The SiftHub Web App provides a native, full-screen collaboration environment for projects created with uploaded files. No Browser Extension or Add-in is required - everything from reviewing autofilled answers to managing collaboration and approvals happens entirely within SiftHub. This view takes two forms, depending on what kind of document the project is built around. Questionnaire projects open as a table of sections and questions, which is what this article covers. Proposals open in SiftHub’s document editor instead, where you see the finished layout rather than a table — see Working on a proposal in the Web App.
Accessing the Web App Collaboration View
- Log in to the SiftHub Web App
- Navigate to Projects in the left navigation
- Click on the name of your project to open it
- Click on the primary document name in the project to open the collaboration view
The breadcrumb at the top shows: Projects → Project Name → Document Name
The Table View
The table view is the primary workspace for collaborating on a questionnaire project in the Web App. It displays all sections and questions from your primary document in a structured, hierarchical table.
Table Structure
- Section rows - shown in bold, collapsible using the expand/collapse arrow. Each section displays a progress bar showing how many questions are approved (e.g. "0 of 4").
- Question rows - listed beneath each section, showing the question text and autofilled response(s).
- Answer columns - reflect the answer column configuration set at project creation. If multiple answer columns were configured (e.g. "Meet Criteria (Yes/No)" and "Vendor Responses"), both columns appear side by side in the table.
- Status - shows the current status of each question/section (First draft, Content Requested, Content Updated, Pending Review, Approved).
- Due Date - the due date set for the question/section if assigned.
- Assignee - the current assignee for each question/section.
- Actions - three-dot menu for per-row actions like requesting content.
Answer Labels
Each answer row may display one of the following labels:
- Autofilled response - answer was generated by SiftHub autofill
- Last updated by [user] - answer was manually updated by a team member
- ⚠ Partial answer - SiftHub found incomplete information for this question; the answer may need review or supplementation
- No information found - When no information was found to generate an answer. In such a case, it gives an option to add an answer or 'Ask AI Teammate'
Top Bar
- Progress bar - shows overall % questions in 'Approved' status across the entire document (e.g. "100% Approved")
- Collaborators count - shows the number of collaborators on the project
- Export - exports the completed document back to its original file format (.xlsx, .docx, or .csv)
- Three-dot menu - additional project-level actions like full document Autofill.
Document Tabs
The tab bar at the bottom of the table shows all sheets/tabs in the uploaded document (e.g. General, Infosec, Instructions). Click any tab to switch between sheets.
Navigating and Finding Questions
Search
Use the search bar in the toolbar to find specific questions.
Filter
Click the filter icon to filter questions by:
- Status - filter by First draft, Content Requested, Content Updated, Pending Review, Approved
- Assignee - filter by specific team members
- Answer coverage - filter by Answered, No information, or Partial
- Due date - filter by upcoming or overdue dates
Overdue Questions
Click the overdue icon (checklist with clock) in the toolbar to quickly view all questions and sections that are past their due date.
Working with Individual Questions
Click any question row to open the Question Details Panel on the right side of the screen.
Question Details Panel
The panel shows:
- Question text at the top
- Translate to English button for responses generated in other languages
- Status badge and Assignee
- "Additional info" link - shows additional context extracted from neighbouring cells or surrounding content in the document, useful for understanding the full scope of the question
- Answer section - with the column label (e.g. "Column B") showing which column this answer maps to
- Answer text area - directly editable; make changes and click Save to update
- "Autofilled response" label with an info icon
- Alternate answers button - shows the number of alternate answers available (e.g. "Alternate answers (4)")
- Refine button - opens AI Teammate to refine the current answer
- Thumbs up / Thumbs down - provide feedback on the AI-generated answer
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Three tabs: AI Answer details, History, Comments
- Paragraph level citations are included in the AI Answer details view for the most recent Autofill run in that row.
- Navigation arrows (< >) - move to the previous or next question without closing the panel
- Approve button - approve the current answer directly from the panel
- Three-dot menu - Request content, Submit for review, Change assignee, Save answer to Q&A
Editing an Answer
Click directly in the answer text area to edit. When editing is active, Cancel and Save buttons appear. Click Save to confirm changes.
