Your bid library grows over time. Old answers, outdated pricing and pre-rebrand boilerplate can find their way into a new proposal without anyone noticing.
Freshness tags and the Modified date work together to make stale content obvious at a glance, so the team knows exactly what to refresh and what is safe to reuse.
What the Modified date means
Every document has a date in the Modified column. It is the most recent of:
The date the file was last changed in its source — SharePoint, Google Drive, Confluence, or your local upload.
If no source date is available, the date it was first added to BidScript.
Read it as: the last time this document was edited.
Hover the date for the full value in a tooltip, such as Last modified 14 Mar 2026.
Renaming a file in SharePoint or Drive does not count as a modification. Only changes to the content do.
Freshness tags
Every document carries one of five tags, calculated automatically from its Modified date and the library's freshness settings.
Fresh | New enough to be trusted. |
Ageing | More than halfway to the staleness threshold. Worth a look soon. |
Stale | Older than the library's threshold. Probably needs refreshing. |
Review soon | A review you scheduled is due within 14 days. |
Review due | A review you scheduled is overdue. |
Hover any tag to see why it has that status — for example, "Not updated in 9 months · Last modified 12 Jul 2025".
How Fresh, Ageing and Stale are calculated
Each library has a freshness threshold: the number of days after which content counts as stale. The default is 365 days.
0 to 50% of the threshold | Fresh |
50% to 100% of the threshold | Ageing |
Beyond 100% of the threshold | Stale |
With the default one-year threshold, a document modified two months ago is Fresh, one modified eight months ago is Ageing, and one modified fourteen months ago is Stale.
How Review soon and Review due work
These appear only where someone has set a manual review date on the document. They override the automatic tag, because they reflect a deliberate human decision rather than a calculation.
Review soon — the review date is within the next 14 days.
Review due — the review date is today or in the past.
Set a review date
Use this where you know a document needs checking by a specific date — an annual policy re-approved every January, or pricing that expires at quarter end.
Open the document's ⋯ actions menu and choose Set review date.
Pick a preset — 1 month, 3 months, 6 months or 1 year — or choose a date in the calendar.
Optionally toggle Repeat review on, and choose how often it should recur: 30, 90, 180 or 365 days, or a custom number.
Click Save.
The document now shows a Review soon or Review due tag in place of its automatic freshness tag, until the review is acknowledged.
Mark a document as reviewed
Open Set review date on the document.
Click the green Reviewed button at the top right of the dialog.
This records when the review happened and who did it, shown as "Last reviewed 14 Apr 2026 · Jane Doe". If the review was recurring, the next date rolls forward automatically by the chosen interval, and the amber or red pill clears until then.
Clear a review date
Click Clear in the Set review date dialog. The document falls back to its automatic Fresh, Ageing or Stale tag.
Library-wide settings
Each library has its own freshness threshold, so you can be strict with fast-moving content like pricing and relaxed with stable content like company history.
Open the library and click the settings icon.
Choose Freshness settings.
Drag the slider — anywhere from 30 days to 2 years.
Check the live preview. "X documents flagged as stale" updates as you move the slider, so you can see the impact before committing.
Click Save.
Start loose, at around a year, and tighten as the team gets used to keeping content current. Setting 30 days on a 5,000-document library buries everyone in red pills and teaches them to ignore the tags.
Common questions
Will BidScript change my documents automatically?
No. Freshness tags are informational only. Nothing is ever rewritten, archived or deleted automatically.
Why does my document still say Stale after I edited it in SharePoint?
BidScript syncs source changes periodically, and it can take a few minutes for the new date to arrive. If it has been longer, ask an admin to re-sync the source.
What if a document has no Modified date?
BidScript falls back to the date it was added. This is rare, and only affects very old uploads from before source sync existed.
Does AI search still use stale documents?
Yes. Staleness is a signal to your team, not a filter — the AI will still surface a stale document if it is the best match.
That is precisely why the tag matters. A stale document the AI keeps relying on is the one most worth refreshing.
Can I set review dates in bulk?
Not currently. Review dates are set one document at a time.
At a glance
Modified | When the document was last actually changed. |
Fresh / Ageing / Stale | Automatic, based on the Modified date against the library's threshold. |
Review soon / Review due | Manual, based on a date you set. |
Reviewed | "I have checked this and it is still good" — resets the clock. |
Library settings | Admins control the threshold, per library. |
Related articles
Bid Library health dashboard — freshness alongside gaps, access requests and flagged items.
Creating and Managing Libraries — uploading and organising content.
Bid Library Recommended Uploads — what belongs in your library.