How to structure, upload, secure and share the material AutogenAI draws on when generating bid content — covering the Document Manager role, Knowledge Hub organization, upload limits, SharePoint sync, security, and private libraries and projects.
The Document Manager role
Your organization assigns Document Managers, who hold special permissions for uploading and organizing the Knowledge Hub. They are responsible for keeping the Knowledge Hub well-structured and easy to navigate.
Some clients prefer to appoint designated staff to maintain uniformity across the Knowledge Hub; others allow all team members to upload and organize folders as their needs require. If you do not have Document Manager permissions, contact your project lead and your assigned Customer Success Manager.
Organizing your Knowledge Hub
How should I organize my documents?
Structure your Knowledge Hub in the way that suits your business. The goal is to make it as easy as possible for a user to select folders and groups of documents.
Where possible, create a private library for the proposal you are currently working on and include all the tender documentation, any clarifications, PowerPoints from the commissioner, capture material and transcripts. This stops bid-specific content polluting the rest of the Knowledge Hub.
Depending on how they operate, users commonly structure their Knowledge Hub in one of the following ways:
| Approach | Example |
|---|---|
| Thematically | E.g. Social value, data governance. |
| By product lines | E.g. Lawnmowers, vacuum cleaners, garden furniture. |
| By business verticals | E.g. Healthcare, construction. |
| By organizational structure | E.g. Policies and procedures, marketing materials. |
| By mirroring your existing file-sharing platform | E.g. SharePoint or Google Drive. |
You can specify one or multiple folders and files to generate text from in Source Selection. Organize your files so that users in your organization can navigate the Knowledge Hub comfortably and read a folder's file path at a glance.
Source Selection — choose the libraries, folders and documents Library AI generates from through Settings.
What documents should I upload?
Upload any material you would find useful when writing a proposal. This typically includes:
- Previous proposals
- Standard operating procedures
- Specifications and case studies
- Marketing collateral
- Annual reports
- Government reports
- Anything else a proposal writer in your organization would refer to during research
When selecting material, focus on the relevance and accuracy of the information rather than its quality. If a poor-scoring proposal contains useful information, include it. If a standard operating procedure or company handbook is badly written but contains useful information, include it. If a document is beautifully written but the information is out of date, leave it out.
Rule of thumb The only requirement for including a document is that it contains useful information.
Upload limits and supported file types
| Limit | Value |
|---|---|
| Maximum file size | 2GB per file — around 1,000 pages of A4 |
| Files per library | 20,000 files (standard limit) |
| SharePoint sync | 1TB total synced content |
| Approved file types | pdf, doc, docx, xls, xlsx, xlsm, ppt, pptx, csv, txt, msg, odt, ods, odp, gif, jpg, jpeg, png, webp |
Uploading, deleting and duplicate files
How do I upload files?
Select Knowledge Hub from the side menu, select or create a library and then upload your files or folders. You need Document Manager permissions.
How do I delete files?
In the Knowledge Hub, go to the specific library and click the file or folder you want to remove so that it is highlighted. Then, click Delete.
Select the file, then click Delete in the toolbar.
What happens if I upload a duplicate document?
The Knowledge Hub prioritizes the latest iteration of a document and replaces the old file with the new one. It does not hold duplicates of the same file where the file name is identical.
SharePoint integration
You can integrate AutogenAI with your organization's SharePoint, so that selected folders and files sync directly from SharePoint into your AutogenAI Knowledge Hub. Once access is granted you choose which SharePoint sites to sync, and which folders within a site — giving a high degree of control over what reaches AutogenAI.
The sync is one-way: changes made in SharePoint are reflected in AutogenAI, but changes made to documents in AutogenAI never sync back to the original file in SharePoint. Document Managers control which members of the organization can access and view the SharePoint library.
Prerequisites
- The Document Manager role on AutogenAI.
- The Admin role on the Microsoft SharePoint site you want to connect to.
- Ideally, a conversation with your Customer Success Manager before you begin.
