For Cobrief AI to generate strong bid texts, fill out documents, and locate formalities, the AI needs access to the necessary information about your company. That is done through the knowledge base.
You will find the knowledge base under "Library" in the menu. The Library is available to administrators and members. Contributors don't see it, and don't use the AI agent either. On the free plan, "Library" is locked, and you need to upgrade to use the knowledge base. Read more about roles and permissions.
The first time you use the agent, you can also upload previous bids, references, and CVs from the "Get started" list. The files are added directly to the knowledge base, and the agent explains how it can use them.
The knowledge base is structured similarly to Microsoft SharePoint and Google Drive, where you organise content in folders and files. Start by clicking the "NewâŠ" button, or drag files or folders straight into the knowledge base.
What Should I Upload?
Start with the most relevant files for the next bid you will be working on. It is often better to have fewer files of higher quality and high relevance, than to feed the AI as much information as possible.
The AI can use PDF files, Word files (.docx and .doc), and Excel files (.xlsx). The agent can also view images (PNG, JPG, and WebP). The AI cannot use other file types, such as PowerPoint (.pptx), older Excel files (.xls), and text files (.txt and .md).
Once a bid has been delivered, you can save selected text documents, filled templates, and uploaded files directly from the bid room. Cobrief collects them in a dedicated knowledge base folder so the AI can use them as sources in later bids. See how to save a bid to the knowledge base.
Previous bid responses give the AI examples of your language and style. Choose relevant responses and sales presentations to use as source material.
Expertise and experience must be documented in order to describe the team and the projects convincingly. This includes CVs for key personnel, detailed reference projects, and positive customer testimonials.
Company documentation is the official paperwork required to show that you are a qualified and reliable supplier. This typically includes tax certificates, company certificates, and relevant certifications such as ISO or Eco-Lighthouse.
Processes and methodology explain how you work and ensure quality, which is essential for answering requirements in bids. Share descriptions of HSE and quality routines, as well as models for project management.
Start with a small set of documents
You do not need to organise your entire document archive before you begin. Start by choosing the material you need for your next bid:
One or two previous bids with responses you want to reuse.
Updated CVs for the people you usually propose.
A few relevant reference projects with the delivery, dates, and your role clearly described.
Current company information, certificates, and descriptions of how you work.
Review the files briefly before uploading them. Remove old prices, expired certificates, and claims you can no longer support. Keep your original archive where it is. Upload a selection to Cobrief, then add more when you identify a specific need.
An example folder structure
Create folders under Library â Knowledge base. Here is a suggestion you can adapt:
About the company: your current company description and service overview.
CVs: one updated CV per person.
Reference projects: one document per project, with the year in its name.
Methods and quality: current procedures and descriptions of your methods.
Previous bids: one folder per bid you want to reuse.
Formalities: certificates, with the expiry date in the filename where relevant.
Use names such as "Reference, school project, 2025" and "CV, project manager, September 2026". This makes it easier to choose the right source.
A folder named "Archive" does not prevent the AI from using old files. Keep outdated material outside the knowledge base if it should not be used as a source.
Make each document easy to use
Use clear headings and keep related information together. A reference project could have these sections:
Project and customer: name, time period, and who can confirm the delivery.
What we delivered: scope, areas of expertise, and our responsibilities.
How we worked: methods, staffing, and collaboration.
Results: specific results you can document.
Limitations: information that needs updating or clarification before reuse.
Use consistent headings in CVs too: role, skills, education, and relevant projects. Separate facts from suggested wording. Include the date of the last subject-matter review in the document.
This is a suggested approach, not a requirement to use a particular template or number of pages.
Try your sources before adding more
Ask the agent to find experience relevant to a specific requirement. Open the sources it refers to and check the answer. If something is missing, add or update that information. Folders help you stay organised, but you still need to check the content.
Let the agent organise the files
You can ask the agent to tidy your knowledge base. The agent can:
create folders,
move and rename files and folders, and
move an attachment from the chat to the knowledge base, including while the file is being prepared.
Describe the result you want, for example: "Create a folder called Reference projects 2026, and move all reference projects from 2026 into it." Check the filenames and location afterwards.
The agent cannot delete, edit or copy files in the knowledge base. Make those changes directly under Library â Knowledge base.
Tips and Tricks
A few important features to know about:
Click a file or folder to select it.
Hold Cmd/Ctrl to select multiple files, or use Shift to select a range.
Click the name of a folder or double-click the row to open it.
Click the name of a file or double-click the row to see a preview.
Click and drag files or folders to move them between folders.
Select multiple rows and use the toolbar to export, move, or delete them all.
