AI Bid Assistance Tools are currently not available to UK based customers
What is the Document Library?
To get the most out of AI features (like the AI Bid Assistant Chatbot and the Go/No-Go Checklist), the AI needs to understand your specific company context. The Document Library acts as your organisation’s central AI Knowledge Base. By uploading your company's documents, you provide the AI with the background information it needs to offer highly personalised help, feedback, and answers.
You do not need to be an Organisation Admin to upload documents and access the document library.
How to Access the Library
You can easily navigate to the Document Library from the main interface:
Look for the Document Library icon in the left-side menu.
You will find it located just beneath Market Intelligence (MI) and above the Settings menu.
Note: The library is only visible if you have the appropriate permissions enabled on your account.
Configuring the Document Library
Step 1: Open the Document Library within the platform.
Step 2: Upload your organization's internal files (such as compliance certificates or financial records) and organize them into folders.
Step 3: Explicitly select the "Use for AI" option on the documents you want the Bid Assistant to read. There is currently a limit of 10 AI-usable documents per organisation to ensure processing speeds remain fast.
If a specific business opportunity is missing documents, you can manually upload relevant files directly (in Your organisation's uploads) so the AI has the necessary context to generate better answers.
Supported File Types and Size Limits
To ensure the AI can process your company data efficiently, the library supports a wide range of textual file formats:
Documents: Word (.doc, .docx), PDF (.pdf), Plain Text (.txt), Rich Text (.rtf)
Spreadsheets: Excel (.xls, .xlsx), CSV (.csv)
Presentations: PowerPoint (.ppt, .pptx)
Code/Web: XML (.xml), JSON (.json), HTML (.html), Markdown (.md)
Documents saved within zip files will be recognised by the Bid Buddy.
Storage Limits:
Maximum file size: 100 MB per individual file.
Maximum organisation storage: 2 GB total for your entire organisation.
Organising Your Knowledge Base
Keeping your Document Library organised ensures that both your team and the AI can easily find the right information when evaluating business opportunities.
Managing Folders
When you first open the library, you will see a set of pre-created folders designed to guide you on what types of documents to upload. You have full control to customise this structure:
Create new custom folders to fit your company's workflow.
Rename existing folders.
Remove folders (Note: deleting a folder will also permanently delete all the files contained within it).
Uploading and Managing Files
When you upload files, the system helps you keep things clean. If you attempt to upload a file with the exact same name as an existing file, you will be prompted to either replace the old file or cancel the upload. From the library, you can also easily download or delete files as your company knowledge base evolves.
Searching, Sorting, and Filtering
If you have a large library, finding specific files is simple:
Sort the entire library by file Type (e.g., Folder, PDF, DOCX) or by Last modified date.
Search for specific keywords within any folder.
Filter the contents of each folder based on the Created time or the User who uploaded the file.
AI Access, Sharing, & Permissions
The Document Library is designed with security and collaboration in mind. It is a shared resource for your entire organisation, but you remain in complete control of what the AI is allowed to read.
Enabling AI Access (The AI Checkbox)
Uploading a document to the library does not automatically feed it to the AI. When uploading or managing a document, you will see a checkbox allowing the document to be used for AI purposes.
You must manually tick this box for the AI to consume the document and use it to answer questions in the Go/No-Go Checklist or the Chatbot.
Depending on your specific user permissions, this checkbox may be locked or default to a certain state.
Note: In addition to the main Document Library, users can also upload documents and toggle AI access directly within individual Business Opportunity (BOPP) pages.
Organisational Sharing and Security
The Document Library is shared per organisation. This means every user in your company with the correct permissions will see the exact same folders and documents. It acts as a single source of truth.
Security: Your uploaded data is kept strictly secure. Only authorised users within your organisation and the isolated AI environment can access these files.
Mercell uses secure data servers in Dublin and Frankfurt.
User Synchronisation: To maintain security, the system synchronises user lists at least every 30 days to ensure that deleted or deactivated users no longer have access to the library.
Required Permissions
Because this feature manages company-wide knowledge, it requires specific permissions. To view the library, upload files, manage folders, or tick the AI access box, a user must have one of the following permissions assigned to their account:
Manage Document library - AI (Grants full Create, Read, Update, and Delete access, plus the ability to toggle the AI checkbox).
Premium Bid Delivery documents library
Contact your organisation administrator if you need these permissions added to your profile.
Article Ref: 110820261213