Files Tab (FAQ)

This guide answers common questions about the Files tab in Olive — from downloading system-generated exports and sharing documents with vendors, to storing internal files and using AI to extract insights from uploaded documents.

General

Q1: How do I get to the Files area in my project?

A:

Open your project in Olive, then click the Files tab in the top navigation bar. You will land on the Generated Files sub-tab by default. Use the sub-tab row beneath the main navigation to move between the four sections.

Q2: How do I decide which section to use?

A:

Use the table below to quickly find the right sub-tab for your task:

Sub-tab	Use it when…
Generated Files	You want to download an export that Olive has created automatically — such as a scoring summary or response export. You cannot upload files here.
Files For Vendors	You want to upload documents for vendors to access — such as your RFP specification, reference materials, or NDAs.
Files From Vendors	You want to download documents that vendors have submitted. This section is read-only — you cannot upload here.
Other Files	You want to store internal project documents that vendors cannot see. You can also use Olive's AI chatbot to extract insights from files stored here.

📌 Note: Familiarise yourself with all four sub-tabs before uploading or downloading files to make sure you're always working in the correct location.

Generated Files

Q3: How do I know when a system-generated file is ready to download?

A:

When you trigger an export in Olive, it appears in the Generated Files sub-tab with a status of In Progress. Once it has finished generating, the status automatically changes to Complete and a Download icon appears in that row.

Q4: How do I download a file from the Generated Files section?

A:

1. Click Files in the top navigation, then select Generated Files
2. Find the file you want and confirm its status shows Complete
3. Click the Download icon in that row
4. The file saves to your browser's default download location

Figure 1: Generated Files sub-tab — wait for Complete status, then click the Download icon

💡 Tip: If a file stays on "In Progress" for longer than expected, try refreshing the page. Large exports can take a few minutes. If the status still does not update, contact your Olive administrator.

Files For Vendors

Q5: How do I upload a document for vendors to download?

A:

1. Click Files in the top navigation, then select Files For Vendors
2. Click the Add Files button
3. Select the file(s) from your computer
4. Confirm the upload — the file appears in the table and is immediately accessible to all invited vendors

Figure 2: Files For Vendors sub-tab — use the Add Files button to share documents with vendors

💡 Tip: Use clear, descriptive file names so vendors immediately understand what each document contains — for example, "Project_Requirements_v2.pdf" rather than "document_final.pdf".

⚠️ Important: Files uploaded here are visible to all vendors invited to the project. Do not upload documents intended for internal review only — use the Other Files sub-tab for those instead.

Q6: How do I check which files I have already shared with vendors?

A:

Click Files > Files For Vendors in the top navigation. All files you have uploaded are listed in the table on this sub-tab.

Q7: How do I share a file with only one specific vendor rather than all of them?

A:

Files uploaded to the Files For Vendors section are visible to all vendors invited to the project — there is no per-vendor visibility control within this sub-tab. If you need to share something with a specific vendor only, consider doing so outside of Olive or speak to your Olive administrator about the options available.

Files From Vendors

Q8: How do I download a file that a vendor has submitted?

A:

1. Click Files in the top navigation, then select Files From Vendors
2. Browse the table to find the file — the table columns identify which vendor submitted each document
3. Click the Download icon in the relevant row
4. The file saves to your browser's default download location

Figure 3: Files From Vendors sub-tab — locate the file by vendor, then click the Download icon

💡 Tip: Check this section regularly during active evaluation periods. Vendors may upload supporting documents or certifications that add important context to their responses.

Q9: How do I respond to a vendor who has submitted a file?

A:

The Files From Vendors section is read-only — you cannot upload directly to it. If you need to share a file in response to something a vendor has submitted, upload it to the Files For Vendors sub-tab so they can access it.

Other Files and AI-Assisted Analysis

Q10: How do I upload an internal document that I do not want vendors to see?

A:

1. Click Files in the top navigation, then select Other Files
2. Use the upload control to select and upload your file
3. The file is stored against your project and is visible only to your team — not to vendors

Q11: How do I use Olive's AI to extract information from a document I have uploaded?

A:

Once you have uploaded a file to the Other Files section, you can ask Olive's AI chatbot questions about its content:

1. Upload your document to Files > Other Files
2. Open the Ask Olive AI chatbot from within the project interface
3. Type your question in plain language — for example: "What requirements are mentioned in this document?" or "Summarise the key points from this transcript."
4. Olive's AI analyses the document and returns a response based on its content

Figure 4: Other Files sub-tab — upload internal documents and use the Ask Olive AI chatbot to extract insights

💡 Tip: A common time-saver: upload the transcript from your RFP kickoff or vendor Q&A session, then ask Olive's AI to pull out a list of requirements or vendor questions raised during the meeting.

Q12: How do I phrase my question to get the most useful answer from the AI?

A:

Ask in plain, specific language about what you want the AI to find or summarise. These formats work well:

• "Extract all requirements mentioned in this document."
• "Summarise the key topics covered in this transcript."
• "List all vendor questions raised during the meeting."
• "What deadlines are mentioned in this file?"

The more specific your question, the more focused the AI's response will be.

Q13: How do I make sure my teammates can also access a file I have uploaded to Other Files?

A:

Any file you upload to the Other Files section is automatically accessible to all team members who have access to the project in Olive — no additional steps are needed. Bear this in mind when uploading sensitive internal materials.

What's Next?

Now that you know how each sub-tab works, here are the most common next steps:

1. Upload your RFP supporting documents to Files For Vendors so vendors have everything they need from day one
2. Check Generated Files after triggering any exports elsewhere in the platform
3. Monitor Files From Vendors regularly during the evaluation period for new vendor submissions
4. Upload meeting transcripts or notes to Other Files and use Ask Olive AI to extract requirements or action items

Still have questions? Contact your Olive project administrator or reach out to Olive support for assistance.