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Proposals are generated from inside a Journey. Before generating, make sure the opportunity has been added to Journey Hub and your company documents are uploaded.
Proposal generation page

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Overview

SamSearch’s proposal generation combines your RFP requirements, company profile, uploaded documents, and win themes to produce a first-draft proposal. The AI is designed around an anti-hallucination policy — it only writes from documents and facts you have provided. Any field it cannot populate from your data is flagged as a human task rather than fabricated.

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Step-by-Step

1

Add the Opportunity to Journey Hub

Open any opportunity and click Start Journey. This creates a Journey workspace where proposal generation lives.
2

Add Win Themes

In the journey Overview tab, fill in Win Themes — the core narrative of why your company should win. Click Generate for Me to have the AI suggest win themes based on the RFP and your profile, or write your own.Win themes guide the entire proposal — they appear throughout the generated draft as recurring differentiators.
3

Select Documents

Go to the Submit tab (or Proposal tab) and select which company profile documents the AI should use:
  • Capabilities Statements
  • Past Performance Records
  • Certifications
  • Technical Proposals
  • Other profile documents
Uncheck any documents that are not relevant to this specific opportunity. Only checked documents are used to generate the proposal.
If you connected Google Workspace, you can import documents directly from Google Drive. Set up the integration →
4

Generate Outline

Click Generate Outline. The AI analyzes the RFP, your documents, and your win themes to produce a section-by-section outline with:
  • Section titles
  • Suggested page counts
  • Writing plans for each section
  • Compliance tags linking each section to solicitation requirements
Review the outline and customize as needed — add sections, edit titles, adjust page counts, or delete sections that do not apply.
5

Review Compliance Matrix

Before generating the full proposal, check the Compliance tab to see your overall compliance score. Address any red (non-compliant) items by creating tasks or updating your documents.The compliance matrix auto-populates with requirements extracted from the RFP. Each row can be set to Compliant / Partial / Non-Compliant / TBD. Learn more →
6

Generate Proposal

Click Generate Proposal. The AI drafts the full proposal using your outline, documents, win themes, and compliance data.Generation typically takes 5–15 minutes depending on complexity. You will receive an email notification when the draft is ready.
7

Review Human Tasks (Color-Coded Fields)

When the draft opens, fields are color-coded based on how they were filled:
  • Green — Filled directly from your documents with high confidence
  • Yellow — Partially filled or inferred; review recommended
  • Red / flagged — The AI could not fill this field from your data. These appear as Human Tasks — a badge at the top of the editor shows the count.
Click the human tasks icon to see a full list. Click any task to jump to the relevant section in the proposal editor. Common human tasks include pricing tables, proprietary technical data, and contact-specific details.
Complete all human tasks before submitting. The AI will never fabricate company-specific data — flagged fields are intentional and require your input.
8

Edit with Sammy

In the proposal editor, highlight any text and ask Sammy to help:
  • “Make this more concise”
  • “Does this address Section L.4?”
  • “Rewrite to emphasize our past performance”
  • “Add specific metrics here”
Sammy returns a suggestion you can insert, replace, or discard.Type / anywhere in the editor to access formatting options: headings, tables, images, lists, and more.
9

Export

Click the download icon at the top of the editor and choose your format:
  • Word Document (.docx) — For further editing or formatting in Microsoft Word
  • PDF — For final submission or review
  • CSV — For exporting structured data tables (e.g., compliance matrix, pricing grids)
Custom templates are supported — if your agency requires a specific format, contact support to have your template configured.All drafts are auto-saved. Return to Proposal Drafts at any time to access previous versions.

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DiBBS Proposals

For Defense Logistics Agency (DiBBS) opportunities, the proposal flow has a specialized path:
  1. SamSearch uses OCR to extract line items and part numbers from the solicitation PDF
  2. The AI auto-fills a quote form with the extracted data — line items, quantities, descriptions
  3. You fill in your pricing and any incumbent pricing you have visibility to
  4. The quote form is exported to CSV or formatted as a DiBBS-compliant response
  5. The AI flags incumbent pricing discrepancies so you can price competitively
For DiBBS opportunities, upload any historical pricing data or price lists in your Documents tab. The AI uses these to suggest competitive pricing.

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Anti-Hallucination Policy

SamSearch’s proposal AI never invents company-specific facts. It operates under a strict policy:
  • Company names, addresses, UEI, CAGE codes, and similar identifiers come exclusively from your Company Info tab
  • Past performance examples come exclusively from your uploaded Past Performance documents
  • Pricing fields are always left as human tasks — never estimated or fabricated
  • Proprietary technical data is never generated without a source document
Fields the AI cannot populate are highlighted and added to the Human Tasks list. This is by design.

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Best Practices

Before Generating

Complete your company profile, set win themes, select only relevant documents, and check the compliance score.

During Review

Work through all human tasks. Review yellow-coded fields carefully. Use Sammy to sharpen the language.

Before Submitting

Run through the Submit tab bid checklist. Have a second person review pricing and technical claims. Download in the required format.

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FAQ

Yes. Each generation creates a new draft saved in Proposal Drafts. You can generate multiple versions and keep the best one.
It likely means the source documents did not have enough information for that section. Upload a more detailed capability statement or past performance record, then regenerate.
Custom templates are available — contact support@samsearch.co to configure yours.
Typically 5–15 minutes. You will receive an email when the draft is ready.
Word documents can be fully edited in Microsoft Word. Return to the editor at any time to make changes and re-download.