How to structure, upload, secure and share the material AutogenAI draws on when generating proposal content — covering the document manager role, knowledge hub organization, and upload limits.
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 the Delete button 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.
Need help?
For questions or advice about structuring your folders, contact support@autogenai.com or speak to your Implementation Consultant or Customer Success Manager.