Frequently Asked Questions
This FAQ addresses common questions about Zen AI features, functionality, and best practices. If you don't find the answer you're looking for, please contact our support team.
General Questions
What is Zen AI?
Zen AI is a comprehensive platform designed to streamline the tender and proposal process. It helps you find relevant opportunities, analyze tender documents, extract requirements, match references, and develop compelling proposals.
How do I get started with Zen AI?
Start by setting up your company profile with detailed information about your business, skills, and past projects. Then explore the Opportunities section to find or upload tenders. Check our Getting Started Guide for step-by-step instructions.
What file formats does Zen AI support?
Zen AI supports various document formats including PDF, DOCX, TXT, and HTML. For data exports, it supports CSV, JSON, and PDF formats. You can also upload ZIP archives containing multiple documents.
Can I use Zen AI in languages other than English?
Yes, Zen AI supports multiple languages for both input documents and output analyses. You can set your preferred output language in your company profile settings. The system can analyze documents in various languages and generate results in your chosen language.
Opportunity Management
How do I find relevant tenders?
Use the "Find Public Tender" feature to search through thousands of public tenders. You can filter by industry, location, value, and keywords. Zen AI will also recommend opportunities based on your company profile.
How do I upload my own tender documents?
From the Opportunities dashboard, click "Upload Tender Files" and select the documents from your computer. You can upload single files, multiple files, or entire folders. Give the opportunity a descriptive name and Zen AI will process the documents.
What do the different opportunity statuses mean?
- Pre-check: Initial evaluation stage
- In Progress: Actively working on the opportunity
- Bid: Decided to pursue and submit a proposal
- No-Bid: Decided not to pursue
- Won: Successfully awarded the contract
- Lost: Unsuccessful bid
How do I track tender deadlines?
Zen AI automatically extracts and displays key dates from tender documents. The Opportunities dashboard shows visual indicators for approaching deadlines. You can also set up notifications for deadline reminders.
Analysis Features
How long does it take to analyze tender documents?
Analysis time depends on the size and complexity of the documents. Most analyses complete within 5-15 minutes. Large or complex documents may take longer. You can continue working in other areas of the platform while analyses run in the background.
What types of analysis does Zen AI offer?
Zen AI offers various analysis types including:
- Bid/No-Bid Analysis
- Functional Requirements Extraction
- Non-Functional Requirements Extraction
- Management Requirements Extraction
- Financial Requirements Extraction
- Reference Matching
- Solution Drafting
- Custom User Analysis
- Specialized analyses for specific industries and use cases
How accurate is the AI analysis?
Zen AI uses advanced AI models to achieve high accuracy, but all AI-generated content should be reviewed by humans. The accuracy depends on the quality and clarity of the input documents. We recommend reviewing all extracted information and adjusting as needed.
Can I customize the analysis types?
Yes, you can create custom analysis types using the Custom User Analysis feature. This allows you to define specific criteria and information you want to extract from tender documents based on your unique needs.
Requirements Extraction
How does requirements extraction work?
Zen AI uses AI to identify and categorize requirements from tender documents. It distinguishes between functional, non-functional, management, and financial requirements, and identifies which are mandatory versus optional.
How do I export extracted requirements?
You can export requirements as CSV files for further processing or as PDF documents for sharing with your team. Use the export options in the Requirements section of an opportunity.
Can I edit extracted requirements?
Yes, you can edit, add, delete, or recategorize requirements after extraction. This allows you to correct any misclassifications or add requirements that might have been missed.
How do I use requirements for compliance checking?
The extracted requirements can serve as a compliance checklist for your proposal. Each requirement can be marked as addressed or not addressed, helping ensure your proposal covers all mandatory requirements.
Reference Matching
How does reference matching work?
Zen AI uses vector search technology to find semantic similarities between tender requirements and your past projects. It analyzes the content of both to find meaningful matches beyond simple keyword matching.
Why does reference matching summarize long content?
For long tender requirements or reference descriptions, Zen AI uses content summarization to capture the essential meaning while making the matching process more efficient. This allows for better matching of lengthy documents without losing important context.
How can I improve my reference matching results?
Add detailed information to your project references, including specific technologies, methodologies, challenges overcome, and outcomes achieved. Use industry-standard terminology and keep your reference database up-to-date with your latest projects.
Can I match references from outside my company profile?
Currently, reference matching works with the project references stored in your company profile. If you have external references you'd like to use, you should add them to your company profile first.
Solution Development
How does the solution drafting feature work?
The solution drafting feature analyzes tender requirements and generates structured outlines for your proposal. It maps requirements to solution components and suggests technical approaches based on the specific needs identified in the tender.
Can I customize the generated solution drafts?
Yes, all solution drafts are fully customizable. You can edit any section, add or remove content, and tailor the suggestions to reflect your company's specific approaches and capabilities.
How do I use the Q&A support feature?
The Q&A support helps you prepare answers to common tender questions. It extracts questions from the tender documents and helps you generate draft answers. You can also add custom questions and answers to build a comprehensive Q&A repository.
Can I export my solution drafts?
Yes, you can export solution drafts in various formats including Word, PDF, and HTML. This makes it easy to share with your team or incorporate into your final proposal documents.
Technical Questions
How does Zen AI handle large documents?
Zen AI uses efficient processing techniques to handle large documents. For very large files, it may process them in chunks. For long content in reference matching, it uses summarization to maintain performance while preserving meaning.
What happens during asynchronous job processing?
When you initiate an analysis, Zen AI creates a job that runs in the background. You'll see status updates as the job progresses through stages like "Queued," "Processing," and "Completed." You can continue working in other areas while jobs run.
What browsers are supported?
Zen AI works best with modern browsers like Chrome, Firefox, Edge, and Safari. We recommend keeping your browser updated to the latest version for optimal performance.
Account Management
How do I update my subscription?
Subscription management is available in the Settings > Subscription section. You can view your current plan, upgrade or downgrade, and manage payment information.
How do I get help if I have problems?
You can access support through the Help button in the application, which connects you to our knowledge base and support team. For premium accounts, direct support contacts are available.
Best Practices
What's the best way to organize my opportunities?
Group related opportunities together, use clear naming conventions, and regularly update statuses. Archive completed or irrelevant opportunities to keep your dashboard focused on active pursuits.
How often should I update my company profile?
Review and update your company profile quarterly, or whenever significant changes occur in your business. Add new project references as soon as they're completed to improve reference matching.
What's the recommended workflow for analyzing a new tender?
- Upload the tender documents
- Run the Bid/No-Bid analysis to evaluate fit
- Extract requirements to understand what's needed
- Find matching references to support your case
- Develop a solution draft based on the requirements
- Prepare answers to tender questions
- Export the analyses to use in your proposal development
How can I get the most accurate analysis results?
Upload complete tender documents, set up a detailed company profile, maintain comprehensive project references, and select the appropriate analysis types for your specific needs. Review and refine AI-generated content for the best results.