GovEagle allows you to customize how the AI Assistant works with your organization through two powerful features: Company Profiles and AI Preferences. Company Profiles help you manage multiple business entities and teaming relationships, while AI Preferences let you standardize AI behavior and writing style across your entire organization.
Company Profiles
Company Profiles enable you to maintain information about multiple companies within your organization, including teaming partners, subsidiaries, joint ventures, and other business entities. When you add company profiles to a specific opportunity, the GovEagle AI Assistant uses this information as context when helping you develop proposals.
Why Use Company Profiles?
Company Profiles are especially valuable for:
Teaming Arrangements: When partnering with other companies on a bid, you can add their profiles so the AI understands the team composition and each partner's role
Tribal Organizations: Tribal companies often have multiple subsidiaries, each with different capabilities, certifications, and past performance
Corporate Structures: Large organizations with multiple business units or subsidiary companies can maintain profiles for each entity
Joint Ventures: Partnerships formed specifically for certain opportunities can be documented and referenced
When you associate company profiles with an opportunity, the AI Assistant can:
Recommend appropriate companies for specific tasks based on their capabilities
Reference past performance from different entities within your organization
Understand teaming relationships when drafting organizational charts or management approaches
Include relevant certifications and identifiers (CAGE codes, UEI, DUNS numbers) in proposals
Accessing Company Profiles
To manage company profiles, navigate to Settings > Company Profiles from the left sidebar.
Company Profiles
This screen displays all company profiles configured for your organization. Each profile appears as a card showing the company name. Your default company (typically your primary organization) is marked with a "Default" badge.
Adding a New Company Profile
To create a new company profile:
Click the + Add Company button in the top-right corner of the Company Profiles screen
Complete the company information form
Company Profile Modal
The Add Company form includes the following fields:
Company Name (Required)
Enter the full legal name of the company, subsidiary, or teaming partner.
CAGE Code
The Commercial and Government Entity (CAGE) Code is a five-character identifier assigned to suppliers of government agencies. Enter the CAGE code if applicable.
UEI
The Unique Entity Identifier (UEI) is a 12-character alphanumeric identifier required for doing business with the federal government (replacing the legacy DUNS number requirement for most purposes). Enter the UEI if the company is registered in SAM.gov.
DUNS
The Data Universal Numbering System (DUNS) number is a nine-digit identifier. While the UEI has largely replaced DUNS for federal contracting, some agencies or solicitations may still reference it.
About This Company
Use this large text field to provide detailed information about the company, including:
Core capabilities and technical expertise
Key differentiators and competitive advantages
Certifications (8(a), HUBZone, SDVOSB, WOSB, etc.)
Past performance highlights
Geographic presence and facilities
Key personnel or leadership
Areas of specialization
The AI Assistant will reference this information when working on proposals that include this company profile, so include details that would be relevant for proposal development.
Click Save to create the company profile, or Cancel to discard changes
Managing Existing Company Profiles
From the Company Profiles screen, you can:
View profiles: Click on any company card to view its details
Edit profiles: Click the three-dot menu (⋯) on a company card to access edit options
Delete profiles: Use the three-dot menu to remove profiles that are no longer needed
Using Company Profiles in Opportunities
Once you've created company profiles, you can associate them with specific opportunities through the Team tab within an opportunity. The AI Assistant will then have context about all companies involved in the proposal effort and can reference their capabilities, certifications, and identifiers as needed.
AI Preferences
AI Preferences allow administrators to customize how the GovEagle AI Assistant behaves for all users across the organization. This ensures consistency in AI-generated content and adherence to organizational standards.
AI Preferences
Access AI Preferences by navigating to Settings > AI Preferences from the left sidebar. This section is typically available to administrators only.
Organization Rules
Organization Rules are custom instructions that apply to the AI Assistant for all users in your organization. Think of them as standing instructions that shape how the AI works across every interaction in the web app, Word add-in, PowerPoint add-in, and Excel add-in.
Organization Rules are similar to Personal Rules (which individual users can set for themselves), but they apply organization-wide and take precedence in cases where they might conflict with personal preferences.
When to Use Organization Rules
Organization Rules are ideal for:
Company-specific terminology: Defining how the AI should use or avoid certain terms, acronyms, or internal jargon
Formatting conventions: Standardizing outline structures, citation formats, or section organization
Compliance requirements: Ensuring all proposals follow specific compliance-related instructions
Naming conventions: Maintaining consistency in how the organization refers to teams, roles, or processes
Proposal standards: Enforcing organizational best practices for proposal development
Example Organization Rules
The screenshot shows an example rule:
When creating outlines, include the PPI impact reference at the end of the header. For example, "Sub-factor 1 [PPI 3.11, SOW 3.2]"
Other examples of effective Organization Rules include:
Terminology standardization:
Always refer to our company as "TechCorp Solutions" not "TechCorp" or "TCS."
When referencing our parent company, use "TechCorp International Holdings."
Formatting requirements:
When creating compliance matrices, include columns for Requirement ID,
Requirement Text, Compliance Approach, and Proposal Section Reference.
