List the documents the bid must deliver, give each one a response structure of sections, assign owners and due dates, and link every RFP requirement to the section that answers it.
An output document is a deliverable the tender asks you to produce, such as a technical proposal, a pricing schedule or a signed declaration. Each output document has a response document, made of sections, that your team writes. Linking each RFP requirement to the section that answers it is what lets ComplyTrain show which requirements your response covers.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open the tender in Tenders and choose the Output documents tab.
Task | Who |
|---|---|
See output documents, their sections and requirement links | Team members with View Tenders ( |
Add, edit and delete output documents; generate structures; add, edit and delete sections; link and unlink requirements; set a document's owner and due date | Team members with Create & Work on Tenders ( |
Assign an owner and due date to a single section | Team members with Manage Tender Team ( |
Administrators can do all of these on every tender. Everyone else works only on tenders whose team they belong to. Buttons you cannot use are not shown.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open the tender in Tenders and choose the Output documents tab.
Open the tender and choose the Output documents tab.
Enter the deliverable's name in Expected document title….
Choose its category.
Choose Add.
A new output document starts as Not started, required, and included in the submission. Output documents also arrive from RFP analysis and from the Tender Assistant, usually with a description taken from the RFP.
Category | Use it for | Default structure |
|---|---|---|
Proposal | The main written response | Full proposal outline |
Technical | Technical approach, method statements | Full proposal outline |
Compliance matrix | A requirement-by-requirement compliance table | Compliance sections only |
Pricing | Price schedules and commercial offers | Pricing-first outline |
CV | Key personnel CVs | Full proposal outline |
Certification | Certificates and accreditations you must supply | Full proposal outline |
Letter | Cover letters, declarations, letters of intent | Full proposal outline |
Other | Anything else (the default) | Full proposal outline |
The default structure is what Generate structure creates; see below.
Product location: /tender/workspaces/{workspaceId}/documents/{documentId}/sections (fallback: /tender/workspaces). Open the tender's Output documents tab and select the output document.
Open the output document from the Output documents tab to see and edit its details.
Detail | What it does | Limits and defaults |
|---|---|---|
Title | The deliverable's name, shown everywhere the document appears | Required, up to 500 characters |
Category | The kind of deliverable; decides the default structure | Default Other |
Status | Not started, Drafting, In review, Final or Submitted | Any status can be chosen; Publish sets Final |
Required | Whether the tender demands this deliverable | On by default. A required document included in the submission must be Final or Submitted before the readiness check passes |
Submission or Internal | Whether the document goes into the submission package or is an internal working document | Submission by default. Select the pill on the row to switch |
Code | The issuer's reference for the deliverable, such as "Annex C" | Optional, up to 100 characters |
Description | What the document is for, what it must contain and the RFP's constraints, such as page limits | Optional, up to 20,000 characters. Shown to authors as About this document and given to the AI when it drafts |
Owner | The person responsible for producing it | Optional; choose from the people who use Tenders, typing to search |
Due date | Your internal target date | Optional. Independent of the tender's submission deadline |
Produced document | The finished file in the tender's vault | Set automatically when you publish the response; you can also link an existing vault document |
Set the owner and due date in the Owner & deadline panel, then choose Save owner & deadline. The owner and due date appear on the board card.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open the tender in Tenders and choose the Output documents tab.
The Output documents tab has two views; switch with Table and Board.
Table lists each document with its category and a status list that saves as soon as you change it. Filter the table with All, Submission and Internal.
Board shows a column for each status. Drag a card to another column to change its status. Each card shows the category, the Submission or Internal pill, the due date as Due and a date, and the owner or Unassigned. Choose View to open the document.
Product location: /tender/workspaces/{workspaceId}/documents/{documentId}/sections (fallback: /tender/workspaces). Open the tender's Output documents tab and select the output document.
Select a row in the table, or View on a card, to open the Document Sections page. The response document is created the first time a team member who works on the tender opens it.
The page shows:
The document's name, status, code, category, language and dates, and Completeness, the share of sections with content.
Back to workspace, Open editor and Add section.
An actions panel with Write with AI, Generate structure, Validate, Publish, Promote to library and Delete.
The Owner & deadline panel.
About this document, when the output document has a description.
Two tabs: Sections, with the section progress, coverage and section tree, and AI history.
Writing, review, publishing and the AI history are covered in writing and reviewing sections. Validate is covered in compliance and coverage.
Product location: /tender/workspaces/{workspaceId}/documents/{documentId}/sections (fallback: /tender/workspaces). Open the output document from the Output documents tab and choose Generate structure.
Generate structure gives the response document a ready-made outline in one step.