Refine answer
Once an answer has been autofilled, you may want to refine it by shortening it, adjusting the tone, or adding a detail specific to the deal. Instead of editing it yourself, you can ask AI Teammate to do it for you.
Refine with AI Teammate is where you shape that. It opens AI Teammate right next to the question you're working on, carrying both the question and your current answer as context, so you're improving the draft you already have rather than starting over in a separate conversation. Your answer stays exactly as it is until you decide to replace it.
Accessing Refine with AI Teammate
Click Refine at the bottom of the answer section in the question details panel, or hover over an answer in the table view and click the AI Teammate icon on the right of the cell.
AI Teammate opens on the left of your screen, with the question details still open on the right. You'll see the question and the current answer loaded at the top of the conversation. That's the context every refinement works from.
What you can ask for
The AI Teammate panel gives you a set of one-click options.
Fill the gaps is the one to reach for when an answer only partly addresses what was asked. AI Teammate re-reads the answer against the question, finds every part that's missing or under-detailed, and returns a version that closes those gaps, connecting what your sources imply rather than inventing anything that isn't there. It's the fastest way to turn a partial response into something you'd actually submit.
Regenerate produces a fresh RFP-style answer to the question.
Make it longer and Make it shorter adjust the length of the current answer.
Personalize for industry opens a list of industries, such as Media & Entertainment or Manufacturing, and tailors the answer to the one you pick.
Change tone opens a list of tones, such as Professional or Persuasive, and rewrites the answer in the one you pick.
Custom refinements
The one-click options cover the most common edits, but they're not the limit of what you can ask for. Type your own instruction into the Ask follow up box and the AI Teammate will apply it to the same answer. The question and the current draft stay in context on every turn, so you never have to re-explain what you're working on.
This is where most of the useful work happens. Some of the things worth asking for:
- Add information that's missing - "add that we're ISO 27001 certified" or "include our uptime SLA."
- Bring in a specific proof point - a named customer, a benchmark figure, or the integration this buyer cares about most.
- Change the structure - turn a dense paragraph into bullet points, or lead with a one-line summary before the detail.
- Take something out - drop a claim you can't stand behind in this deal, or cut the marketing language and stick to facts.
- Rewrite for a specific reader - a procurement team, a security reviewer, or a technical evaluator will each want the same response framed differently.
You can stack these. Run Fill the gaps first, then follow up with "call out our SOC 2 certification explicitly," then "make the second paragraph shorter." Each turn builds on the last, and you can keep going until the response says what you want it to say.
Copying and replacing
Every AI Teammate response gives you two ways to use it.
Copy puts the AI Teammate version on your clipboard as plain text. Your current answer is untouched and the panel stays open.
Replace swaps it into the answer section in the question details panel, where you can edit and save it as usual.
Because nothing changes until you hit Replace, it costs you nothing to try a few options and see which lands best.
Sources used for refinement
Refinements use the same sources as the most recent autofill run for that question, so a refined response stays grounded in the same knowledge the original came from. Where a question was never autofilled, your default autofill preferences apply instead.
Anything you change about preferences inside a Refine conversation stays in that conversation. Your project's autofill settings are never affected.
Note: AI Teammate responses consume transactions.
Alternate Answers
Click Alternate answers (N) in the question details panel to open the Alternate Answers panel on the left side of the screen. This shows other answer options SiftHub found during autofill, beyond the one it populated.
The panel has two tabs:
AI Answers Tab
- Lists additional AI-generated answers (e.g. "Generated answer 1", "Generated answer 2")
- Each answer is expandable and shows the full text, sources used, and thumbs up/down feedback
- Click Replace → at the bottom to replace the current answer with the selected alternate
Matched Q&As Tab
- Shows Q&As matched from your SiftHub repository that are relevant to this question
- If none are found, shows "No matched Q&As"
- Click Replace → to apply a matched Q&A answer
AI Answer Details
The AI Answer details tab in the question details panel shows transparency information about how the answer was generated:
Sources:
- Lists the source file(s) used to generate the answer
- Shows contributor name, date, and source type for each source
Citations:
- Shows paragraph level citations for the most recent autofill run in that row, placed after the statement each source supports
- Each citation shows the source name, shortened to the first few words. When a statement comes from more than one source, the citation shows the first name with a +N count
- Click a citation to see its sources. Each source shows the file type icon, title, owner, last updated time, and source system
- Click a source to open that file in a new tab
- When a citation has more than three sources, the first three are listed, followed by +N more. Click it to see the rest
- For some answers, clicking a citation shows the exact excerpt the answer came from instead of the source list. Use Next and Previous to move between sources, and the full screen icon for a larger view. Excerpts may be reformatted slightly for readability
- Citations work the same way in the Alternate Answers panel and in Refine with AI Teammate responses
Generation settings:
- Instructions used (if any instruction prompts were applied)
- Answer language (e.g. English US)
- Length setting (e.g. Focused)
- Source types used (shown as tags - Documents, Q&A Repository, Google Drive, Slack, etc.)
