This article covers creating libraries, getting documents into them, organising those documents, and who is permitted to do each.
Who can create and manage libraries
Core Admins and Core Members | Can create libraries, upload documents, manage folders, and move documents and folders. |
Sales Knowledge Hub, and SME or Guest users | Have no read or write access by default, and cannot manage libraries. |
Libraries can be shared, and administrators can configure fine-grained permissions controlling who sees and edits each one.
Confirm a library's permissions before uploading sensitive content into it.
Create a library
Open the Bid Library.
Find Sources in the left-hand navigation panel of the library.
Click the + icon.
Enter a library name.
Save.
The new library appears in the left-hand navigation panel.
Create separate libraries for different business lines, products or SharePoint sync sources, so content from one does not surface in drafts for another.
Upload documents
From your computer
Open the target folder in your library.
Drag documents from your desktop into the upload area, or click Add New → File → Local upload and select them.
Files are processed and vectorised automatically.
Supported formats | DOC, DOCX, PDF, XLS, XLSX, CSV, ZIP, PPT, PPTX |
Maximum file size | 50MB per file |
From Google Drive
Click Add New → File.
Select Google Drive as the data source.
Authenticate your account if prompted.
Select the files or folders you want.
Confirm the upload.
Vectorisation happens automatically.
Static upload | Treated like a local upload. Documents are vectorised and ready to use, but do not update when the Google Drive original changes. |
Sync library | Always a separate library. Scoped Sync keeps BidScript up to date as SharePoint changes. |
From SharePoint
Click Add New → File.
Select SharePoint as the data source.
There are two ways to bring SharePoint content in, and the choice matters.
Static upload | Treated like a local upload. Documents are vectorised and ready to use, but do not update when the SharePoint original changes. |
Sync library | Always a separate library. Delta-sync keeps BidScript up to date as SharePoint changes. |
To sync, toggle on Enable automatic sync. To import statically, continue without it.
For the full setup, see the SharePoint Integration guide.
Organise with folders
Create a folder
In the library, click Add New → Folder.
Name it and click Create.
Upload documents into it.
Folder structure is not only for people. BidBot navigates from folder to document when retrieving material for a draft, so a logical structure improves draft quality as well as findability. See Smart Search.
Move documents and folders
Users with write or edit permissions can drag and drop documents or entire folders, both within a library and between libraries.
Three things you can do this way:
Drag an already-uploaded file into a different folder.
Drag files from your desktop straight into a folder or library.
Drag a file from one folder to another.
Delete documents and folders
Select the item.
Click Delete.
Confirm in the prompt.
Deletion is permanent. There is currently no recovery process, so check before confirming — particularly when deleting a folder, which takes its contents with it.
Best practice
Use multiple libraries to separate business lines, products and SharePoint sync content.
Confirm permissions before uploading sensitive content.
Organise folders logically and consistently — it improves both search and AI grounding.
Check vectorisation status so documents are actually available to drafting.
Use flagged items as a to-do list for content your library is missing.
Upload in bulk where you can, especially when first populating a library.
Select the correct library in BidBot before generating drafts.
Related articles
Bid Library: Overview — what the library is for, and what vectorisation does.
Bid Library Recommended Uploads — what to upload, by business type.
SharePoint Integration — connecting and syncing SharePoint.
Google Drive Integration — connecting Google Drive.
Bid Library health dashboard — gaps, freshness, access requests and flagged items.
Categories and labels — tagging content once it is uploaded.