Category | Sections created |
|---|---|
All except Pricing and Compliance matrix | Executive Summary; Company & Experience; Technical Approach; Compliance & Requirements; Pricing; Assumptions & Dependencies (optional) |
Pricing | Pricing; Assumptions & Dependencies (optional); Compliance & Requirements |
Compliance matrix | Compliance & Requirements; Assumptions & Dependencies (optional) |
Each section comes with a purpose that tells the author what it should cover. Compliance & Requirements gets one child section for every requirement recorded on the tender, named after the requirement and already linked to it.
A generated section is empty. It does not count towards coverage until it has content, so generating a structure never makes a requirement look answered.
If the document already has sections, Replace existing structure? asks you to confirm. Choose Regenerate to replace them; their content is lost. Choose Cancel to keep them. Add requirements before generating so each one gets its child section; requirements added later need linking by hand.
Product location: /tender/workspaces/{workspaceId}/documents/{documentId}/sections (fallback: /tender/workspaces). Open the output document from the Output documents tab and choose Add section.
Choose Add section in the page header, or Add the first section on an empty document. To add a section inside another, use the add-child action on the parent in the section tree.
Field | What it does | Limits and defaults |
|---|---|---|
Name | The section heading | Required, for example "Executive Summary" |
Code | A short reference shown in the outline | Auto-generated if blank |
Type | Text, List, Numbered list, Table or Diagram | Default Text. A diagram section opens in the diagram editor |
Purpose | What this section should cover; shown to the author and given to the AI | Optional |
Optional section | Marks a section the response can leave out | Off by default |
Choose Save. To change a section, use its edit action in the tree; the dialog opens with every field filled in. To remove one, use its delete action and confirm Delete section. Deleting a section deletes its content and its requirement links.
To write the content, use the edit-content action on the section, or Open editor.
Product location: /tender/workspaces/{workspaceId}/documents/{documentId}/sections (fallback: /tender/workspaces). Open the output document from the Output documents tab and use Link requirement under Section progress.
A link records that a section answers a requirement. You can link one requirement to several sections, and one section to several requirements.
On the Sections tab, find the section under Section progress and choose Link requirement.
Link a requirement to the section opens. Type in Search requirements… to narrow the list.
Each candidate shows a short code taken from the start of the requirement's text, its type, and either Not yet addressed or Already in N section(s).
Choose Link.
Linked requirements appear as chips under the section's name. Select the cross on a chip to unlink it. In the section tree, select a requirement chip to open RFP requirement, which shows the full text and Mapped to section; choose Unmap from section to remove the link.
No requirements to link means every requirement is already linked to this section, or the tender has no requirements yet.
Product location: /tender/workspaces/{workspaceId}/documents/{documentId}/sections (fallback: /tender/workspaces). Open the output document from the Output documents tab and read RFP requirement coverage on the Sections tab.
ComplyTrain uses one rule everywhere: a requirement is addressed when at least one section with content is linked to it, or when an existing document is attached to it. An empty section linked to a requirement does not count.
The same rule drives:
RFP requirement coverage on this page: the number addressed out of the total, how many of them this document addresses, and a list under Not yet addressed by any section:, or Every RFP requirement is addressed by at least one section.
The Covered column and summary on the Compliance matrix tab.
Requirement coverage on the Submission tab and the readiness check before you submit.
Attaching an existing document, such as a certificate, is done on the Compliance matrix tab; see compliance and coverage. A link records where the response addresses a requirement. It does not prove you can meet it; record that with the requirement's disposition on the Requirements tab.
Product location: /tender/workspaces/{workspaceId}/documents/{documentId}/sections (fallback: /tender/workspaces). Open the output document from the Output documents tab and choose Delete.
Choose Delete in the actions panel. Delete this document? warns that this permanently removes the output document and its response. Choose Delete to confirm.
The response document, its sections and their requirement links are removed, and coverage is recalculated. Any requirement that was addressed only by those sections shows as not addressed again. A file already published to the tender's vault stays in the vault.
Product location: /tender/workspaces/{workspaceId} (fallback: /tender/workspaces). Open the tender in Tenders and choose the Output documents tab.
The RFP for a regional hospital's patient-transport contract asks for a technical proposal, a price schedule and a signed form of tender. RFP analysis has added 18 requirements.
On Output documents, the bid manager adds "Form of Tender" as a Letter and keeps "Technical Proposal" (Technical) and "Price Schedule" (Pricing) from the analysis. They add "Bid strategy notes" as Other and switch its pill to Internal, so it never goes into the package.
They open "Technical Proposal", set the code "Schedule 2" and the description "Maximum 30 pages; must follow the evaluation criteria order", choose the operations lead as Owner with a due date a week before submission, and choose Save owner & deadline.
Generate structure creates the six-section outline, with 18 requirement sections under Compliance & Requirements.
Two requirements about vehicle cleaning also belong in Technical Approach, so the bid manager uses Link requirement on that section to link them there too.
RFP requirement coverage shows 0 of 18 addressed, because nothing is written yet. As authors fill the sections, the count rises.