- Collections used (if configured)
History
Every question and section maintains a full activity log in the History tab of its details page. This gives you a complete, timestamped record of everything that has happened to that item throughout the project lifecycle.
History entries are generated automatically and include:
- SiftHub auto-detected this as a question — logged when the outline is first created
- SiftHub autofilled a response — logged when autofill populates an answer
- [User] submitted the response for [Reviewer]'s approval — logged when content is submitted for review, including any comment added at the time
- [User] updated the response — logged when an answer is edited. The entry shows an inline preview of the change with strikethrough text indicating what was removed, and a Compare changes link
- [User] approved the response — logged when the response is approved
Compare Changes
Clicking Compare changes on any update entry opens a side-by-side diff modal showing:
- Left side — the previous version, with the author and timestamp (e.g. "AI Autofilled, 4:11 am")
- Right side — the updated version, with the author and timestamp (e.g. "Adrian Mendes, 5:13 pm")
- All answer columns for the question are shown (e.g. Response Column E, Justification Column F) so you can see changes across every column at once
- Red text = content that was removed
- Green text = content that was added
- Hide changes toggle — switches between the diff view and clean text to read the updated answer without markup
Comments
The Comments tab in the question details panel allows you to add comments, @mention team members, and track discussions on a specific question. See Comments for details.
Saving an Answer to your Q&A Repository
When an answer is good enough to reuse, save it into your Q&A Repository so future projects can draw on it. Open the question details panel, click the three-dot menu, and choose Save answer to Q&A.
This is not a one-click save. It opens the Create Q&A form in a new tab, pre-filled with:
- Question — the question text from the project
- Answer — the current response
- Owner — you
- Q&A origin date — today’s date
You must pick a Reviewer before the Q&A can be created. Status defaults to Draft. Everything else is optional: an alternate phrasing of the question, attachments, a Next review date (the Q&A moves to Expired on that date), Category, Industry, Source tags and Collections.
Click Create to save it, or Create and add another to save and start a fresh Q&A.
Check the answer before you save it. If the questionnaire has more than one answer column, the pre-filled answer joins those columns together without a separator — a "Yes" in a Meet Criteria column can end up running straight into the start of the written response. Edit the Answer field so it reads as a standalone answer before creating the Q&A.
Collaboration Workflows
To request content from team members, non-collaborators, or guest users, see Content Request Workflow.
To submit questions for review and manage approvals, see Content Review Workflow.
Bulk Actions
Select multiple questions and/or sections using the checkboxes on the left. The toolbar updates to show the selection count and two action buttons:
Manage
Click Manage to open the bulk actions dropdown:
- Request content - assign selected items to a team member or guest for input
- Mark as updated - mark selected items as content updated
- Submit for review - submit selected items to a reviewer
- Approve - approve all selected items at once
- Reject - reject all selected items
- Change assignee - reassign selected items to a different team member
Autofill
Click Autofill to re-run autofill on the selected questions and sections. A modal appears with:
- Selected - shows the count of selected sections and questions
- Additional instructions - optional free-text field to add formatting or content instructions for this autofill run (e.g. "Generate answers in bullet point format")
- Sources button - configure which source filters to use for this autofill run
- Settings gear icon - configure generation settings (language, mode, length)
- Autofill button - runs autofill on the selection
Per-Row Actions
Each question and section row has a three-dot (⋮) menu with the following actions:
- Request content
- Submit for review
- Approve
- Change assignee