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Getting Started with Projects

Responding to questionnaires involves multiple stakeholders - bid managers, solutions engineers, and SMEs - often leading to disorganized workflows, endless back-and-forth, and missed deadlines. Tracking progress, managing approvals, and gathering supporting documents becomes a challenge without the right tools.

 

SiftHub Projects streamlines collaboration by enabling teams to autofill questionnaires, assign questions, track progress, review responses, and manage supporting documents—all in one place. Whether you prefer working directly in the SiftHub Web App or within your original documents, built-in workflows and real-time visibility ensure your team stays organized and delivers high-quality responses on time.

 

Exploring the Project List

The Project List View offers an overview of all your active and completed Projects. You can search, filter, and sort projects, or click on any project to dive into its details.

 

Creating a Project

SiftHub offers multiple convenient methods to create projects for any type of questionnaire, including RFPs, security assessments, vendor due diligence, and detailed proposals:


  1. From the SiftHub Web App: Navigate to the Projects tab in the SiftHub Web App and click “Create Project” to start creating a new Project.
    1. Link a file: Paste a link to a Google Sheet/Doc or Excel file to create a project where you collaborate directly in the source document using the Browser Extension or MS Add-in.
    2. Upload a Document: Upload a file (CSV, XLSX, DOCX) directly to SiftHub to create a project where you collaborate entirely within the SiftHub Web App's form interface.
  2. From the Browser Extension: While working in a Google Sheets or Google Docs questionnaire, access the "Project" tab in the SiftHub Browser Extension's top navigation and select "Create Project" to begin.
  3. From the Microsoft Add-in: When working with Microsoft Excel questionnaires (desktop or browser), access the Home button in the SiftHub Add-in ribbon menu, navigate to the Projects tab, and select "Create Project" to begin.
  4. From a Salesforce Opportunity: Raise a Project Request directly from a Salesforce Opportunity and delegate it to your bid or proposal team in SiftHub.

 

What Happens After a Project is Created

Once a project is created, SiftHub immediately begins working in the background:

  • Primary Document Outline - SiftHub parses the primary document and organizes all sections and questions into a structured, hierarchical outline for collaboration and progress tracking.
  • Autofill - if enabled, SiftHub autofills answers across all tabs and sections of the primary document simultaneously.
  • AI Suggestions - SiftHub analyses your primary document, intake documents, and deal context to generate a structured set of actionable suggestions including milestone tasks, required document submissions, and recommended supporting materials.
  • AI Summary - alongside suggestions, SiftHub generates a concise overview of the RFP scope, buyer priorities, key requirements, strategic considerations, and submission requirements.

 

Primary Document Collaboration

The primary document is the foundation of every project. Once the outline is created, your team can collaborate directly on the questionnaire or proposal:

  • Primary Document Outline: Sections and questions are organized into a navigable outline. Each item has a status (First Draft through Approved) and an assignee, giving the Delivery Manager full visibility into progress.
  • Content Request: Assign specific questions or sections to collaborators, non-collaborator platform users, or external guest users for content input.
  • Content Review: Submit responses for review and approval before final submission.
  • Comments: Add comments and @mention teammates on any question or section — independently of assignments — to discuss responses and flag issues.
  • Guest User Collaboration: Extend collaboration to external contributors through our guest access feature, allowing them to review and update content through a secure webform without requiring SiftHub credentials.
  • Document Collaboration in the Web App: For uploaded file projects, manage the entire collaboration workflow natively in the SiftHub Web App.

 

Project Management

Beyond document collaboration, SiftHub Projects provides a full set of tools for managing the broader project:

  • Project Overview: Monitor section and question progress, view milestone tasks, and track team workload — all from the Overview tab. Edit the AI Summary and save the completed primary document back to your repository when the project is done.
  • Project Tasks: Create and manage project-level tasks (General, Milestone, Document Submission) alongside auto-created content tasks. Track all work in one unified view.
  • Project Documents: All documents and links associated with the project — intake documents, task attachments, direct uploads, and the primary document — organized in one place.
  • Submission Package: Curate the final set of documents and links to be submitted with your project. Export everything as a ZIP with one click.
  • AI Suggestions: Review and act on AI-generated suggestions for milestones, required documents, and recommended materials. Regenerate suggestions at any time as your project evolves.
  • Linked Opportunity: If the project was initiated from Salesforce, view the linked opportunity details and keep project metadata in sync between SiftHub and Salesforce.

 

Tracking and Notifications

  • My Tasks: Access all your active content assignments, project tasks, and @mentions from the My Tasks page in the SiftHub Web App or the Browser Extension. Available to all users.
  • Weekly Project Summary: Receive a weekly snapshot of all your open projects — including status, due dates, completion percentage, and pending questions — delivered via email and Slack.
  • Notifications: Task assignments, @mentions in comments, and project status changes trigger notifications via email and Slack (if configured). Contact your SiftHub Customer Success Manager to configure notification preferences.

 

Access Control

Project permissions in SiftHub are role-based. Different roles — Admin and Member — have different levels of access to project actions and document collaboration. See Access Control in Projects for full details.