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Create Proposals with Ziva

Ziva

Zephior’s Proposal Generation feature lets you create complete proposal documents — Word, PowerPoint, or PDF — through a conversational AI agent called Ziva. Ziva has direct access to your Library and can pull verified answers, format content, and produce publication-ready documents.

Proposal Generation is available in both Library entries and Projects. Ziva can reference your entire knowledge base to produce accurate, cited content.

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How It Works

1

Open the Proposal Editor

Click to start a proposal session from any Library entry or Project.
2

Chat with Ziva

Tell Ziva what you need. She can search your Library, draft sections, format content, and iterate based on your feedback — all through natural conversation.
3

Review and Refine

Preview generated documents in the built-in viewer. Ask Ziva to make changes, adjust formatting, or add sections.
4

Download or Transfer

Download the finished document, or transfer it directly back into your Library or Project.

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What Ziva Can Do

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Content

  • Draft sections based on your Library content with accurate citations
  • Answer specific questions by searching your knowledge base
  • Write executive summaries, cover letters, and compliance narratives
  • Translate entire documents or specific sections into other languages

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Formatting & Design

  • Apply consistent fonts, headings, colors, and spacing
  • Create tables, charts, and diagrams
  • Add headers, footers, logos, and signature fields
  • Adapt to any document structure or template you describe

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Multi-Format Output

  • Word (.docx) — Structured proposals with full formatting control
  • PowerPoint (.pptx) — Presentation decks with slide layouts
  • PDF — Final-form documents ready for submission

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@File Mentions

Type @ in the chat to reference any file in your workspace by name. An autocomplete dropdown appears with matching files — select with keyboard or click. Ziva resolves the reference and uses the file as context for your request. For example: “Take the executive summary from @proposal-draft.docx and reformat it for @client-template.pptx”

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Add to Chat from Preview

Select any text in the document preview and click “Add to chat” to quote it directly as context for your next message. This lets you point Ziva to exactly the part you want changed — no copy-pasting or describing where something is.

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Team Collaboration

Multiple team members can join the same proposal session and work with Ziva simultaneously. Each person’s messages are attributed by name, so everyone can see who asked what and Ziva responds in context. The session stays active as long as anyone is working in it. This means your subject matter expert can answer Ziva’s clarifying questions while your proposal manager reviews the output — all in the same session, in real time.

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Your Work is Always Saved

Your workspace is saved automatically after every interaction. If you close the tab or step away — even for hours or days — everything is exactly as you left it when you come back. This includes all generated documents, conversation history, and Ziva’s understanding of what you were working on.

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Document Version History

Every edit Ziva makes creates a new version automatically — you never have to save manually. You can browse previous versions, preview the document at any point in time, restore an older version with one click, or download it directly. Version history is preserved even if you leave and come back later.

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Organization Memory

Ziva remembers your organization’s preferences across sessions:
  • Company name, industry, and key facts
  • Preferred tone, formatting rules, and terminology
  • Recurring instructions (e.g., “always include a compliance section”)
These preferences are applied automatically in every new session. You can update them by simply telling Ziva during any session.

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Custom Skills

Your organization can create custom skills — reusable instructions that teach Ziva specific workflows. For example:
  • A skill for generating proposals in your company’s standard template
  • A skill for producing compliance responses in a specific regulatory format
  • A skill for translating and localizing documents for different markets
Skills persist across all sessions and are available to every team member.

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Credit Usage

Proposal generation consumes credits based on the length of the conversation. Each message exchange uses a small amount of credits proportional to the response length. You can monitor your credit usage in Settings → Billing.

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Tips for Best Results

Instead of “write a proposal,” try “write a 3-page security compliance response covering our SOC 2 controls, data encryption, and incident response procedures.”
Ziva’s responses are only as good as the knowledge available. Upload your best past proposals, compliance docs, and product documentation before starting.
You don’t need to get everything right in one message. Start with a rough draft, then ask Ziva to refine specific sections, adjust tone, or add details.
Tell Ziva about your preferences once — she will remember them for future sessions. This saves time and ensures consistency across proposals.

Response Generation

Generate individual Q&A responses in bulk

Custom Context

Configure tone and style for AI responses

Export

Export responses back into original Excel files

Library Overview

Build your knowledge base for better proposals