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The Library is your organisation’s reusable proof library. Store files here when they can support many opportunities, not just one submission.

Watch Evidence Library

See how to manage reusable company evidence in the Library.

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What to store

Good Library files include:
  • Capability statements
  • Case studies and references
  • Insurance certificates
  • Licences and accreditations
  • Policies and procedures
  • Health, safety, quality, and environmental documents
  • Financial proof and company registrations
  • Key staff CVs or profiles

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Library vs project files

Store inUse for
LibraryReusable organisation proof that should be available across many tenders and grants
Project filesBuyer documents, draft responses, pricing files, and attachments for one submission
Chat attachmentsOne-off files used in a specific Ask AI conversation

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AI access

Tendor shows recent uploads and how many reusable evidence files are available to AI analysis. Ask AI and Pre-qualification can use these files to find supporting proof, identify missing evidence, and draft stronger responses. If a file should support future bids, upload it to the Library instead of attaching it only to a chat.

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Organise evidence for reuse

Group files in a way your team can recognise during a bid review. Common folders include:
  • Insurance
  • Licences and accreditations
  • Policies and procedures
  • Capability statements
  • Case studies
  • Key staff
  • Financial and company records
Use clear names and dates so reviewers can tell whether a file is current.

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Evidence collections

Some Library areas are designed around common evidence types. Use these collections to keep reusable proof easy to find:
CollectionExamples
Company profileCapability statements, company registrations, service descriptions
ComplianceInsurance, licences, accreditations, quality, safety, and environmental policies
ExperienceCase studies, references, project sheets, award examples
PeopleKey staff CVs, role profiles, licences, training records
Finance and operationsFinancial proof, business continuity documents, operational procedures
If a file could support more than one future bid, keep it in the Library and link or reference it from projects as needed.

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Keep evidence current

Review the library regularly. Remove or replace:
  • Expired insurance certificates
  • Old licences
  • Outdated policies
  • Superseded capability statements
  • Case studies that no longer represent your current work
Outdated evidence can weaken AI analysis. If Tendor cannot verify a requirement from current files, treat it as a gap until your team supplies evidence.

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Finding and managing files

Use search, folders, rename, move, and delete actions to keep the library organised. File previews may show a processing state briefly after upload. If a preview is still processing, you can continue working and return later. If you upload a file with the same name as an existing file, Tendor may ask whether you want to replace it or keep the existing version. Choose replace when the new file is the current source of truth, such as a renewed insurance certificate. Keep the existing file when the documents are different and both may be useful.

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Deleted files

Deleted Library files may appear in Recently Deleted before they are removed permanently. Restore a file if it was deleted by mistake, or delete it permanently when your team no longer needs it. Some imported or system-managed files may have limited edit options. If you cannot rename, move, or delete a file, check whether it came from an opportunity, a connected source, or another managed workflow.

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When evidence is missing

If Ask AI or Pre-qualification says evidence is missing, first check whether the proof is already in the Library under a different name. If it exists, rename or organise it so teammates can find it. If it does not exist, upload the latest file and run the analysis again.