Generating Proposals
When uploading a source document from a project or through the New Project Wizard, you will be asked whether you want to use the Q&A Method or the Proposal Method. This page explains how the Proposal Method works.
The Proposal response workflow should be used when you want the AI system to evaluate a product description, service description, set of requirements, or list of deliverables as a whole instead of answering each item individually. This method is most useful for RFP-style documents where the goal is to create one solution-oriented response that presents the proposed approach in a single narrative.
Choosing the Proposal Method
The Proposal Method is intended for documents that should produce a unified proposal rather than a list of separate answers. Instead of breaking the document into individual response items, Privata evaluates the relevant portions of the document together and generates one consolidated response.
This approach works best when the source material describes:
- An overall solution to be proposed
- A set of requirements that should be addressed together
- A service offering and related deliverables
- A customer request that calls for a single proposal narrative
If your document needs separate answers for each requirement or question, use the Q&A Method instead.
How Proposal Generation Differs from Q&A
The main difference between the two workflows is how the source document is interpreted.
In the Q&A Method, each response item is handled individually. For example, if a document contains questions such as:
- Do you support SSL encryption?
- Do you support email notifications?
Each question is answered separately, and the final output keeps those questions paired with their individual responses.
In the Proposal Method, those same requirements are evaluated together. Instead of producing two separate answers, Privata can generate a single paragraph or multi-paragraph proposal describing the overall solution, including support for SSL, email, and any related capabilities as part of one complete response.
INFO
Use the Proposal Method when the value of the response comes from presenting one coherent solution, not from answering each item in isolation.
Using Collections with Proposal Generation
The proposal generator works best when it is used with collections that contain supporting context for the full solution you want to propose.
Useful collection content can include:
- Product descriptions and user guides
- Previous deployments
- Previous RFP responses
- Statements of work
- Service descriptions
- Third-party integrations
- Reference architectures and supporting tools
Because the Proposal Method creates a single narrative response, the quality of the output depends heavily on the relevance and completeness of the collections attached to the project.
TIP
Attach only the collections that apply to the opportunity you are responding to. Focused context usually produces a stronger and more consistent proposal.
Generating a Proposal
After uploading a source document with the Proposal Method from either the Project page or the Project Wizard, open the document in the project workspace and generate the proposal response.
Privata evaluates the instructions, the source document requirements, and the selected collection context together to create a single proposal-style output.
This workflow is designed to help you draft a response that reads like a complete solution description instead of a list of disconnected answers.
Editing the Prompt
The Edit Prompt button allows you to change the prompt sent to the AI system. The prompt includes project instructions, collection context, and the relevant source document content. In this workflow, the {question} field represents the portions of the document that describe the required solution or express the customer requirements.
You can modify the prompt to influence how the proposal is written. For example, you may choose to:
- Increase creativity and solution framing
- Keep the response closer to the exact collection context
- Adjust tone, structure, or level of detail
- Emphasize services, integrations, or implementation strategy
Prompt editing is useful when you want to balance creativity against strict reliance on the supporting context.
Editing the Generated Proposal
Once a proposal is generated, the result appears in a WYSIWYG editor. This allows you to revise the content before it is downloaded or shared.
In the editor you can:
- Change wording
- Add or remove sections
- Apply rich text formatting
- Save your progress as you work
- Return later to continue editing
This makes it easy to use AI for the first draft while still allowing human review and refinement before final delivery.
TIP
Use the generated proposal as a starting point, then tailor it to the customer, the opportunity, and any required proposal format before exporting it.
Downloading the Proposal
Once the response is ready, you can download it in one of the supported output formats:
- Word
- Text
Unlike the Q&A workflow, there is no merge option for proposals. The proposal is intended to be used as a standalone document rather than inserted back into the original source file.
Best Practices for Better Proposal Results
- Use the Proposal Method when the source document should be answered as one complete solution
- Attach collections that describe products, services, previous responses, and delivery approaches
- Review extracted and manual instructions before generating the proposal
- Edit the prompt when you need a different tone, more creativity, or tighter alignment with source context
- Review the final proposal in the editor before exporting it
What to Do Next
After generating a proposal, the usual next steps are:
- Review the full narrative in the editor
- Save any manual revisions
- Export the proposal in Word, PDF, or text format
For related guidance, continue to the Projects, Building Your Knowledgebase and Collections, and Working with Q&A Responses pages.