Document Management

How to Upload and Organize Company Documents

Your company documents are the foundation for AI-generated responses. Why Upload Documents? GovBid AI uses your documents to: - Understand your company capabilities - Extract relevant information for tender responses - Ensure accuracy and consistency - Demonstrate past performance and qualifications Essential Documents to Upload Company Registration & Legal - Company registration certificate - ABN/ACN documentation - Business licenses - Insurance certificates (Public Liability, Professional Indemnity, Workers Compensation) Capability & Experience - Company capability statement - Past project case studies - Client testimonials and references - Awards and certifications Quality & Compliance - ISO certifications - Quality management procedures - Safety policies and procedures - Environmental policies Financial - Financial statements (if willing to share) - Bank guarantees capabilities - Professional references How to Upload Documents 1. Navigate to Documents in the sidebar 2. Click "Upload Document" 3. Select files from your computer (supports PDF, DOCX, images) 4. Add metadata: document type/category, expiry date (for certificates), tags for easy searching, description Organizing Documents Create Folders - Click "New Folder" to organize by category - Suggested structure: Registrations & Licenses, Certifications, Case Studies, Policies & Procedures, Financial Use Tags - Add tags like "insurance", "ISO", "safety", "projects" - Makes documents easier to find and reference Keep Documents Current - Set reminders for expiring certificates - Update case studies with recent projects - Review and refresh annually Best Practices ✓ Upload clear, high-quality scans ✓ Include metadata and descriptions ✓ Keep documents up to date ✓ Organize with folders and tags ✗ Do not upload personal or sensitive client information without permission ✗ Do not use outdated or expired documents ✗ Do not forget to update when certifications renew

Creating and Using Response Templates

Save time by creating reusable templates for common tender sections. What are Templates? Templates are pre-written content for sections that appear frequently in tender responses: - Company overview and history - Quality management approach - Safety management systems - Environmental management - Key personnel CVs - Project methodology Creating a Template 1. Navigate to Templates in the sidebar 2. Click "Create New Template" 3. Choose a template type: Text block, Table, Organizational chart, Process diagram 4. Add your content 5. Save with a descriptive name and tags Using Templates in Bids When creating a bid response: 1. Click "Insert Template" in any section 2. Search or browse available templates 3. Select the template to insert 4. Customize for the specific tender Template Best Practices Keep it Generic - Avoid client-specific or project-specific details - Use placeholders for information that changes (e.g., [PROJECT NAME]) - Focus on your company standard approach Update Regularly - Review templates quarterly - Update with new achievements and certifications - Remove outdated information Organize with Tags - Use tags like "company-overview", "methodology", "safety" - Makes finding the right template faster Version Control - Keep previous versions - Track what works best in winning bids Example Company Overview Template [Company Name] is a [industry] company established in [year]. We specialize in [services] and have successfully delivered [number] projects for government clients across Australia. Our core capabilities include: - [Capability 1] - [Capability 2] - [Capability 3] We hold current certifications in [certifications] and maintain [insurance types] to protect our clients.