Uploading Assets

The upload wizard adds documents to your asset library. It reads each file's text, analyzes the types that support it, and links each asset to the business lines it matches, so the asset is ready for go/no-go analysis and proposal drafting.

Uploading needs a role that can change the library: admin, manager, proposal lead or contributor. See Roles and Permissions.

Upload files

1. Open Assets in the sidebar and select Upload. You can also drop files on the Drop files here tile at the end of the library grid.
2. Under "What type of assets are you uploading?", choose one type for the whole batch: CV / Resume, Project Sheet, Past Proposal, Certificate, Boilerplate or Other. See Asset Types Explained. If you started from a type group inside a business line, the wizard skips this step and uses that type.
3. Drop files on the upload area, or click it to browse. You can add up to 20 files at a time, each up to 10 MB. Change type goes back to step 2.
4. Select Review. Each file's title starts as its file name. Edit any title, or use the bin icon to remove a file.
5. Select Upload All. The button shows how many files will upload.

Use PDF, Word (.docx) or plain text (.txt) files. An older Word .doc file is refused with a message asking you to re-save it as .docx or PDF. Markdown files are refused, so save their text as .txt first. A scanned PDF without selectable text uploads, but it gives the analysis nothing to read.

What happens to each file

The Uploading & Analyzing step shows each file's progress, two files at a time:

• "Uploading" with a percentage while the file transfers.
• "File transferred; waiting for extraction and analysis…" while Propivix reads the text.
• "Saved · analysis available for review" when the file was analyzed, or "Saved" for types that are not analyzed.

For each file, Propivix:

1. Extracts the document's text and stores it with the asset.
2. Checks whether the text matches an asset you already have. A match is saved anyway, with a warning.
3. For CVs, project sheets, past proposals and certificates, uses AI to record facts about the document, such as a person's clearance or a certificate's expiry date.
4. For those same four types, links the asset to up to three business lines the analysis rates as strong matches. When none is strong, it links the single closest line if that one is a partial match. When no line matches, the asset has no business line and appears in the "Unassigned (no business line)" smart folder.

Boilerplate and Other files are stored with their text but are not analyzed or linked to a business line. Add their business lines yourself; see Organizing by Business Line.

When the upload finishes

When every file succeeds, the wizard says how many assets were uploaded. Review the extracted facts and business-line assignments before you use the assets in a proposal.

A file can finish with a warning:

• "Saved; AI analysis needs attention. Open the asset to retry analysis." The file is saved but the analysis did not record anything. Open the asset and run the analysis again from its detail pane; see Asset details.
• "possible duplicate(s). Review before using this asset." The text matches an asset already in your library. Keep one copy so the same document does not count twice.

Each warning has a Review saved asset link.

When some files fail, the wizard shows how many uploaded and lists each failed file with its error. Select the retry icon beside a file, or Retry Failed to retry them all. Messages such as "Connection interrupted" or "Upload timed out" end with "Check the library before retrying", because the file may have been saved before the connection dropped.

Upload More starts a new batch, and View All Assets returns to the library. If you opened the wizard from one of your own folders, the uploaded assets are added to that folder.

Create an asset without a file

For short text you want to paste, such as a boilerplate paragraph:

1. On the file step, select Create manually instead.
2. Enter a Title, paste the Content, and optionally add Tags, separated by commas.
3. Select Save Asset.

A manually created asset has no file, is not analyzed and is not linked to a business line.

Tips

• Upload one person per CV and one project per project sheet, so each asset's facts describe one thing.
• Give files clear names before you upload, because the file name becomes the title.
• Check certificates' expiry dates after upload, since the date is read from the document.