Working with Projects

In Privata, a project is the main workspace for a single sales activity. A project works best when it represents one specific effort, such as a contract bid, a customer response, or an RFx submission. Each project can contain multiple source documents, so you can manage all of the response files for the same activity in one place.

Projects bring together the source documents you need to respond to, the Knowledge Base material that supports them, the tasks your team needs to complete, and the AI agents and tools that do the work.

What a Project Is

A project keeps one response effort organized from start to finish. Rather than storing documents and supporting references separately, Privata groups them into a single workspace so you can move from document review to AI-assisted response generation and a final readiness check without leaving the project.

The Project Workspace

When you open a project, you land in the project workspace. It has three main areas:

• A band masthead at the top showing the project name, its status, due date, visibility, and the primary Build Response action.
• A left rail that lets you switch projects and jump to each section of the workspace: Readiness, Source Documents, Tasks, Collections, Project Details, Instructions, Supplemental, and Agent Briefing. The rail also lists AI Agents & Tools and shows the submission due date.
• The workspace cards themselves, which you can rearrange (see Arranging your workspace).

INFO

The Build Response button opens the Response Editor, where you draft and generate the actual answer. It stays disabled until you have uploaded at least one source document; hover over it and you will see the reminder "Upload a source document first."

Source Documents

Source documents are the RFx files you upload into the project: the RFP, RFI, SOW, or amendment that contains the questions, requirements, or instructions you need to respond to. A single project can include more than one source document.

When you add a source document, the Extraction agent automatically reads it, pulls out the questions and requirements, and prepares them for the Response Editor. From the Source Documents card you can upload files, preview them, and remove them.

Collections

Collections are the Knowledge Base documents that support your response, the material Privata retrieves for context when it generates answers. From the Collections card you can add collections, manage them, and set the Retrieval scope:

• Listed only: the AI uses only the collections attached to this project.
• All collections: the AI can draw on every collection in your company Knowledge Base.

See Building Your Knowledge Base for how to create and organize collections.

Tasks

The Tasks card tracks the work needed to finish the response. You can add tasks, assign them to teammates with due dates, and switch between Open and Closed tasks. Some tasks are created for you automatically; the compliance and readiness checks turn gaps into tasks so nothing is missed. See Tasks & Collaboration for details.

Project Details, Instructions, and Agent Briefing

• Project Details shows the project ID, name, description, status, visibility, tier, created and updated dates, and an editable due date.
• Instructions holds the special response requirements for the project. Instructions can be extracted automatically from your source documents or entered manually, and this card is also where you set the project labels that focus retrieval and response style.
• Agent Briefing is auto-generated from your source documents. It summarizes what the AI has learned about the opportunity, such as response-length rules and submission requirements, so everyone shares the same understanding.

TIP

Review the extracted instructions and Agent Briefing before generating content. Clear, accurate instructions improve response quality and help ensure the output follows the requirements of the issuing organization.

Supplemental Content

The Supplemental card collects generated collateral for the project: pitch decks, capability statements, and other supporting material produced by the Proposal Collateral Studio. Use Generate collateral to create a new artifact.

Arranging Your Workspace

The workspace cards are organized into zones, and you can rearrange them to match how you work. Select Edit layout to enter editing mode, drag cards into the arrangement and widths you want, then choose Done to save (or Reset / Cancel to discard). Your layout is remembered the next time you open the project.

Project Statuses

A project's status shows where it sits in your workflow. Available statuses include Not Started, In Progress, In Review, Approved, Completed, Closed (won), Closed (lost), and Archived. Marking a project Closed (won) also gives you the option to promote its answers into your Approved Answers library for reuse.

Project AI Agents & Tools

From within a project you can open the AI agents and tools directly; they load as panels inside the workspace rather than navigating you away. These include the Proposal Collateral Studio, Document Summarizer, Image Generator, Bid Search, Knowledge Base Search, Chat, and the Project Readiness Review. See AI Agents & Tools for what each one does.

Creating a Project

Create a project by selecting New Project from the Project Dashboard. This opens the guided project intake, where you name the project, set its visibility, attach a company Knowledge Base with optional project labels, and upload your source documents. See New Project for a full walkthrough.

Editing and Deleting a Project

You can edit a project to change its status, due date, visibility, and settings, including its Approved Answers options. A project can also be deleted from its edit page.

DANGER

Deleting a project does not delete your Knowledge Base documents, but it does delete the project's source documents and any responses you have generated for them. This action cannot be undone.

What to Do Next

After creating a project, the usual next steps are:

• Upload your RFx source documents and let the Extraction agent process them
• Attach the collections that support the response and set your retrieval scope
• Review the extracted instructions, project labels, and Agent Briefing
• Select Build Response to draft and generate your answer in the Response Editor
• Run a Project Readiness Review before you submit

For more guidance on setup, continue to the New Project and Building Your Knowledge Base pages.