Connecting SharePoint to your Knowledge Hub
Go to Knowledge Hub as a Document Manager, open Sharepoint Libraries, and click + Sharepoint Libraries in the top-right.
Log in on the Microsoft login page that opens.
If you do not have admin access, a page will tell you so — you will need an administrator to continue.
With admin access you are taken to a page granting access to sharepoint-sync. Click Accept.
Back on the AutogenAI page, click Grant access — read the access notes below before proceeding.
On the Microsoft site, grant access to sharepoint-sync-manager and click Accept.
Choose the site you want to integrate with.
Choose the drive to sync content from. Each library syncs from a single drive; to sync more than one drive, connect a new library and choose a different drive.
Choose the folders to sync — all folders, or individual ones. This can be changed later.
Click Next once you have chosen the sites.
Select the membership settings for your SharePoint library on AutogenAI. This can be changed later.
Choose the user access level.
Click Add to add each user to the library.
Click Connect.
The new SharePoint library appears in the left-hand menu of the Library. Files sync into AutogenAI and are processed as usual.
Check the sync status in the top-right corner of the screen.
Use the three-dot menu to manage synced file settings and membership, copy the SharePoint link to the site, or remove the SharePoint library.
For IT admins: once integration is complete, remove access for sharepoint-sync-manager in Microsoft Entra, so AutogenAI retains access only to the selected site. Access for sharepoint-sync can be removed at any time to stop the sync.
Understand before granting access During setup you will be able to see all files and folders in the SharePoint site and select which to synchronize. This includes files or folders restricted to only some SharePoint users — individual SharePoint restrictions do not carry across to the AutogenAI library.
If there is content you do not want available to AutogenAI users, either deselect it during setup, or do not share the resulting library with unauthorized users.
To provide site-level information only and avoid accepting the AutogenAI SharePoint Sync Manager app, use the Sync by specifying sites route instead.
You can set up multiple libraries synced to the same SharePoint if you need to restrict certain files or folders to certain AutogenAI users.
If your SharePoint exceeds the 1TB sync limit, or you would like support with the integration, contact your Implementation Consultant or Customer Success Manager.
Security
AutogenAI handles your data as a data processor, processing it only with your informed consent and strictly to provide the service. Your IP, confidential and sensitive information is never shared with third-party sub processors.
Eyes-off confidentiality. Your data is never used to train our AI and language models, guaranteed by strict "eyes-off" confidentiality agreements.
Privacy rights. We comply with global regulations including GDPR and CCPA, and continually review and enhance our data protection program.
Robust security measures. State-of-the-art FIPS 140-compliant encryption, regular security reviews and 24/7 onsite security.
Continuous monitoring and response. Continuous environment monitoring, incident response and risk management to address potential issues promptly.
Well-trained team. Every team member receives regular security training to uphold privacy and security standards.
External certifications. Regular external audits maintain ISO 27001:2022, Cyber Essentials Plus, CSA STAR, TX-RAMP, SOC 2 and other compliances.
Setting up a private library
When signed in, you can create a new library and provision access to specific team members.
Open the Knowledge Hub from the navigation rail to reach AutogenAI Libraries.
Click + AutogenAI Libraries in the top-right.
In the Create New Library dialog, enter a name for the library.
- Add team members as Admins so they can work within that library, then click Add and Confirm.
Setting up a private project
Every new project is private until it is shared with another user. To create and share one:
Click the Projects tab on the left.
Select New project.
Name the project on Step 1, then click Next and work through Steps 2 to 4 — Upload RFP, Submission deadline and Project library.
After progressing through those steps, review the Project summary and click Finish.
After finishing those steps, you'll reach your Project home page.
Open Project Admin from the project menu.
Select Manage members.
Add the team members you want as Admins, or in other roles as you see fit, then click Add and Confirm.
Need help?
For questions or advice about structuring your folders, or issues with the SharePoint integration process, contact support@autogenai.com, or speak to your Implementation Consultant or Customer Success Manager.