Document Hub
Your company library of reusable material that the AI agent and the Proposal Writer read.
The Document Hub is your company library of reusable material: capability statements, past performance, resumes, technical approaches, pricing, and past proposals. CLEATUS reads every file that you add. The artificial intelligence (AI) agent, the Proposal Writer, and AI Workflows use these files as context, so their output reflects your real work.
The Document Hub is part of the DATA + AI + Automations plan and every higher plan. It has no storage limit. See Plans and pricing.
Features
Folders that you control
Organize the Document Hub like a file system:
- Create folders and subfolders to any depth. Group them by agency, contract type, or content type.
- Use the breadcrumb trail to go back to any parent folder.
- Rename and move files and folders from the menu on each row.
- Select several rows to move or delete them together.
Every member of your company sees the same Document Hub.
Upload almost any business file
Upload one file at a time, many files, or a whole folder. A folder upload keeps its subfolders. The Document Hub accepts these file types:
- Portable Document Format (PDF) and Word files (.pdf, .doc, .docx)
- Spreadsheets (.xlsx, .xlsm, .xls, Apple Numbers .numbers, and comma-separated values .csv)
- PowerPoint decks (.pptx)
- Text, Markdown, and JavaScript Object Notation files (.txt, .md, .markdown, .json)
- Images (.png, .jpg, .jpeg, .gif, .webp)
Each file can be up to 250 MB. Markdown and JSON files can be up to 25 MB.
CLEATUS reads every file
When you upload a file, CLEATUS extracts its text and writes a short summary. The agent and the writer read the text. The search bar matches the summary.
Some files do not have text that CLEATUS can extract. Those files show a badge, for example:
- Image Only: The file holds images or drawings without text. You can still open it, and the agent can still look at it.
- Protected: The PDF has a password. Upload an unprotected copy.
- Unsupported: CLEATUS cannot extract text from this format. Export the file again as a PDF or a Word file.
- No Text Found: The file is blank. Upload a copy that has content.
- Too Large: The file is too large for text extraction. You can still open it.
To try a file again, select it and click Reprocess.
Search
Type in Search in Document Hub at the top of the page. The search looks in every folder at once. It finds folders by name, and files by name or by their summary.
Import from Google Drive and SharePoint
Click the Google Drive or SharePoint icon at the top of the page to import files or whole folders. Turn on Keep this folder in sync to mirror a folder, so that changes in the source folder come into CLEATUS automatically. You can connect SharePoint with read-only access. With read-only access, changes flow only from SharePoint into CLEATUS.
To copy a file out, open the menu on its row and select Save to Google Drive or Save to SharePoint.
The agent organizes it for you
Ask the CLEATUS agent to organize your files. It reads your folder structure, then creates, renames, and moves files and folders. It asks you to confirm before it deletes anything. An open Document Hub page updates while the agent works.
Use it in proposals and chat
- The Proposal Writer loads your Document Hub into every workspace as reference material. It uses the files for language, positioning, and past performance. It never treats a Document Hub file as the solicitation of a pursuit.
- In any chat, click + and select Document hub to attach specific files.
- Documents that you attach in a chat go to the top level of your Document Hub.
- When the agent creates a file in a chat, click Save to keep the file in your Document Hub.
Example use cases
- Upload key personnel resumes to reuse in management volumes.
- Upload past performance write-ups for the past performance volume.
- Store a quality control narrative for every technical approach.
- Store your capability statement for executive summaries and sources sought responses.
- Mirror the SharePoint folder where your team keeps proposal boilerplate.
How to use it
1. Organize with folders
Click Create Folder and group your material by agency, contract type, or content type.
2. Add content
Click Upload, then select Upload files or Upload a folder. You can also drag files or folders onto the page, or import them from Google Drive or SharePoint.
3. Check each file
Look for a badge next to each file. A file without a badge is ready. Fix or reprocess any file that shows a badge.
4. Use it in your work
Start a proposal, ask the agent a question, or run a workflow. CLEATUS uses your Document Hub as context.
Frequently asked questions
What is the Document Hub?
The Document Hub is your company library of reusable material. Store capability statements, past performance, resumes, and past proposals in one place. The artificial intelligence (AI) agent and the Proposal Writer use these files as context.
How is it different from a regular drive?
CLEATUS reads every file that you add. It extracts the text and writes a short summary of each file. The agent and the Proposal Writer read the text, and the search bar matches the summary.
How do I add files?
Use one of these methods:
- Click Upload, then select Upload files or Upload a folder.
- Drag files or folders onto the Document Hub page.
- Import files from Google Drive or SharePoint with the icons at the top of the page.
- Attach a document in a chat. Documents that you attach in a chat go to the top level of your Document Hub.
- When the agent creates a file in a chat, click Save to keep it in your Document Hub.
Which file types can I upload?
You can upload these file types:
- Portable Document Format (PDF) files (.pdf)
- Word files (.doc, .docx)
- Spreadsheets (.xlsx, .xlsm, .xls, .numbers, .csv)
- PowerPoint decks (.pptx)
- Text files (.txt, .md, .markdown, .json)
- Images (.png, .jpg, .jpeg, .gif, .webp)
Each file can be up to 250 megabytes (MB). Markdown and JSON files can be up to 25 MB.
Is there a storage limit?
No. Every plan that includes the Document Hub has unlimited storage. See Plans and pricing.
What does a badge on a file mean?
A badge shows that CLEATUS could not extract all the text from the file:
- Image Only: The file holds images or drawings. You can still open it, and the agent can still look at it.
- Protected: The PDF has a password. Upload an unprotected copy.
- Unsupported: CLEATUS cannot read this format. Export the file again as a PDF or a Word file.
- No Text Found: The file is blank. Upload a copy that has content.
- Too Large: The file is too large for text extraction. You can still open it.
To try again, select the file and click Reprocess.
How does the Document Hub help with proposals?
The Proposal Writer loads your Document Hub into every workspace. It uses your files for language, positioning, and past performance. To point the writer at specific files, attach them with + in the writer chat or in Additional instructions before you generate.
Should I put the solicitation in the Document Hub?
No. Attach the solicitation documents to the pursuit. The writer never treats a Document Hub file as the solicitation, because the Document Hub holds material from many opportunities.
Can I organize with folders?
Yes. Click Create Folder to make a folder, and create subfolders to any depth. Use Rename and Move to... in the menu on each row. Select several rows to move them together.
Can the agent organize my Document Hub for me?
Yes. Ask the CLEATUS agent, for example: "Create a Past Performance folder and move my capability statements into it." The agent creates, renames, and moves files and folders. It asks you to confirm before it deletes anything.
Can I rename a file?
Yes. Open the menu on the row and select Rename. You can rename folders the same way.
Do I need a file to add content?
No. Ask the agent to write the document, for example a key personnel bio or a quality control narrative. Then click Save on the file to keep it in your Document Hub.
What are good examples to store?
Past proposals, technical approaches, capability statements, key personnel resumes, past performance write-ups, and white papers.
How do I get started?
- Create folders for your main content types.
- Upload your capability statement and past performance first.
- Check each file for a badge.
- Start a proposal or ask the agent a question.
Still stuck? Talk to our team