Creating Projects in SiftHub allows you to collaborate seamlessly with your team and autofill documents efficiently. Follow the steps below to create a project from the SiftHub Web App:
Step 1: Click on "Create Project" button in the Projects List View
- Login to the SiftHub Web App using your credentials
- By default, you will be directed to the Projects List View upon logging in. This page displays all the projects you are part of.
- Locate the Create Project button in the top-right corner of the screen and click on it.
Step 2: Fill in the Project Details
Project Type
Select the type of project (e.g., Request for Proposal, RFI, Descriptive Proposal, Security Questionnaire, Vendor Assessment or Other) from the dropdown menu. This is a label for reporting and filtering — it does not by itself make SiftHub generate a proposal. What determines that is how you set up the primary document below.
Primary Documents:
You have two options for setting up your primary document, depending on how you prefer to collaborate:
Option A: Connect External File (Collaborate in Source Document)
Paste a link to a Google Sheet, Google Doc, Excel Online, or Word (Word Online) file.
Best for: Teams who prefer working in the original document interface (Google Workspace or Office 365).
Collaboration: You will use the SiftHub Browser Extension or MS Add-in to autofill and manage the project inside your document.
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Supported formats:
- For Google Workspace Users: Google Sheets or Docs in "My Drive". (.xlsx and .docx format files are not supported and need to be converted into Google Sheets and Google Docs respectively before creating a Project.)
- For Microsoft 365 Users: Word documents from OneDrive or SharePoint, and Excel files from global SharePoint sites only. (Excel must be a global SharePoint link, not OneDrive; Word can be either OneDrive or SharePoint.)
Option B: Upload File (Collaborate in Web App)
Click "Upload" to select a file from your local drive.
Best for: Teams who want a focused, form-based environment entirely inside SiftHub without needing extensions or external tabs.
Collaboration: You will use the SiftHub Web App Form Interface to autofill, edit, and export your responses.
Supported formats: .CSV, .XLSX, .DOCX.
Option C: Generate a Proposal
Instead of supplying a document for SiftHub to fill, click Create proposal from template/blank document below the upload box. SiftHub reads the buyer’s solicitation from your supporting documents and writes a narrative response into your own template or a blank document.
- Best for: RFP responses, bids and capability statements — anything you compose rather than fill in.
- Collaboration: in SiftHub’s own document editor, or in Google Docs via the Browser Extension.
- Supported formats: a Google Doc link, or a .docx template upload.
See Creating a proposal in the Web App and Creating a proposal in Google Docs.
Adding More Than One Primary Document
A project can hold up to 10 primary documents. Where a deal needs more than one document filled, keep them in a single project instead of creating one project per document. Click + Add Primary document below the last document to add another, using any of the three options above. The control is disabled once you reach 10.
Per-Document Controls
Each primary document row carries its own controls, so one document can draw on your security collections while another uses product documentation.
Autofill Toggle for Primary Documents
Whether you paste a link or upload a file, the autofill toggle will be visible and turned on by default for each primary document.
Users can select whether they want SiftHub to Autofill the file or not. If the autofill toggle is on, the entire file outline detected will be autofilled at once. SiftHub will:
- Intelligently parse through the entire primary document (including each tab of a spreadsheet)
Note: Creating a SiftHub Project for Google Docs with multiple tabs is not supported currently. Only the first tab within the Google Doc is parsed and an outline is detected with sections and questions to be filled out. - Automatically detect the sections and questions in each tab (for spreadsheets), the first tab (for Google Docs), or across the document (for Word).
- Identify the possible answer column(s) where the responses need to be populated (for spreadsheets).
- Generate answers for each questionnaire tab and autofill them in the designated answer column cells (for spreadsheets) or or in place at each question (for Google Docs and Word).
Source Filters:
You can configure the Source Filters and set Collections used for response generation in the Autofill runs on your primary documents before creating a Project. These are set per document, so each one can draw on a different set of sources.
Note: Changing the Source Filters in the Answer tab of the Browser Extension will not impact the Autofill Source Filters, and vice versa.
Autofill Settings:
You can change the Autofill settings for each primary document before creating a Project.
Autofill settings are similar to Generate answer settings which allow the user to set the language of the Autofill run, or set the Generation Mode (Focused or Comprehensive) for formulating responses.
Under Advanced you will also find the two context toggles, Supporting documents context and Deal context from connected sources.
Changing an Generate Answer Settings in the Answer tab of the Browser Extension will not impact the Autofill settings, and vice versa.
Instruction prompts
Add instruction prompts to customize the formatting and content used for each Autofilled answer. These are similar to the Instruction Prompts used in 'Generate Answer' from the Browser Extension, except that they will apply to each answer that is autofilled in the activity for that document.
Supporting Documents:
Upload or link additional files containing supporting information such as response guidelines, evaluation criteria, a discovery brief, or the buyer’s “About Us” page.
