Navigating and Managing the Q&A Store
The Q&A Store is presented as a structured, table-based interface designed for clarity, speed, and governance. Every question-and-answer pair is displayed in a consistent layout, making it easy to review usage, maintain quality, and manage content at scale.
This guide explains how to navigate the updated interface, understand each column, and apply best practices for maintaining a high-quality, reusable answer repository.
Access and Permissions
Access to the Q&A Store is intentionally restricted to maintain quality and control.
Core Admins have full visibility and edit permissions across the Q&A Store.
Core Members can view and edit Q&A pairs unless an admin has applied restrictions.
Sales Knowledge Hub users and SME / Guest users do not have access to the Q&A Store, or the associated BidBot tooling.
This ensures that all content stored in the Q&A Store remains curated, accurate, and aligned with organisational standards.
Table View Layout
All Q&A pairs are displayed in a fixed table view. There are no alternative card or grid layouts.
Each row represents a single Q&A pair, with the following columns:
Question
Displays the full question text. Selecting the question opens the Q&A card, where you can view and edit the complete answer.
Answer Preview
Shows a short preview of the answer content, allowing you to quickly scan and distinguish between similar entries without opening each card.
Feedback
Shows a short preview of any feedback given and uploaded on that question or the project it originally belonged to.
Usage
Indicates how often the Q&A pair has been used and when it was last referenced.
This provides immediate insight into:
Which answers are actively reused
Which content may be outdated or underutilised
Last Edited
Displays the date of the most recent edit. This helps teams identify:
Recently refreshed content
Answers that may require review
Actions
Each row includes a set of actions:
View – Open the Q&A card to read or edit the full content
Shareable Link – Generate a link for reference or review
Delete – Permanently remove the Q&A pair
⚠️ Warning: Deletion is permanent and cannot be undone. There is no recovery process.
Smart Search
Smart Search remains the primary way to locate content within the Q&A Store.
You can search:
Question text
Answer content
Conceptual meaning (not just exact wording)
Search behaves exactly as before, supporting natural language queries.
Examples:
“What is our approach to social value?”
“Show me our ISO 9001 answer”
“Find responses related to mobilisation timelines”
Best Practice: Treat Smart Search as a question, not a keyword box. Clear, natural phrasing returns the most relevant results.
Viewing and Editing Q&A Pairs
To view or edit a Q&A pair:
Click on the Question in the table.
The Q&A card opens in the familiar editor interface.
Make any required changes to the question or answer.
All edits:
Are saved automatically
Trigger re-vectorisation to keep content searchable
Are tracked via existing version history
There is no approval or draft state — changes apply immediately.
Usage Indicators and Content Hygiene
The Usage column is a key tool for managing content quality.
Use it to:
Identify high-performing, frequently reused answers
Spot content that may no longer be relevant
Prioritise which answers to review or refresh
Best Practice: Regularly review Q&A pairs with low or zero usage to determine whether they should be improved, consolidated, or removed.
Deleting Q&A Pairs
Q&A pairs can be deleted using the Delete action in the Actions column.
Important considerations:
Deletion is permanent
Deleted content cannot be recovered
Ensure the answer is not required for future bids before removing it
Best Practice: Search for similar or duplicate content before deleting to avoid accidental loss of valuable knowledge.
AI Assistance and Duplicate Detection
BidBot can interact with the Q&A Store without users needing to open it manually.
BidBot can:
Create new Q&A pairs and save them directly into the Q&A Store
Detect semantically similar or duplicate answers
Suggest consolidation opportunities
This allows teams to maintain a clean, high-quality Q&A Store while continuing to work naturally within the Answer Workspace.
Best Practices Summary
✔ Use Smart Search before creating new answers to avoid duplication
✔ Monitor Usage indicators to keep content current
✔ Edit existing answers instead of creating near-duplicates
✔ Delete cautiously — there is no recovery
✔ Let BidBot assist with creation and duplicate detection
Closing Note
The Q&A Store is not just a content repository — it is your organisation’s living memory for bid responses. Maintaining it carefully ensures faster drafting, stronger consistency, and smarter AI-assisted outputs across every future tender.