Outline conventions:
For all proposal outlines, map each section to relevant RFP sections using
the format [L.X.X, M.X.X, PWS X.X] at the end of section headings.
Compliance instructions:
Never include proprietary information, trade secrets, or internal cost data
in any drafted content unless explicitly requested by the user.
Setting Organization Rules
To add or modify Organization Rules:
Navigate to Settings > AI Preferences
Locate the Organization Rules section
Enter your rules in the text field as clear, direct instructions
Click Save Changes to apply the rules organization-wide
Rules take effect immediately for all users and apply across all GovEagle AI interactions.
Writing Style Guide
The Writing Style Guide allows you to define long-form style guidance that the AI Assistant will apply when generating proposal content and other written materials. This ensures all AI-generated content aligns with your organization's preferred writing style.
When to Use a Writing Style Guide
A Writing Style Guide is valuable for organizations that have:
Established style preferences: Specific preferences for voice, tone, sentence structure, or word choice
Industry standards: Requirements to follow certain writing conventions common in your sector
Brand voice: A particular way of communicating that reflects your organization's brand
Consistency needs: Multiple proposal writers who need to produce content with a unified style
What to Include in Your Writing Style Guide
Your Writing Style Guide might address:
Voice and tone: Active vs. passive voice preferences, formality level, person (first-person, third-person)
Sentence structure: Preferred sentence length, complexity guidelines, paragraph structure
Word choice: Preferred terminology, words to avoid, jargon guidelines
Formatting: How to structure different types of content (narratives, technical descriptions, management approaches)
Stylistic preferences: Use of contractions, abbreviations, numbers vs. spelled-out figures
Example Writing Style Guide
Use active voice and direct language throughout all proposal content.
Avoid passive constructions unless absolutely necessary.
Keep sentences concise, typically under 25 words. Vary sentence length
for readability.
Write in first person ("we will," "our approach") when describing your
company's capabilities and proposed solutions. Use second person
("you" or "your agency") when referencing the customer.
Focus on benefits to the customer rather than features of our solution.
Always connect capabilities to customer needs.
Avoid buzzwords and jargon unless they appear in the solicitation
documents. When technical terms are necessary, define them on first use.
Use specific, quantifiable examples rather than vague claims. Instead of
"extensive experience," provide concrete metrics and past performance
references.
Structure paragraphs with clear topic sentences. Each paragraph should
focus on a single main idea.
Setting Your Writing Style Guide
To add or modify your Writing Style Guide:
Navigate to Settings > AI Preferences
Locate the Writing Style Guide section
Enter your style guidance in the text field
Click Save Changes to apply the guide organization-wide
The AI Assistant will reference your Writing Style Guide when drafting proposals, creating outlines, editing content, and generating other written materials.
How AI Preferences Work with Personal Rules
GovEagle follows a priority hierarchy when multiple sets of rules or guidance might apply:
Personal Rules (set by individual users in My Account) take highest priority for that user's interactions
Organization Rules and Writing Style Guide apply to all users across the organization
Default GovEagle guidance provides the baseline behavior for proposal writing and business development
When there's a conflict between rules, the higher-priority rules take precedence. For example, if an Organization Rule specifies one outline format but a user's Personal Rules specify a different format, the user's Personal Rules will be applied for that user.
This hierarchy allows organizations to set standards while still giving individuals flexibility to customize their experience where needed.
Best Practices for Organization Rules and Style Guides
Be Clear and Specific
Write rules and guidance as direct, actionable instructions. Vague guidance like "write better" is less effective than specific instructions like "use active voice and keep sentences under 25 words."
Prioritize Important Standards
Focus on the rules and style preferences that matter most to your organization. Too many rules can be overwhelming and may lead to inconsistent application.
Test and Refine
After setting Organization Rules or a Writing Style Guide, monitor how the AI applies them in actual use. Gather feedback from your team and refine the guidance as needed.
Avoid Conflicts
Ensure your Organization Rules don't contradict each other or conflict with your Writing Style Guide. Review all rules together to identify any potential conflicts.
Document Your Intent
Consider maintaining separate documentation that explains the reasoning behind your rules and style guide. This helps administrators understand the intent when making future updates.
Update as Needed
Your organization's needs may evolve over time. Revisit your AI Preferences periodically to ensure they still reflect your current standards and requirements.
Combining Company Profiles and AI Preferences
Company Profiles and AI Preferences work together to give the GovEagle AI Assistant complete context about your organization:
Company Profiles provide factual information about business entities, capabilities, and teaming relationships
AI Preferences define how the AI should behave and what writing style to use
When working on a proposal, the AI can reference the appropriate company profiles for capability information while following your organization's rules and style guidelines for how to present that information.
For example, if you're proposing as a team with one of your subsidiaries, the AI can:
Access both company profiles to understand each entity's capabilities
Apply your Organization Rules for outline formatting and terminology
Follow your Writing Style Guide for tone, voice, and structure
Generate content that accurately represents both companies in your preferred style
Need Help?
If you need assistance configuring Company Profiles or AI Preferences for your organization, contact GovEagle support for personalized guidance.