These documents shape the tone, framing, and emphasis of your autofilled answers - they are not used as a source of facts. SiftHub doesn’t cite them or pull factual content from them; the underlying facts still come from your connected knowledge sources.
See Supporting Documents & Deal Context for the full list of what to attach and how this context is applied.
Project information:
Type (required): Select the type of project (e.g., Request for Proposal, RFI, Descriptive Proposal, Security Questionnaire, Vendor Assessment, or Other) from the dropdown menu.
Name (required): Enter a descriptive title for the project.
Owner (required): Assign the individual responsible for overseeing the project. Check "Grant edit access of primary document to owner" to give them editing rights on the linked document.
Delivery Manager (required): Specify the person handling timelines and delivery. By default, the user creating the project will be assigned as the Delivery Manager. Check "Grant edit access of primary document to delivery manager" to give them editing rights.
Description: Provide context or instructions for the project for other collaborators.
Project Stakeholders:
Account Name: Enter the name of the account or organization this project is associated with. This is required, and is used to automatically match and pull relevant Deal Context from your connected CRM and call recording sources.
Deal Name: Enter a name for this deal or opportunity
Due Date: Set a submission deadline to ensure timely completion. Defaults to 2 weeks from today if not set manually.
Clarifying Questions Date: Set the deadline by which clarifying questions need to be submitted to the prospect or client.
Priority (required): Choose High, Medium, or Low priority.
Collaborators: Add team members who will be working on the project. Check "Grant edit access of primary document to collaborators" to give them editing rights on the linked document.
Auto-assign questions
Tick Auto-assign questions to relevant stakeholders to have SiftHub route each question to the right person or team instead of assigning everything to the Delivery Manager. Content requests and reviews are assigned automatically based on each question’s category.
The checkbox is unchecked by default, so it has to be turned on per project. The Auto-assignment rules link beside it opens the account-level configuration, where an admin sets who receives each category.
- Assignment runs once the project is created. If autofill runs, it happens after autofill finishes so each question’s answer state is known.
- Questions that are unanswered or only partly answered go to the category’s content request assignee; fully answered questions go to its content review assignee.
- Only questions are routed. Sections continue to go to the Delivery Manager.
- You can reassign anything by hand afterwards.
For the category rules themselves, see Auto-assignment (Admin configuration).
Slack channel notifications
Tick Enable Slack channel notifications to send project updates to a shared Slack channel, so the whole bid team can follow progress without each person relying on their own direct messages.
Ticking the box opens the Link Slack channel window, which has two steps:
- Invite SiftHub to the channel first. In Slack, mention @sifthub in the channel you want to use, or add it through that channel’s Integrations page. SiftHub cannot post to a channel the bot has not joined.
- Pick the channel from the Add Slack channel list. Only channels the SiftHub bot has already been added to appear here — if yours is missing, invite the bot and try again.
Leave Notify current collaborators to join the Slack channel ticked to send a prompt to collaborators who are not already in the channel. SiftHub does not add anyone to a Slack channel on their behalf.
Anyone who can create a project can link a channel — it is not restricted to admins. You can also link, change or remove the channel later from the project’s Details panel, and you control exactly which events post there from the Slack Channel column in Notifications.
Custom Fields
If your workspace has custom fields configured, they will appear in the Additional Details section at the bottom of the form. This section is visible only when custom fields have been set up for your account, and is expanded by default.
Custom fields capture project-specific metadata relevant to your organization's workflow — such as GTM support name, request type, resulting award, or other fields your team tracks. The fields available here will vary by workspace.
Custom field types may include: free text, number, date, Yes/No toggle, single or multi-select dropdowns, long text, and user selection from your workspace.
To add or modify custom fields for your workspace, contact your SiftHub Customer Success Manager.
Step 4: Click Create Project
Once all details are filled in, click the Create button.
Grant Access for External Links:
For Excel external links
On clicking the create button, the system will prompt you to grant edit access of the primary document to SiftHub, if you haven't already done so. This is required so SiftHub can create an outline of the Project and Autofill it. To grant access - add the following email address - g-integrations@sifthub.io as an Editor to the primary document.
For Word external links
Enter your Project Code in the Add-in
When your primary document is a Word file linked from OneDrive or SharePoint, clicking Create shows a modal with a unique project code and not the Grant Access prompt. To finish:
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Keep this tab open; don't close it until the project is created.
- Open your Word document (use the Open document link) and launch the SiftHub Add-in from the ribbon.
- Go to the Projects tab and click Have a project code.
- Enter the code from the web app and click Verify. On success, the project is created and your document's outline begins generating in the add-in.
If Verify fails:
- Typo / re-made: "This code doesn't match"; double-check the code and try again.
- Expired: the code has expired; go back to SiftHub, get a new code, and re-enter it.
- Already used: the code has already been used; refresh to check whether the project was created.
- Wrong document: the code is for a different document; make sure you've opened the document the code was generated for.
