AI-Powered Documentation

Streamlining Government Contract Writing with AI

Bidscale's government users frequently faced challenges creating time-consuming and complex documents. Our solution was to assist in document creation using AI to make accurate suggestions for data points and ensuring section compliance and completion.

Client

Bidscale

Expertise

UX + UI Design

UX Research

Industries

Technology

Artificial Intelligence

Date

September 2024

The Challenge

Our users face challenges in creating documents with complex government requirements. It's important that all documents not only include the required sections but also secure leadership approval. Our team’s goal was to use our AI to ensure that every required section was included and written with necessary complexity while providing users with a seamless and familiar writing experience.

In order for our AI to make accurate writing suggestions, it was important to get as many data points from the user as possible. We saw two possible flows for data input. 1.) The user could add data points to a project (Initiative) prior to starting a document or 2.) The user could provide information to the AI directly within our AI Writer.

The Approach

Our team's approach was to streamline document creation by integrating AI into the both the writing and data gathering process. Leveraging our AI in multiple areas would increase data input and generate a polished document.


In order to achieve this, our design team conducted thorough research on various AI writing tools, including Jasper AI, ChatGPT, and UseRogue. We focused on both general AI writing capabilities and contract writing tools tailored to government documentation. We implemented several key features to achieve this:


  1. Proactive Suggestions: The system offers suggestions for information to include in the Initiative ahead of time, helping users anticipate and provide necessary details.

  2. Pre-Writing Input Screen: A dedicated screen prompts users to provide additional information by displaying what the system already knows and highlighting essential details needed for a well-crafted document.

  3. Real-time Contextual Assistance: While users are drafting their document, the AI suggests areas where additional information could enhance the content.


Additionally, we identified our core user personas for Bidscale's AI Writer and defined how they would interact with one another. This research confirmed that collaboration within AI Writer was essential for our users to create a polished document.

The Results

Integrating AI into our documentation and data input process has resulted in significant improvements to both user experience and efficiency. Users have reported a significant reduction in the time required to draft complex documents, as the AI generates a comprehensive first draft based on their inputs. The proactive data input screen and contextual suggestions have empowered users by clearly outlining the information needed for a high-quality document. This approach has reduced the intimidation factor associated with contract writing, enabling users to confidently provide necessary details and trust the AI to produce a polished first draft.

Lastly, the commenting and tagging features have encouraged collaboration among users, allowing for real-time feedback from both users and the AI Assistant. This has improved the overall quality of the final drafts and significantly reduced document drafting times. Overall, the introduction of AI into our documentation and data input process has significantly improved user efficiency and document writing confidence from our users. Since initial release, our team has continued to refine the AI Writer based on user feedback and feature requests.

Proactive Suggestions

Pre-Writing Input Screen

Real-time Contextual Assistance