add', then 'Confirm' to complete.
• Once your library is created, it will appear in the sidebar.
• Admins can rename, manage members, or delete the library using the three-dot menu (...). 

Search for documents  

Need to find something fast? You have two options:

• Search within a specific library:
  • Use the search bar at the top of the library.
  • Enter a keyword and press the search arrow.
  • Results will appear below.
• Use Global Search:
  • This lets you search across all libraries in your organisation. You'll find it under the primary app search function.

Preview documents before downloading 

You can preview text and image files directly in AutogenAI: 

• Click a document.
• Select 'Preview' or double-click the file.
• A pop-up window will show you the content — text, image, or both.
• Click outside the preview to close it.

If you want to download a file: 

• Click 'Download File'.
• If you're a Document Manager, you'll also see 'Download Raw Text'.

Move documents or folders between libraries 

To move content from one library to another:

• Select the file or folder.
• Drag and drop it into the new library from the sidebar.
• The item will appear at the top level (root) of that library.
• A success message will confirm the move.

If you're not set up as a Contributor in the target library, the move will fail, and an error will appear.

Bulk move, delete, or rename files 

To manage several items at once: 

• Hold 'Shift' to select a range of files, or 'Cmd/Ctrl' to select specific files.
• Click 'Move' to move the selected items to a new folder or library, then select the location and click 'Confirm Move'.

To perform other actions:

• Delete: Click 'Delete', then confirm in the pop-up window.
• Rename: Select the file, click 'Rename', enter the new name, and save your changes.
• Download Raw Text: If you're a Document Manager, you can download the plain-text version of a file by clicking 'Raw Text'.

Roles and permissions 

Here's what each role can do in a library:

To find out who created a library, get in touch with our Support team.

File and storage limits 

To keep the platform running smoothly, here are some general file guidelines:

• Single file size limit: 2 GB
• Per-library file limit: 20,000 files
• Organisation-wide limit: No hard cap, as long as each library stays under 20,000 files
• SMEs: Can sync up to 100 GB from SharePoint
• Enterprise: Up to 1 TB from SharePoint

If you hit a limit, you'll be notified in-app. You can either delete old files or discuss increasing capacity with your AutogenAI Account Manager.