Step 3: Create Tasks, Manage Files, & Collaborate with Your Team

How to use Tasks, File Sharing, and Discussions on GovTribe to collaborate with your team

This document is part of a series that describes the four basic steps in creating and managing your Capture in GovTribe:

Govtribe’s collaboration features allow you to:

  • coordinate with your team on writing and reviewing bid proposals,

  • assign and track the completion of tasks,

  • manage version control on documents, and

  • share market information

… all in real time.

For many companies, the array of federal business development activities are split among a half dozen tools or databases, and communication is relegated to email chains. By consolidating all of that content and communication into one platform - and a platform that ALSO has all of the relevant opportunity and market data from the government - can be a powerful boost to productivity, efficiency, and effectiveness in the business development process.

Creating and Working Tasks

To create a task:

Step 1. Go to: Main Menu >> My GovTribe >> Pursuits >> click on appropriate Pursuit >> click on Tasks tab

Step 2. If no tasks exist yet, click Create A Task. If tasks already exist, click + icon (Add Task).

Step 3. Complete the fields presented and assign the Task to an Owner, then click OK.

You can assign Tasks to yourself or any other user on your Account as the Task’s Owner, who will receive an email Notification that the Task has been created. You (the Task creator) will receive an email notification when the Task is marked complete.

You can create and use Tags to categorize Tasks by type or any other designation you want. You can then use Tags to filter the Tasks page (Main Menu >> My GovTribe >> Tasks).

Step 4. The Task is displayed on the Tasks subtab.

To complete a Task:

Step 1. Access the Task from either:

  • The Tasks tab on the Pursuit Detail page

  • The main Tasks page for your account (Main Menu >> My GovTribe >> Tasks)

Step 2. Click Close in the lower right corner to mark the Task as completed.

An email notification will be sent to the person who created the Task.

Monitoring Tasks Across Your Account

You can view and monitor Tasks from either of two places:

  • View tasks for a single Pursuit on the Tasks tab on the Pursuit Detail page (Main Menu >> My GovTribe >> Pursuits >> click on appropriate Pursuit in list)

  • View all Tasks across all Pursuits from the main Tasks page for your account (Main Menu >> My GovTribe >> Tasks)

In both places, the functionality is similar.

Sharing Files and Managing Document Versions

You and your team can add files related to the solicitation package (e.g., resumes, quals, draft proposal documents, etc.)

If you click on the Edit button of any file, you are able to add a new version of the file. Any user can also view previous versions at any time, allowing for simple, intuitive version control.

Uploading Files to a Pursuit

To upload files to a Pursuit:

Step 1. Access the Files tab on the appropriate Pursuit. The User subtab is displayed by default.

Step 1. Click the Upload button to upload files from your device. The file will be displayed:

Using Government Files in a Pursuit

To use Government Files in a Pursuit:

Step 1. Access the Files tab on the appropriate Pursuit, then click the Government subtab.

Files associated with the Opportunity or Grant associated with your Pursuit can be accessed on the Government subtab. These files are automatically updated as changes are made by Federal agencies.

Managing Document Versions

To manage document versions:

Step 1. Access the Files tab on the appropriate Pursuit, then click the User subtab.

Step 2. Click the Edit button.

Each time a new version is uploaded, the date and time is updated in the Updated At column.

Step 3. To view previous versions of the file, click the drop-down icon on the View button.

Using Discussions on Pursuits

Within each Pursuit, a Discussions tab allows team members to post and read comments related to the Pursuit.

Discussing from within a Pursuit

To participate in discussion of a Pursuit on GovTribe:

Step 1. Go to: Main Menu >> Pursuits, and click on the Pursuit you wish to discuss.

You can also click on a Pursuit in your Pipeline.

Step 2. If a Discussion has not yet been started, click Start a Discussion and add the first comment. If a Discussion already exists, click +Add Discussion in the upper left corner of the tab.

You can also click Start from Email to send email instead (see below for details).

Step 3. Give the discussion a Name (this is usually descriptive of the topic of the discussion), type your message in the space provided, Upload Files if you want, then click OK.

Your new Discussion will appear in the Discussion tab, and users can participate by clicking + Add Comment.

Any user can hide and show the Comments string in a Discussion by clicking the ^ icon. Also, the number of Comments in a Discussion are indicated.

Starting a Additional Conversation

To start a new, separate conversion:

Step 1. Click the + Add Discussion button. A new conversation, separate of any existing conversations, will be created.

Using Email to Discuss a Pursuit

Using email to add to a Pursuit’s Discussion is convenient when you would like to copy people who are not on your GovTribe account. Those people’s responses to the email will be captured in the Pursuit’s Discussion.

Files attached to emails to a Pursuit's discussion are placed in the User Files tab of the Pursuit.

To discuss a Pursuit Using Email:

Step 1. Go to: Main Menu >> Pursuits, and click on the Pursuit you wish to discuss.

You can also click on a Pursuit in your Pipeline.

Step 2. Access the Discussions tab:

  • If no Discussion exists, click Or Start from Email.

  • If a Discussion exists, click Add From Email

An email will open in your default email application, with the To: field populated with a custom "behind-the-scenes" address that will place the email in the appropriate Pursuit’s Discussion tab.