Answer Column Configuration for Autofill in spreadsheets:
For spreadsheets, if the Autofill toggle was on, SiftHub will analyze your primary document and present you with an Answer Column Configuration screen. While SiftHub automatically detects the most suitable answer column(s) for each tab, users can review and edit the configuration as they see fit to ensure answers are populated in the right columns across all document tabs.
When a Project has more than one Primary document to configure, SiftHub steps through them one at a time.
Edit Configuration:
Click "Edit configuration" to review and customize how answers will be populated:
Tab-by-Tab Review:
- View all tabs with their auto-detected answer column(s)
- For each tab, you can:
- Select or modify primary answer column (A-Z)
- Select or modify answer type (Text or Dropdown)
- Add or modify a secondary column for complex responses
Answer Column Options:
- Select specific columns from the dropdown (A-Z)
- If header names are detected, they'll appear alongside column letters (e.g., "C - Vendor responses")
Answer Types:
- Text Answers: Populates AI-generated descriptive responses, incorporating context from your autofill instructions
- Dropdown Answers: Automatically selects appropriate values from cells' dropdown options or column headers, defaulting to text if none exist. Users don't need to specify the values manually
Multi-Column Support:
- Click "+ Add column" to configure a secondary answer column
- Useful for questionnaires requiring both dropdown selections (Yes/No, Compliant/Non-compliant) and explanatory text
- Each tab can have up to 2 answer columns configured
Learn more about answer types and multi-column support
Skip Tab Autofill:
- To skip autofilling a specific tab, delete all answer columns for that tab
- A message will confirm: "This sheet will not be autofilled as no answer column is configured"
Complete Configuration:
Click "Create Project" once reviewed to create your project
Post-Creation Workflow
Once you click Create, SiftHub immediately begins processing your project in the background. Several things happen in parallel:
1. Primary Document Parsing and Outline Creation
SiftHub intelligently parses each primary document and identifies the sections and questions across all tabs (for spreadsheets) or the first tab (for documents). These are arranged into a hierarchical structure called the Primary Document Outline, accessible through the Projects tab in the Browser Extension or MS Add-in, or in the the Web App. Each primary document gets its own outline.
Each question and section is initially assigned to the Delivery Manager and set to the status of "First Draft."
2. Autofill
If the Autofill toggle was on for a Primary document, SiftHub begins populating answers simultaneously:
- For spreadsheets: answers are populated in the configured answer columns across each tab.
- For Google Docs: answers are populated below their corresponding identified questions.
- For Word documents: answers are filled in place at each question.
3. AI Suggestions
At the same time, SiftHub analyses your Primary documents, additional documents, and deal context (such as CRM data and call recordings) to generate a structured, actionable set of suggestions for your project. A modal appears immediately after project creation showing the suggestions being generated.
Click "View later" to dismiss the modal - your suggestions are saved and accessible from the Project Details page. You will be notified once suggestions are fully ready so you can pick up where you left off.
Suggestions are organised into three categories:
- Milestones: Key action items and deadlines extracted from the RFP or intake documents. Accepted suggestions are created as Milestone tasks.
- Required Documents: Mandatory document submissions identified from the RFP. Where SiftHub finds a matching document in your knowledge base, it will suggest it as an attachment. Accepted suggestions are created as Document submission tasks.
- Recommended Documents: Value-add documents that can strengthen your submission - such as cover letters or executive summaries - even if not explicitly requested by the prospect.
For each suggestion, you can:
- Review and deselect any items you don't want to action
- Click "Create tasks (N)" to create all selected suggestions as tasks in one click, with assignees and due dates pre-filled
Note: This might incur additional transactions depending on the number and size of intake documents added when creating the project
4. AI Summary
Alongside suggestions, SiftHub generates an AI Summary of the project - accessible from the Summary tab in the same modal, and later from the Project Details page.
The summary provides a structured overview of the deal and RFP, including:
- A high-level description of the RFP scope and focus areas
- Buyer Priorities: What the prospect is evaluating and prioritising
- Key Requirements: Critical deliverables and response expectations
- Strategic Considerations: Your team's strengths for this deal, and gaps to address
- Submission Requirements: Deadlines, channels, and any specific submission instructions
The richer the intake package you provide - primary documents, supporting documents - the more comprehensive and deal-specific the summary will be.
Note: This might incur additional transactions depending on the number and size of intake documents added when creating the project
5. Start Collaborating
Once processing is complete:
- If you uploaded a File: Click the primary document from the Project Details page to enter the Web App Collaboration view. You can review and edit the autofilled answers directly in the SiftHub interface.
- If you Connected an External File: Open the link to your Google or Microsoft document and launch the SiftHub Extension or Add-in to see your project outline and answers.
Where a Project has several primary documents, each one is listed on the Project Details page and opens into its own outline.
Shortcuts to create a Project for Google Suite users
Shortcuts to create a Project for Microsoft Suite users