Exporting

Export your proposals in multiple formats for submission, review, or collaboration. Cothon supports professional export options that match government submission requirements.

Export Formats

PDF Export

Best for final submission:

• Professional formatting
• Preserved layout
• Read-only format
• Small file size
• Universal compatibility

Word (DOCX) Export

Best for editing and review:

• Fully editable
• Track changes compatible
• Easy collaboration
• Standard format
• Formatting preserved

Compliance Matrix (Excel)

Best for compliance documentation:

• Spreadsheet format
• Sortable and filterable
• Easy to complete
• Standard matrix layout
• Multiple sheets for sections

How to Export

Export Options

Content Selection

Choose what to include:

• All Sections - Complete proposal
• Selected Sections - Pick specific sections
• Exclude Hidden - Skip hidden sections
• Include Appendices - Add supporting docs

Formatting Options

Control appearance:

• Page Size - Letter, A4, Legal
• Margins - Standard, Narrow, Wide
• Font - Arial, Times New Roman, Calibri
• Font Size - 10pt, 11pt, 12pt
• Line Spacing - Single, 1.5, Double

Header/Footer

Customize headers and footers:

• Company logo
• Document title
• Page numbers
• Confidentiality notice
• Date

Table of Contents

Configure ToC options:

• Include/exclude
• Depth (H1, H2, H3)
• Page numbers
• Clickable links (PDF)

Meeting RFP Requirements

Page Limits

If the RFP specifies page limits:

1. Check page count in preview
2. Use "Page Count" option to see per-section
3. Adjust content if over limit
4. Re-export and verify

Required Formatting

Match agency specifications:

• Font requirements (often Times New Roman 12pt)
• Margin requirements (usually 1")
• Page numbering style
• Section ordering

File Naming

Follow agency naming conventions:

1. Set file name in export dialog
2. Use required format (e.g., "CompanyName_TechnicalVolume.pdf")
3. Check for special characters restrictions

Export Presets

Save common export configurations:

Batch Export

Export multiple proposals or formats:

1. Select proposals (Cmd/Ctrl + click)
2. Click Batch Export
3. Choose formats for each
4. Download as ZIP

Print Options

Print directly from Cothon:

1. Click Print in export menu
2. Opens print-optimized view
3. Use browser print (Cmd/Ctrl + P)
4. Select printer and options

Preview Before Export

Always preview before final export:

• Check formatting
• Verify page breaks
• Review headers/footers
• Confirm page count
• Check for rendering issues

Sharing Exports

Options for sharing exported files:

Direct Download

• Download to your computer
• Attach to email manually
• Upload to submission portal

Share Link

• Generate shareable link
• Set expiration
• Track downloads
• Revoke access if needed

Email

• Send directly from Cothon
• Attach selected format
• Include message

Troubleshooting

Export Fails

• Check internet connection
• Try a different format
• Reduce file size (compress images)
• Contact support if persists

Formatting Issues

• Preview and adjust before export
• Use simpler formatting
• Check for unsupported elements
• Try different export settings

Large File Size

• Compress images
• Remove unused appendices
• Use PDF over Word for smaller size
• Split into volumes if allowed

Advanced Export Features

Multi-Volume Export

Split proposals into separate volumes per RFP requirements:

Common Volume Configurations:

Federal Government (FAR-Based):

• Volume I: Technical Proposal
• Volume II: Cost/Price Proposal
• Volume III: Past Performance (separate if required)
• Attachments: Separate file

State/Provincial:

• Technical Proposal
• Financial Proposal
• Appendices

Commercial:

• Solution Proposal
• Pricing
• Company Background & References

Watermarking

Add watermarks to draft versions:

Draft Watermark:

• Text: "DRAFT - Not for Submission"
• Diagonal across pages
• Gray, semi-transparent
• Automatically removed for final exports

Confidential Watermark:

• Text: "Confidential - Proprietary Information"
• Bottom of each page
• For internal review versions

Version Watermark:

• Text: "Version 2.3 - March 15, 2026"
• Top corner
• Tracks version during team review

Redaction for Public Disclosure

Prepare redacted versions for FOIA requests:

Commonly Redacted:

• Specific pricing details
• Proprietary methodologies
• Trade secret information
• Personnel salary information
• Subcontractor pricing

Accessibility Compliance

Export 508-compliant documents for federal accessibility requirements:

PDF/A Compliance:

• Tagged PDF structure
• Alt text for images
• Proper heading hierarchy
• Readable by screen readers
• Color contrast compliance

Section 508 Checklist:

• All images have alt text
• Tables have header rows
• Document has logical reading order
• Color is not sole indicator of meaning
• Text contrast ratio >4.5:1
• Document language is set
• Bookmarks for navigation

