Intro

Your organization's single source of truth. Manage your firm profile and files in one place to give the AI a complete picture of your facts, preferences, and reference material.

Organization Profile

Define how the AI understands and represents your organization on this page. Key fields are defined below.

Field	Instructions / Definition
Organization Name	Enter the official legal or trading name of your organization as it should appear in proposals and client-facing documents.
Website	Provide your organization's main website URL (e.g., `https://www.example.com`), which the AI can use to understand your services and branding.
Logo	Upload your organization's logo. This will appear in generated documents and help the AI recognize your brand.
Company Profile	Write or refine a narrative describing your firm's services, core capabilities, and value proposition; this is used to match relevant RFPs and guide proposal content.
Regions of Operation	Select or list all provinces, territories, or regions where your organization actively operates or bids, so opportunity matching reflects your geographic footprint.
Writing Style Guide	Define your preferred voice, tone, and formatting rules (e.g., concise, active voice, client-focused) that the AI should follow in all proposal content.
Language	Choose the spelling and dictionary the AI uses when generating content (e.g. English (Canadian), English (American), English (British), French). See the Language and Dictionary Settings section below for guidance on which to choose.
Document Template	Upload a `.docx` file that contains your desired Word styling (fonts, headings, cover, etc.); all polished exports will inherit this template's formatting.
Question Banks	Create and manage sets of standardized questions that the AI will answer using uploaded RFPs and project files, to quickly extract consistent insights.

Language and Dictionary Settings

The Language field on your Organization Profile controls which spelling conventions the AI uses across Deliverables, Q&A, the Word Add-in, and Project Chat.

Available options include:

English (Canadian) — uses Canadian conventions (e.g. colour, centre, organization, analyze). This is the recommended default for most Canadian firms.
English (American) — uses U.S. conventions (e.g. color, center, organize, analyze).
English (British) — uses British conventions (e.g. colour, centre, organisation, analyse, mobilisation, prioritised).
French — for French-language proposals.

If you're seeing the wrong spellings: The AI occasionally produces British forms (e.g. mobilisation, maximise, prioritised) even when Canadian English is selected, because Canadian English shares many forms with British English. If consistent American spelling matters more to you than the few words where Canadian and American differ, switching to English (American) is usually the cleanest fix. We're continuing to tighten Canadian-specific behaviour — if you keep seeing British forms after changing the setting, message support with an example.

Changes take effect on the next generation. Existing content in Deliverables won't be retroactively rewritten — regenerate the section to apply the new setting.

Question Banks

A Question Bank is a reusable set of questions you want Bidaya to answer about every RFP. When you run Q&A on a Project, Bidaya applies the selected Question Bank to the bid documents and returns cited answers.

You can maintain multiple Question Banks for different pursuit types — for example, one for design-build, one for consulting engagements, one for go/no-go decisions.

Managing Question Banks

You can access Question Banks from two places:

Knowledge Library → Question Banks — full management of all your banks.
From any Project's Q&A page, click Manage to edit the bank currently applied to that project.

On the Question Banks page you can:

Create a new bank and give it a descriptive name.
Add, edit, reorder, or remove questions.
Duplicate an existing bank as a starting point for a new one.
Set a default bank that applies to new Projects automatically.

Tips for Strong Questions

Ask one thing per question — compound questions produce vague answers.
Mirror the language of the RFP when you can (e.g. "mandatory requirements" instead of "must-haves").
Include go/no-go filters you care about: submission deadline, bond requirements, local presence, etc.
Keep questions factual — if Bidaya can't find the answer, it will say so rather than guess.

Files

This is your proposal library which includes content that the AI can reference when generating proposal content. It is treated as the source of truth about your firm. Files are added over time and only take a few minutes to process with each change.

Best Practices

For optimal results, your proposal library should contain at minimum:

Corporate profile or brochure
A few sample proposals for each typology or proposal type
Updated resumes of key team members referenced in proposals
Project sheets summarizing key projects completed by the firm

You can also include any other documents you think would be valuable for the AI to know about your firm, including facts and boilerplate write-ups.

Proposals vs. Project Profiles

Uploading full past proposals is helpful, but they mix many types of content (firm overview, project experience, resumes, pricing). For best results, also upload:

Individual project profiles / project sheets — one-pagers summarizing a single project. The AI uses these when populating "firm experience" or "relevant projects" sections.
Stand-alone resumes — one per key team member. Used when populating "key personnel" sections.

This helps Bidaya cite the right source at the right time instead of pulling a whole past proposal as one block.

File Tagging

Each file you upload can be optionally tagged for better organization. The AI can see these tags but tagging is mostly to help you manage your library content and quickly filter for the right content.

Deleting Files and Folders

All files you've uploaded — including those grouped into folders — appear in the Files tab of the Knowledge Library. To remove content:

Open Knowledge Library → Files.
Locate the file or folder you want to remove. The folders you uploaded show alongside individual files.
Hover over the row and click the delete (trash) icon. For folders, this removes the folder and every file inside it.
Confirm the deletion in the dialog. Removed content stops being referenced by the AI within a few minutes.

Heads up: Deletion is permanent — the AI no longer references that content for future generations. Existing Deliverables that already cited the deleted content keep their existing text but won't be regenerated against the removed file. If you want to clean up clutter without losing reference content, consider re-tagging or replacing the file instead.

I Don't See an Upload Button

If the upload button is missing from the Knowledge Library Files page:

Confirm you have admin or editor access to your organization — view-only members can't upload.
Refresh the page. If the button is still missing, try a different browser (Chrome is our primary test target).
Contact support with a screenshot if the issue persists.