Welcome to Privasee's platform! This guide will walk you through the essential features of our Showcase plans to help you get started efficiently.
1. Uploading Documents (Single & Multiple; Files & Links)
In Privasee's Showcase platform, you can add documents in several ways to suit your workflow.
Uploading a Single Document:
Navigate to the 'Documents' tab.
Click on the '+ New' button located on the right-hand side.
Select 'Add New Document' and choose between 'File' or 'URL':
File Upload: Click to browse and select a document from your device, or drag and drop the desired file into the platform.
URL Upload: Click 'URL', paste the link into the provided field, and click 'Continue'.
Uploading Multiple Documents:
In the 'Documents' tab, click on '+ New'.
Choose 'Upload Multiple Documents'.
Either click to select files from your device or drag and drop multiple files into the platform.
Privasee's AI will process each document individually, streamlining your document management process.
Video Tutorial
2. Uploading a Questionnaire (RFPs & Tags)
After adding documents to the platform, you can upload and manage various types of questionnaires, such as Due Diligence Questionnaires (DDQs), Security Questionnaires, or Requests for Proposals (RFPs).
Steps:
Access the Questionnaires Section:
Click on the 'Questionnaires' tab located on the left-hand side of the dashboard.
You'll be presented with a Kanban view displaying the status of various submissions.
Initiate a New Submission:
Click on the '+ New' button.
Enter a name for the submission to help identify it later.
Upload the Questionnaire:
Click within the designated box to open your file explorer and select the questionnaire from your device. Alternatively, drag and drop the file directly into the box.
Specify the Questionnaire Type:
Indicate the type of questionnaire you're uploading by selecting from options such as 'DDQ', 'Security Questionnaire', or 'RFP'.
This classification is crucial as the platform's AI processes each type differently to provide the most accurate responses.
Configure Advanced Options (Optional):
Set a due date for the questionnaire to help manage timelines.
If the questionnaire pertains to a specific deployment type (e.g., local deployment), you can choose to exclude documents related to other deployment types (e.g., cloud deployment).
Process the Questionnaire:
Click 'Continue' to begin the upload process.
Allow the platform a few minutes to process the questionnaire.
Review and Edit Responses:
Once processing is complete, the submission will move to the 'In Progress' stage.
Click on the submission to open it and start reviewing the AI-generated responses.
Edit any responses as necessary to ensure accuracy and completeness.
Video Tutorial
3. Category Breakdown
Once your questionnaire has been processed, Privasee automatically categorizes each question based on the confidence level of the AI-generated response. This helps you prioritize your review and approval process more efficiently.
The Four Categories:
Approved
Questions you've reviewed and marked as final. These are ready for export or sharing.Awaiting Approval
The platform has confidently generated a response using your documents or knowledge base. These suggestions have met the internal confidence threshold — they just need a quick review before being marked as approved.Needs Review
The AI found a possible match, but the confidence level wasn't high enough. This may be due to outdated documents or older knowledge base entries. These responses should be manually reviewed to ensure they’re still accurate.Needs Answer
No matching content was found in your uploaded material or knowledge base. The AI will not generate a placeholder or guess — you’ll need to provide a response manually.
Pro Tip:
Once you've reviewed responses, you can select multiple questions and use the bulk actions menu at the bottom to mark them as Approved.
You can also track your progress by hovering over the completion pie chart in the top right of your submission.
Video Tutorial
4. Reviewing and Editing Responses
Once your questionnaire has been processed and categorized, you can start reviewing and refining the responses that Privasee’s AI has generated. The platform provides several tools to help you customise, approve, and assign responses.
Ways to Edit a Response:
Manual Editing:
Click directly into the response field and edit the text freely.Quick Prompts (Magic Wand):
Use the magic wand icon to access frequently used AI prompts like:Make the response shorter
Make it more detailed
Apply your own custom prompt and regenerate
Regenerate with Feedback:
Click the Regenerate button, give the AI feedback or instructions, and it will rewrite the answer accordingly.
Additional Actions:
Change Question Properties:
Within each question, you can modify properties like tags, categories, or deployment type if relevant.Mark as Approved:
If you're happy with the answer, move the question to the Approved column to keep track of progress.Assign to a Teammate:
Tag a specific team member (e.g., your CTO) to review or take ownership of a particular question.View Source Material:
Each answer includes source links. Hover over these to see the exact line or section from which the response was generated.Save to Knowledge Base:
If a response is reusable, save it to your knowledge base to make it available for future questionnaires.Filter by Assignee:
Assigned users can filter questions by their name and category to quickly find what they need to complete.
Video Tutorial
5. Workflow Optimisation with Bulk Actions
To help you work more efficiently, Privasee allows you to perform actions on multiple questions at once. This is especially useful for updating statuses, assigning owners, or saving to your knowledge base.
Common Bulk Actions:
Update Status to Approved
Instead of changing each question individually, you can:Select multiple questions (or all at once).
Use the command bar at the bottom.
Click “More Actions” and choose Mark as Approved.
Save to Knowledge Base
Only approved questions can be saved to your knowledge base.Select the approved questions.
Go to “More Actions”.
Click Save to Knowledge Base.
Other Available Bulk Actions:
Regenerate responses
Add or update tags
Assign users to own specific questions
These tools are designed to help you handle larger questionnaires faster, without sacrificing control or accuracy.
Video Tutorial
6. Saving to Knowledge Base
Saving questions to your past answers is a key part of using Privasee effectively. It ensures that accurate, approved answers are stored and reused automatically—so you never have to respond to the same question twice.
How to Save to the Knowledge Base
Only questions in the Approved will be automatically saved.
Select the questions you want to save (you can select all or just a few).
Use the More Actions menu in the command bar at the bottom.
Click Save to Past Answers.
If a question isn’t approved, it won’t be eligible for saving—individually or in bulk.
What Happens Next
Your Past Answers becomes your single source of truth.
Privasee continuously monitors it for contradictions.
For example, if a new document is uploaded that conflicts with a saved response, the relevant question will be flagged for review.
Managing Your Past Answers
Inside the Past Answers section, you can:
Flag responses for review (e.g. if something is out of date).
Archive responses to temporarily remove them from the AI’s scope
Video Tutorial
7. Exporting (CSV & JSON)
Once you're satisfied with all your responses, you can export your completed questionnaire.
Before You Export
Make sure all questions are in the Approved column.
Only approved answers will be included in the export.
Export Options
Click Export in the top-right corner of the screen.
Choose your preferred format:
CSV – best for spreadsheets or sharing in tabular form.
JSON – ideal for integration or structured data use.
Exporting to Original Format
If you're on a Showcase Plus plan, you’ll also have the option to export back into the original format (e.g. a Word or Excel file you received from a customer).
Note: Exporting back to original format comes with a 24-hour SLA.
Video Tutorial
8. Adding a User to the Platform
Invite teammates to collaborate by adding them to your Privasee account.
How to Add a User
Go to the Settings tab in the left-hand menu.
Click on Users, then select Invite User.
Enter the email address of the person you’d like to invite.
Click Add.
The user will receive an email invitation with a link to create their account and log in.
Video Tutorial
By following this guide, you'll be well-equipped to utilise Privasee's Showcase platform effectively.
For further assistance, refer to our Help Center or contact our support team.