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Approved Answers ​

Approved Answers are your best, vetted responses, saved so Privata can reuse them to ground future answers. Instead of re-writing the same capability, compliance, or past-performance answer for every RFx, you approve it once and let the platform draw on it going forward.

The Approved Answers Library ​

Your approved answers live in the Approved Answers library, available as a tab within your Knowledge Base and as its own page. In the library you can:

  • Search approved answers and browse by relevance.
  • Filter by labels such as Product / Service / Offering, Customer Sector, Compliance Framework, and Document Type.
  • Edit the labels on an approved answer so it is retrieved for the right opportunities.
  • Retire an answer that is out of date (and un-retire it later). Retired answers stay in the library but are no longer used to ground new responses.

How an Answer Becomes Approved ​

There are three ways to promote an answer:

  1. Approve a single answer in the Response Editor: mark a strong answer as approved so it joins the library.
  2. Save to Knowledge Base: promote answers from a project into the library.
  3. Close a project as won: when you mark a project Closed (won), you are offered the option to promote all of its answers at once.

How Approved Answers Are Used ​

When Privata generates an answer, it blends relevant approved answers into the response so your vetted language and facts carry forward. A relevance threshold governs reuse, so only closely matching approved answers are pulled in.

If a project has no Knowledge Base attached, generation warns you and lets you continue anyway, a warn-then-generate flow, so you are never blocked, but you always know when an answer is not grounded in your material.

Governing Approved Answers ​

Approved Answers behavior is controlled at two levels:

  • Company-wide: in Company Profile Settings, under compliance and review settings, Org Admins can set whether the approved-answers pool is used and whether answers are added to it automatically.
  • Per project: on a project's edit page, you can set the project's own Approved Answers option and choose to follow the company default or override it for that project.

Best Practices ​

  • Approve answers that are accurate, well-written, and reusable, not one-off responses.
  • Label approved answers well so they are retrieved for the right products, sectors, and frameworks.
  • Retire answers when facts, pricing, or certifications change, so stale content is not reused.
  • Promote a winning project's answers when you close it as won to keep the library growing.

What to Do Next ​