Re-analysis reads an RFP's documents again and refreshes what Propivix extracted from them. Use it after you add an amendment, or when the first analysis missed something.
When to re-analyze
Once an RFP has been analyzed, the RFP page header shows Re-analyze. If the analysis never completed, the header shows Analyze with AI instead.
Re-analyze when:
- You added documents, such as an amendment or Q&A responses, on the Documents tab. Adding documents saves the new text but does not analyze it. Until you re-analyze, requirements, dates and page limits in the new documents do not appear.
- The RFP's title is still a file name, or the solicitation number or estimated value is missing, and you want Propivix to look again.
To run it:
- Open the RFP from RFPs in the sidebar.
- Select Re-analyze in the header.
- Wait while the page shows "Analyzing RFP with AI... This may take a minute."
When it finishes, the page reloads the RFP with the new results. Re-analysis changes these things:
- The summary, key dates, evaluation criteria, submission requirements and proposal outline are replaced with the new reading.
- If the document states a due date that differs from the one on file, the document's date replaces it. Check the Due field afterward.
- A title that is just the uploaded file's name is replaced by the project name in the solicitation, when the analysis finds one.
- The RFP's status returns to New. This happens on every run, including one that is refused or fails.
- Requirements are reconciled with the new reading. Requirements it finds again, word for word or with nearly the same wording, are updated in place and keep their responses. New requirements are added. Requirements it no longer finds are removed, except those described under What is always kept.
If the new reading contains no requirements at all, the stored requirements are left exactly as they were. If the analysis fails, the page shows an error, and messages that say "No changes were saved" mean the RFP is as it was before.
If Propivix asks to replace requirements
A new reading of the same solicitation should mostly agree with the old one. When it disagrees with most of an established set, the cause is usually the wrong document, a cut-off read or a very different extraction. So Propivix stops and asks before it removes them.
This happens when the RFP has five or more stored requirements and the new reading would remove more than 60% of them. Nothing is saved yet. The Replace requirements? dialog opens with the real counts, for example: "Re-analysis would replace 18 of 24 requirements. 3 of those carry completed work or linked responses and will be kept either way."
Choose one:
- Keep current: closes the dialog. Nothing from this re-analysis is saved, including the refreshed summary, dates and title; only the status has returned to New.
- Replace requirements: runs the analysis again and accepts the new requirement set this time. Because the analysis runs again, the final counts can differ slightly from the ones in the dialog.
Before replacing, check that the documents on the Documents tab are the right ones. The compliance matrix is the quickest place to review the current set.
What is always kept
Some things survive every re-analysis, including one where you choose Replace requirements:
- Requirements that carry completed work or linked responses. A requirement is kept when any proposal has a response recorded against it, or when it is marked complete. It stays even if the new reading no longer finds it.
- A title you wrote. Only a title that is still a file name is ever replaced.
- The client name, the project scope, the estimated value, the solicitation number and the business line, once they are on file. Re-analysis fills them in only when they are empty.
Truncated analysis
The analysis reads the first 100,000 characters of the RFP's combined document text. Added documents are placed after the original, so on a long RFP an amendment can fall past that point and never be read.
When that happens, a warning appears after you select Re-analyze or add documents. It gives the number of characters read and the number left unread, and asks you to review the unread part by hand. You can close the warning, but the footer of the Compliance matrix tab keeps showing the share of the text that was read, such as "extraction covered 64% of the document text".
A truncated analysis also affects proposals on the RFP. Their automated submission checks do not pass, so Prepare submission files is refused in the export dialog. Internal review draft exports still work. Review the unread part of the documents yourself, and make sure your proposal answers any requirements it contains.