The asset library holds the CVs, project sheets, past proposals, certificates and boilerplate that proposals draw on. It works like a file manager: a folder tree on the left, your assets in the middle and the selected asset's details on the right.
Open Assets in the sidebar. Three tiles at the top summarize the library:
- Library inventory counts your assets.
- Tag coverage is the share of assets with at least one tag. When some have none, Tag untagged assets opens the list of them.
- Certificate expiry check counts certificates that have expired and those due within 90 days. Open expiring certificates lists them. See Asset details for how expiry is worked out.
The middle pane shows your assets as tiles, or as a table when you select List. Grid switches back. Filters opens filters for business line, asset type, analysis status, agency or client, clearance and personnel certification. Clear filters resets them.
Business lines and folders
The tree starts with All assets. Under Business lines, each of your business lines appears as a folder with a count of its assets. Expand a business line to see its assets grouped by type, such as CVs, Project sheets and Certificates. Each type group shows only the types that line actually holds.
An asset assigned to more than one business line appears under each of them. An asset with no business line appears under none of them. Find it in the "Unassigned (no business line)" smart folder.
To add files, select Upload. If you are viewing one of your own folders, the files you upload are added to that folder. If you are viewing a type group inside a business line, the upload wizard starts with that type. You can also drop files on the Drop files here tile at the end of the grid. See Uploading assets.
Smart folders
Smart folders fill themselves from what the library already records. You cannot add to them or remove from them by hand.
- "Expiring within 90 days": certificates whose expiry date has passed or falls within the next 90 days.
- "Needs review": every asset that has been analyzed and has text on file. The analysis is AI output, so these are the assets whose recorded facts you should check.
- "Untagged": assets with no tags.
- "Unassigned (no business line)": assets not assigned to any business line.
Your own folders
Under Folders you can make folders of your own, such as one per bid or one per agency. A folder is a label, not a location. An asset can sit in several folders at once. Putting an asset in a folder does not move its file, and it stays in its business lines and in any other folder.
To create a folder:
- Select New folder.
- Type the Folder name.
- Select Create folder.
New folders are created at the top level. To put assets in a folder, select them and choose the folder from Move to folder…, or drag the selected tiles onto the folder in the tree. The library has no control to take an asset out of a folder, rename a folder or delete one.
If your folders cannot be loaded, the Folders group does not appear. Everything else in the library still works.
Bulk actions
Select several assets to act on them together:
- Click a tile to select it and open its details.
- Ctrl-click (Cmd-click on a Mac) or tick a tile's checkbox to add or remove it.
- Shift-click to select every tile between the last one you picked and this one.
- With the keyboard, Enter opens a tile, Space selects it and the arrow keys move between tiles.
A bar appears above the list with the number selected. From it you can:
- Move to folder…: add the selected assets to one of your folders.
- Assign business line…: add a business line to each selected asset.
- Add tag: type a tag and add it to each selected asset. Existing tags are kept.
- Re-analyze: run the AI analysis again on each asset's saved text.
- Delete: remove the selected assets.
- Clear selection: deselect everything.
Delete asks you to confirm first. Each asset's stored file and its extracted text are removed, so a delete cannot be undone. Select Delete permanently to go ahead or Cancel to keep the assets.
When a bulk action fails for some assets, the page says how many could not be updated and gives the first reason.
Admins, managers, proposal leads and contributors can change the library. Reviewers and viewers can browse and search it, and the bar tells them "Your role can review the library but not change it."
Searching a large library
The search box matches titles, file names, tags, business line names, agency, clearance and certifications. It searches the assets loaded on the page.
The page loads up to 2,000 assets, most recently updated first. When your library is larger, Library inventory says "Showing the first 2000 assets. Use search to find others." Search then looks in the whole library instead of the loaded page. It matches your search text anywhere in a title or file name, and tags that match it exactly.
With more than 2,000 assets, the tree counts and the tiles at the top still describe only the 2,000 loaded assets.