User Manual

🔑 API Key Setup & Management

Getting Your API Key

  1. Visit Google AI Studio
  2. Sign in with your Google account
  3. Click "Create API Key"
  4. Copy the generated key

Saving Your API Key

  1. Go to Settings in the navigation
  2. Enter your API key in the "Gemini API Key" field
  3. Click Save Key - the system will validate it automatically
  4. Look for the green checkmark to confirm it's working

API Key Synchronization

  • Desktop App: Key is stored securely in the app and persists across sessions
  • Web Browser: Key is stored in browser storage and syncs across tabs
  • Testing: The system automatically tests your key when you save it
  • Global Access: Once saved, the key is available for all AI features
📋 Core Workflows

Creating a New Proposal

  1. Click Proposals → New Proposal
  2. Enter a proposal title
  3. Select a donor template (optional) or use "Generic Template"
  4. Click Create Proposal
  5. Start filling in sections using the Edit Proposal tab

AI Assistant Workflow

For Individual Questions:

  1. In any question field, click AI Suggestion
  2. Review the generated options
  3. Click on an option to use it, or click Dismiss
  4. Use Analyze to get feedback on your content
  5. Click Generate Improved Options after analysis

For Full Proposals:

  1. Go to AI Assistant in navigation
  2. Use Import Proposal to upload existing content
  3. Use Adapt Content to convert between donor formats
  4. Use Analyze Quality for comprehensive feedback
  5. Send adapted content to the main editor

Budget Management

  1. Open a proposal → Budget tab
  2. Add budget items with categories, quantities, and costs
  3. View the budget chart for visual breakdown
  4. Use Sync with Questionnaire to update proposal sections
  5. Export budget as CSV if needed

Logframe Matrix

  1. Open a proposal → Logframe tab
  2. Add goals, outcomes, outputs, and activities hierarchically
  3. Define SMART indicators for each level
  4. Add means of verification and assumptions
  5. Use the expand/collapse arrows to manage the structure
  6. Export as CSV or include in proposal export

Exporting Proposals

  1. Open a proposal → Export tab
  2. Choose export format (Word document)
  3. Select which sections to include
  4. Choose whether to include budget, logframe, and appendices
  5. Click Export to download the file
⚙️ Feature Details & Use Cases

AI Features Explained

AI Suggestion Button

  • Generates context-aware content based on question type
  • Uses placeholder text to understand expected content
  • Provides multiple options to choose from
  • Works for all field types (names, titles, descriptions, etc.)

Analyze Button

  • Reviews your content for quality and completeness
  • Identifies gaps, mistakes, and improvement areas
  • Considers donor requirements and international standards
  • Provides specific, actionable feedback

Smart Field Recognition

Name Fields

Donor Organization, Contact Person, etc. - AI provides organization names only

Title Fields

Project titles - AI generates professional, descriptive titles

Numeric Fields

Budget amounts, quantities - AI provides realistic figures

Donor Templates & Requirements

  • Pre-configured templates for major donors (EU, USAID, Gates Foundation, etc.)
  • Donor-specific requirements are automatically considered in AI analysis
  • Use Adapt Content to convert proposals between donor formats
  • View donor requirements in the Donor tab of any proposal

Data Management & Storage

  • All data is stored locally in your browser (IndexedDB)
  • Automatic saving every 30 seconds when you make changes
  • Works offline - no internet required after initial setup
  • Use import/export features to backup or transfer data
  • Data persists across browser sessions
🔧 Troubleshooting

Common Issues

AI Features Not Working

  • Check if your API key is valid in Settings
  • Ensure you have an active internet connection
  • Try refreshing the page if AI calls timeout

Data Not Saving

  • Check browser storage permissions
  • Ensure you're not in incognito/private mode
  • Try clearing browser cache and reloading

Export Issues

  • Ensure you have a proposal title before exporting
  • Check that you've selected content to include
  • Try a different browser if download fails

Getting Help

  • Check this user manual for detailed instructions
  • Use the AI Assistant for content help
  • Ensure your API key is properly configured
  • Try the browser compatibility check in Settings
💡 Best Practices

Proposal Writing

  • Start with a clear project title and objectives
  • Use AI suggestions as starting points, then customize
  • Run analysis regularly to catch issues early
  • Keep budget and logframe aligned with objectives
  • Include relevant appendices for credibility

AI Usage

  • Use AI suggestions for inspiration, not final content
  • Always review and edit AI-generated content
  • Use the analyze feature to validate your work
  • Combine multiple AI suggestions for better results
  • Provide context in your questions for better AI responses

Workflow Tips

  • Save your work frequently - the app auto-saves every 30 seconds
  • Use donor templates for better alignment with specific requirements
  • Export drafts regularly to have backup copies
  • Use the AI analysis feature before final submission
  • Keep your API key secure and don't share it