Manage an entire proposal in one place — from first opportunity to final draft.
Projects brings your whole team and every document together so you can track progress, assign responsibilities, and write collaboratively. This article walks through how to create, manage, and get the most from Projects.
What are Projects?
A Project is your workspace for a single proposal or RFP. It holds your RFP documents, your team, your source library, and every response you write — all organized by proposal stage.
When you upload an RFP, AutogenAI's Smart Workflows automatically selects the workflow that best fits your RFP:
- Smart Questions — for RFPs made up of standalone questions that each need an individual answer. This is the most common workflow, covering roughly 90–95% of bid opportunities.
- Smart Requirements — for open-ended RFPs with no standalone questions, where you respond to the RFP pack or a problem statement as a whole.
Creating a new Project
- Go to Projects Home — Use the left navigation panel to open the Projects Home page and click the New project button.
- Name your project — Choose a name your team will recognize at a glance, then select Next.
- Upload your RFP — Drag and drop your RFP documents, or browse to select files (up to 2 GB per file — PDF, DOC, DOCX, XLS, XLSX, XLSM, XML, PPT, PPTX, CSV, TXT, MSG, ODT, ODS, ODP, and MD are all supported). The AI analyzes these documents to extract requirements, questions, a compliance matrix, and more, and uses them to choose your project workflow.
- Set your submission deadline — Pick the date your proposal is due, or select Skip for now.
- Build your Project Library — Upload files and/or connect existing libraries from your Knowledge Hub to give the AI more context for generating content like your storyboard. You can also skip this step and add sources later.
- Review and confirm — Check your project name, RFP files, and submission deadline on the summary screen, then select Finish.
The project creation wizard steps you through naming your project, uploading your RFP, setting a deadline, and building your library.
Once you finish, you'll land in the Project Hub.
The Project Hub
The Project Hub is where you manage your project by proposal stage. The left-hand panel gives you:
- Phases — Pre-proposal, Prepare & plan, and Write
- Project Library — all source documents and generated content for this proposal
- Project Admin — project-level settings
- Pinned — quick access to activities you've pinned for easy reference
Each phase tab opens the activities relevant to that point in the proposal.
The Project Hub overview shows scope details, your submission deadline, and progress across Pre-proposal, Prepare & plan, and Write.
Pre-proposal
This stage is optional and helps you qualify the opportunity before you commit to bidding. Add documents to your Project Library and the AI can generate:
- Conduct Competitor Analysis — profiles likely competitors and how to position against them
- Capture plan — your single source of truth for the pursuit, covering customer engagement, competitive positioning, team, and next steps
- Opportunity Overview — a quick summary of what's being procured, how it's evaluated, and where the risks sit
- Discriminator Analysis — what you can genuinely offer that competitors can't
- Teaming Partner Overview — assesses proposed partners against RFP requirements
- Bid/No-Bid Gate Review Package — a concise package to support a go/no-go decision
Prepare & plan
This stage builds your response framework before the team starts writing. It's where you review the RFP, run AI analysis, manage tasks, and track readiness. Key outputs include:
- Suggested response structure — an AI-generated outline for your proposal
- Win Themes — the core messages that make your proposal compelling
- Compliance Matrix — maps each response requirement to where it's addressed in your proposal
- Compliance Checklist — tracks non-response, submission requirements (formats, mandatory documents, page limits, signatures, and similar)
- Scoring Methodology and Process — extracts the buyer's evaluation and scoring criteria
- Forms & Legal Lists — extracts required forms, certifications, and legal/mandatory documents
- Missing Information & Potential Risks — flags gaps, ambiguities, and compliance risks
- Potential Clarification Questions — generates questions to submit to the buyer
- Buyer's Expectations — a ranked list of what the buyer prioritizes, beyond the literal RFP criteria
- Buyer's Pain Points — the underlying problems the buyer is trying to solve, with suggested responses
The Prepare & plan page centralizes your suggested response structure, recommended activities, and every generated document.
Write
This is where your proposal takes shape. After preparing your project, AutogenAI generates a structured outline for your proposal, then helps you turn it into a full first draft — with your RFP document visible alongside so you can keep every requirement in view.
The Write page's master response structure lists each proposal question with its status, owner, due date, and word count.
To draft a response:
- In the Write section, select the title of the proposal question you want to draft.
- On the editor page, your storyboard appears alongside your document.
- Review the storyboard information for accuracy — remove anything unnecessary and add any missing information or supporting documents.
- Select Generate First Draft. This uses everything in the storyboard.
- Read and review your draft, making edits using the available transformations.
- Open Gamma Review and choose your review criteria (Compliance, Win Plan, and any Proposal Pre-Defined Criteria such as Approach and Methodology, Evidence, Robustness, Innovation, or Spelling and Grammar).
- Review the feedback and incorporate it where needed.
The Editor page keeps your document on the left and the storyboard — your writer's assignment, first draft controls, and requirements — on the right.
When you're ready to export, use Export to download as a Word document (.docx), a templated Word document, or Adobe InDesign (.idml).
Project Library
The Project Library is a bid-specific storage space within each project — a one-stop shop for all source documents, evidence, and reference content for that opportunity.
- Select Add sources to upload new files, create a folder, or connect your organization's Knowledge Hub (SharePoint, integrations, or other libraries).
- Activities generated during the project (like your competitor analysis or capture plan) are automatically saved here and can be selected as sources for later activities — so earlier outputs inform and strengthen later ones.
- To use library documents while writing, open Source Providers in the Write tab and select which sources (Knowledge, Web Search, or specific libraries) the AI should draw from for that session.
The Project Library holds every folder and document for the proposal, plus any connected sources from your Knowledge Hub.
Summary
With a Project set up, your whole proposal — RFP, team, research, drafts, and reviews — lives in one connected workspace, moving from Pre-proposal through Prepare & plan to a finished, exported response.