📋 Proposal Workflow - Complete System Architecture

End-to-end workflow from initiation through finalization with system transitions and status tracking

Costpoint Capture & Contracts AI Processing Engine MS Word Plugin Email Notifications
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🎬 Proposal Initiation
System: Costpoint
🎯 Navigate to Proposals
PL accesses Costpoint:
Capture & Contracts → Proposals → Manage Proposals → New Proposal
📝 Create Proposal
  • Enter/auto-populate ID
  • Link to opportunity
  • Add title
  • Click Continue
📄 Select Documents
Choose documents for outline generation
Click "Generate Outline"
🤖 AI Generates Outline
  • Analyzes documents
  • Creates annotated outline
  • Populates data fields
  • Builds section structure
⚙️ Review & Populate
PL navigates subtasks:
  • Proposal Outline
  • User Defined Fields
  • Notes
  • Documents
  • Contributors
  • Additional Details
  • Activity
🔗 Section Hyperlinks
Outline section titles appear as clickable hyperlinks
✅ Assign Sections
PL assigns sections to Contributors via Costpoint
🔄
SYSTEM TRANSITION: Clicking assignment link or section hyperlink
exits Costpoint and opens MS Word with Plugin
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📝 Assignment, Access & Drafting
System: MS Word Plugin
📧 Contributor Receives Link
Email notification with assignment link sent to Contributor
🔗 Click Assignment Link
Opens MS Word via plugin In Progress
✏️ Draft Content
  • EDIT: Assigned section only
  • VIEW: Entire proposal (Read-Only)
  • Access content library
In Progress
💾 Save Regularly
Submit content back to Costpoint to save edits
📤 Submit for Approval
Contributor clicks "Submit"
Section → Read-Only
In Review
💡 Contributor Permissions
EDIT: Contributors can edit ONLY their assigned section(s)
VIEW: Contributors can view the entire proposal (all non-assigned sections are read-only)
⚠️ Alternative Action: Unsubmit
Contributors can click "Unsubmit" at any time after submission to regain editing access and revert status to "In Progress". PL receives notification email.
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✅ Review & Approval
System: MS Word Plugin + Costpoint
📧 PL Notification
Email: "Contributor submitted Section X for review" + hyperlink In Review
👀 PL Reviews Section
Opens section in MS Word, evaluates content in task pane In Review
REVIEW
DECISION

Content
Approved?
✅ APPROVE PATH
✓ Section Approved
PL clicks "Approve"
Section locked from editing
Approved
🔒 Section Locked
Section marked complete and locked (unless unsubmitted) Approved
❌ REJECT PATH
❌ Section Rejected
PL provides rejection reason
In Progress
📧 Rejection Notice
Email: "Section X rejected. Reason: [feedback]. Please modify and resubmit."
🔄 Contributor Revises
Section unlocked, contributor makes changes and resubmits
ALL
SECTIONS
APPROVED?
✅ Ready for Finalization
All sections approved, locked, and stamped.
Green task pane indicator All Approved
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🎯 Finalization
System: Costpoint + Document Generation
🔒 Begin Finalization
PL initiates from Costpoint. Locks entire proposal. Finalizing
✓ Compliance Checks
  • Run checks (optional)
  • Review results
  • Accept or Reject
Finalizing
📄 Generate Documents
  • Auto-gen Table of Contents
  • All approved sections
  • Attachments & appendices
  • Word/PDF to Downloads
Finalizing
📋 Wrap-Up Checklist
  • CoPilot scan
  • Cost proposal docs
  • Offer letter
  • Cover/title pages
  • Submit per solicitation
Finalizing
🎉 Mark Complete
  • ☑ Mark as Completed
  • ☑ Certification checkbox
  • Finalized by: [Name]
  • Timestamp recorded
  • 🔒 All records READ-ONLY
  • Optional: Thank you email
Complete
📖 Legend - System & Node Types
Costpoint Action
AI Processing
MS Word Plugin
User Action
Status/Validation
Success/Complete
Warning/Rejection
Decision Point
🏷️ Status Badges
In Progress
Contributor actively editing section
In Review
Section submitted, awaiting PL approval
Approved
Section approved and locked
Finalizing
All sections approved, proposal being finalized
Complete
Proposal finalized and marked complete