Export Format Details

PDF Export

Standard PDF:

• Universal compatibility
• Preserved layout and formatting
• Embedded fonts
• Hyperlinked table of contents
• File size: ~2-5 MB for typical proposal

PDF/A (Archive):

• Long-term preservation
• All fonts embedded
• No external dependencies
• Larger file size (~5-10 MB)
• Required by some agencies

Interactive PDF:

• Fillable form fields (for pricing sheets)
• Clickable TOC and cross-references
• Embedded multimedia (if allowed)
• Requires Adobe Reader or compatible

Settings:

• Compression: Low/Medium/High
• Image Quality: 150/300/600 DPI
• Color Space: RGB/CMYK
• Security: Password protection, permissions

Word (DOCX) Export

Fully Editable:

• All styles preserved
• Tables and lists editable
• Track changes enabled
• Comments preserved

Compatibility Modes:

• Word 2019/365 (latest features)
• Word 2016 (broader compatibility)
• Word 2007 (maximum compatibility)

Formatting Options:

• Preserve Cothon styles
• Map to Word built-in styles
• Use custom style template

Best Practices:

• Export to DOCX for team collaboration
• Use track changes for review cycles
• Convert to PDF for final submission
• Keep DOCX as master for future updates

Excel Compliance Matrix

Separate Spreadsheet Export:

• All requirements in rows
• Columns: Requirement ID, Text, Response, Section Reference, Page Number, Compliance Status
• Filterable and sortable
• Formulas for compliance percentage

Sections:

• Sheet 1: Mandatory Requirements
• Sheet 2: Optional Requirements
• Sheet 3: Evaluation Criteria Mapping
• Sheet 4: Acronyms and Definitions

Formats:

• .xlsx (Excel 2007+)
• .xls (Excel 97-2003, if required)
• .csv (plain text, maximum compatibility)

Markdown Export

Version Control Friendly:

• Plain text format
• Git-friendly diffs
• Easy to review changes
• No formatting bloat

Use Cases:

• Archiving proposals in version control
• Diffing proposal versions
• Lightweight collaboration
• Content extraction for reuse

Structure:

# Executive Summary

## Understanding of Requirements

Our team brings 15+ years of experience...

## Technical Approach

### Architecture Overview

We propose a microservices architecture...

Export Customization

Custom Templates

Create agency-specific export templates:

Template Elements:

• Cover page with logo and proposal title
• Proprietary information notice
• Executive summary starting page
• Header/footer with company name, proposal number
• Agency-required forms as appendices

Dynamic Content Replacement

Templates support dynamic fields:

Example Cover Page:

Proposal for {{rfp_number}}
{{proposal_title}}

Submitted to: {{agency_name}}
Submitted by: {{company_name}}
Date: {{proposal_date}}
Version: {{proposal_version}}

Batch Export

Export multiple proposals at once:

Naming Conventions:

• {{company_name}}_{{rfp_number}}_Technical.pdf
• {{agency_name}}_{{proposal_date}}_Vol1.docx
• Custom format: Proposal_{{custom_id}}_{{format}}

Quality Assurance Before Export

Pre-Export Checklist

Always review before final export:

Content Review:

• All sections complete
• No placeholder text ("TODO", "TBD", "XXX")
• All review comments resolved
• Technical accuracy validated
• Dates and version numbers current

Compliance Review:

• All requirements addressed (100%)
• Compliance matrix complete
• Page limits met (if specified)
• Required sections included
• Optional sections justified

Formatting Review:

• Consistent fonts and sizes
• Proper heading hierarchy
• Page breaks in appropriate locations
• Images/diagrams clear and labeled
• Tables formatted correctly
• Lists properly formatted

References Review:

• All cross-references correct
• Table of contents accurate
• Page numbers in compliance matrix correct
• Figure/table numbers sequential
• Citations complete

Submission Requirements:

• File naming per RFP instructions
• File size within limits
• Required signatures present
• Forms completed and included
• Certifications attached

Preview and Validation

Use preview mode to catch issues:

Automated Validation:

• Spell check (US/UK English)
• Broken reference detection
• Image resolution check (warns if <150 DPI)
• Page limit warnings
• Missing required sections
• Orphaned headings detection

Submission Strategies

Electronic Submission

Most government RFPs now require electronic submission:

Common Portals:

• SAM.gov (federal)
• State procurement portals
• Buy and Sell (Canada)
• Agency-specific systems

Submission Checklist:

1. Register on submission portal (days in advance)
2. Verify file size limits (typically 10-50 MB)
3. Test upload with dummy file
4. Upload in advance (don't wait until deadline)
5. Save confirmation receipt
6. Verify file integrity after upload

File Size Management:

• Compress images if proposal exceeds portal limits
• Split into volumes if allowed
• Use Medium PDF compression
• Remove hidden data and metadata

Hard Copy Submission

If hard copies are required:

Printing Tips:

• Print double-sided (if allowed) to save paper
• Use high-quality printer (1200 DPI minimum)
• Print sample first to check quality
• Print extras (usually require 5-10 copies)

Binding:

• Three-ring binders (easy for evaluators to tab)
• Spiral binding (lays flat)
• Perfect binding (professional, but harder to photocopy)
• Per RFP instructions (follow exactly)

Packaging:

• Label each volume clearly
• Use sturdy boxes or envelopes
• Include packing list
• Ship trackable (FedEx, UPS)
• Ship early (3-5 business days before deadline)

Hybrid Submission

Some RFPs require both electronic and hard copy:

Manage Both Versions:

1. Export electronic version first
2. Verify upload successful
3. Print hard copies from same export
4. Ship hard copies with reference to electronic submission
5. Keep proof of both submissions

Handling Discrepancies:

• Electronic version is usually official
• Hard copy for evaluator convenience
• Ensure both are identical
• Note in cover letter: "Electronic and hard copy submissions are identical"

Post-Submission Export Uses

Archiving

Preserve proposals for future reference:

Archive Format: PDF/A for long-term storage Metadata: Tag with agency, RFP number, date, outcome Organization:

• By year
• By agency
• By win/loss
• By service line

Retention:

• Keep all submissions for 7+ years (legal requirement)
• Retain even for losing proposals (learn from them)
• Include original RFP documents with proposal

Reuse and Templates

Extract sections for reuse:

Content Library:

• Save strong executive summaries
• Archive past performance write-ups
• Preserve technical approach diagrams
• Collect compliant pricing tables

Template Creation:

• Convert winning proposals to templates
• Create agency-specific templates
• Build service-line standard sections
• Maintain boilerplate library

Competitive Intelligence

Learn from wins and losses:

Win Analysis:

• What sections scored highest?
• What content resonated with evaluators?
• What differentiators were effective?
• How can we replicate success?

Loss Analysis:

• Where did we score poorly?
• What was missing or weak?
• What did the winner do better?
• How can we improve?

Continuous Improvement:

• Update templates with winning content
• Refine value propositions
• Strengthen weak areas
• Build stronger capability statements

Troubleshooting Export Issues

Export Fails

Problem: Export process fails or hangs

Likely Causes:

• Large file size (>100 MB)
• Complex tables or images
• Network connectivity
• Browser memory limits

Solutions:

1. Try smaller page ranges (export sections separately)
2. Compress images before export
3. Clear browser cache and retry
4. Try different browser (Chrome recommended)
5. Contact support if issue persists

Formatting Problems

Problem: Exported document doesn't match preview

Likely Causes:

• Browser rendering differences
• Font availability issues
• Template conflicts

Solutions:

1. Use export preview before final export
2. Install required fonts on your system
3. Use standard fonts (Arial, Times New Roman)
4. Simplify complex formatting
5. Export to DOCX, fix manually, convert to PDF

Images Look Blurry

Problem: Diagrams and images appear low-resolution in export

Likely Causes:

• Source images too low resolution
• Compression set too high
• Image scaling issues

Solutions:

1. Use high-resolution source images (300+ DPI)
2. Set compression to Low or Medium
3. Set image quality to High (300 DPI)
4. Re-insert images at proper size (don't scale up)

File Size Too Large

Problem: Exported file exceeds submission portal limits

Likely Causes:

• High-resolution images
• Embedded large files
• No compression

Solutions:

1. Compress images (Medium compression)
2. Reduce image DPI to 150-200
3. Convert color images to grayscale (if acceptable)
4. Split proposal into multiple files
5. Remove unnecessary appendices

Page Numbers Wrong

Problem: Page numbers in TOC don't match actual pages

Likely Causes:

• Last-minute content changes
• Section reordering after TOC generation
• Manual page break issues

Solutions:

1. Regenerate TOC before final export
2. Use export preview to verify page numbers
3. Update compliance matrix page references
4. Export to DOCX, update fields, convert to PDF

Missing Content

Problem: Some sections don't appear in export

Likely Causes:

• Sections marked as hidden
• Export filters applied
• Incomplete generation

Solutions:

1. Check Section Manager for hidden sections
2. Verify export includes all sections
3. Review section status (ensure all completed)
4. Try exporting individual sections to isolate issue

Frequently Asked Questions

Next Steps

• Sharing Proposals - Share exported proposals with stakeholders
• AI Refinement - Polish before final export
• Multi-Section Proposals - Manage section structure
• Templates - Create reusable export templates
• Compliance Best Practices - Final compliance check before submission