Intelligent tender document generation software and programming method thereof

Abstract

The application relates to the technical field of office automation, and particularly discloses a keyword-driven intelligent generation method and system for a bidding document and a storage medium. The method is implemented through an automatic program deeply integrated in a word processing software (such as Microsoft Word) and aims at the pain points of low manual operation efficiency, errors and non-uniform formats in the existing bidding document preparation process. The core of the method comprises the following steps: intelligently analyzing a bidding document, extracting structured format features and content keywords of the bidding document; constructing and managing a bidding material knowledge base with metadata labels; based on the extracted keywords, performing multidimensional intelligent retrieval and optimal matching in the knowledge base; automatically filling the matched material content into a new document according to the structure of the bidding document, and applying accurate automatic layout. The application realizes intelligent generation from a bidding document to a standardized bidding document, significantly improves the preparation efficiency and quality, and reduces human errors and compliance risks.

Description

Technical Field

[0001] This invention relates to the field of office automation software technology, specifically to an intelligent software developed based on Microsoft Word VBA (Visual Basic for Applications) for automatically generating tender documents and its unique programming implementation method. Background Technology

[0002] In bidding activities, the preparation of bid documents is a highly repetitive, tedious, and precise task. Practitioners typically need to: 1) carefully read dozens to hundreds of pages of bidding documents, understanding their complex format and content requirements; 2) manually search and filter relevant content from a vast database of historical bid documents, company qualification documents, and technical solution libraries; and 3) copy the found content into a new document, spending considerable time adjusting the format, standardizing the style, and verifying the numbering. This process relies entirely on manual labor, resulting in three major pain points: extremely low efficiency, high error rates, and difficulty in knowledge retention and reuse.

[0003] Currently, some document template tools or simple mail merge functions exist on the market, but none of them solve the fundamental problem: they lack the ability to understand the semantic content of documents and cannot intelligently search and assemble the most suitable content from an unstructured resource library according to the specific requirements of the tender documents. Therefore, developing dedicated software that can understand requirements, intelligently match, and automatically format has become an urgent need in the industry. This invention proposes a complete software product solution and its efficient programming method based on the widely integrated development environment of Word VBA. Summary of the Invention

[0004] (a) Purpose of the invention This invention aims to provide intelligent tender document generation software and its programming method to solve the problems of low automation and insufficient intelligence in the tender document preparation process in existing technologies. The software can automatically parse the format and content requirements of tender documents, intelligently match and assemble content from a structured material library, and finally generate compliant tender documents with one click, thereby significantly improving work efficiency, ensuring document quality, and achieving effective management of enterprise knowledge assets.

[0005] (II) Technical Solution To achieve the above objectives, the present invention employs a dual protection scheme: First, as a product, protection is required for a type of intelligent software that integrates core modules such as template parsing, material management, intelligent matching, document assembly, and format rendering. This software exists in the form of a Word add-in or macro module.

[0006] Second, as a method, it requires protection of the unique programming approach used to implement the aforementioned software functions. This approach details how to utilize Word VBA's object model to programmatically implement key steps such as deep document parsing, building a manageable resource library, implementing semantic matching algorithms, controlling the document assembly process, and completing intelligent formatting. This approach emphasizes the programming techniques and logical architecture for implementing complex intelligent applications within the constraints of VBA.

[0007] (III) Beneficial Effects 1. For users: It reduces the compilation work of several days to hours or even minutes, and users only need to conduct the final review, improving efficiency by more than 90%; the automated process eliminates human error and ensures the standardization and professionalism of the documents.

[0008] 2. For enterprises: Transforming scattered document knowledge into structured, searchable, and reusable digital assets (material library) enhances the consistency of core competitiveness and bidding quality.

[0009] 3. From a technical implementation perspective: The programming method provided by this invention demonstrates an effective path for implementing complex business logic and intelligent algorithms in a VBA environment, offering advantages such as low deployment costs, high compatibility, ease of maintenance, and extensibility. Its feedback learning mechanism makes the software increasingly intelligent with use. Detailed Implementation

[0010] The present invention will be further described below with reference to specific programming embodiments.

[0011] Example 1: Workflow of a Software Product Launch Word to load the software of this invention, and open "XX Project Tender Document.docx".

[0012] 1. Template parsing engine in operation: The background automatically analyzes the document to obtain chapter titles, keywords (such as "##Format Bidding Document##", "##Project Performance##") and all styles.

[0013] 2. Semantic matching and decision engine operation: The engine searches the material library for materials with the tag "project performance" for the keyword "##project performance##".

[0014] 3. Document assembly controller operation: In the newly created tender document, locate the "##Project Performance##" position, insert the selected performance content completely, and maintain its original chart format.

[0015] 4. Adaptive format renderer operation: After all content is filled, the renderer starts and sets all text paragraphs in the new document to the format and style specified in the tender document. The entire process requires no manual intervention.

[0016] Example 2: Key code logic of the programming method (taking steps P3 and P4 as examples) vba Step 3: Core Functions of the Intelligent Matching Algorithm (Simplified Example) Function FindBestMaterial(keyword As String) As Collection Dim materialDict As Object ' A dictionary storing material IDs and overall scores Set materialDict = CreateObject("Scripting.Dictionary") Dim tagScore As Double, historyScore As Double, totalScore AsDouble 'Traverse the resource library' For Each mat In MaterialDatabase `tagScore = CalculateCosineSimilarity(keyword, mat.Tags)` calculates the tag similarity. historyScore = Log(mat.UsageCount + 1) ' Historical usage weight totalScore = 0.6 * tagScore + 0.4 * historyScore 'Weighted calculation' materialDict.Add mat.ID, totalScore Next mat Sort by score and return an ordered set. Set FindBestMaterial = SortDictionaryByValue(materialDict, False) End Function 'P4 Step Section: Core Code Segment for Document Assembly' Sub AssembleDocument() Dim targetDoc As Document, sourceRange As Range Set targetDoc = Documents.Add ApplyTemplateStyles targetDoc 'Applies styles extracted from the tender document' For Each placeHolder In ExtractedKeywords bestMaterials = FindBestMaterial(placeHolder.Text) If bestMaterials.Count > 0, then Get the most relevant content. Set sourceRange = GetMaterialContent(bestMaterials(1)) Locate and replace the placeholder range in the target document. With targetDoc.Content.Find .Text = placeHolder.Text .Execute If .Found Then .Parent.FormattedText = sourceRange.FormattedText' Preserves source formatting when inserting. End If End With End If Next placeHolder End Sub ``` By combining intelligent matching with automated document processing through the above programming methods, the entire process from "identifying requirements" to "producing finished products" is automated.

[0017] This invention transforms tender document preparation from an artistic and experiential manual task into a standardized and intelligent industrial production process. The claimed software product and its programming method together constitute a complete technical solution with extremely high practical value and commercial prospects.

Claims

1. A software for intelligently generating tender documents, characterized in that, The software is integrated into word processing applications with a VBA environment as an add-in or macro module, and includes the following functional modules: a template parsing engine, used to load and parse the formatted document provided by the tendering party, and automatically identify and extract the format specification set F and content keyword set K in the document by traversing the document object model; the format specification set F includes the document's style definition and page setup parameters, and the content keyword set K includes placeholder text marked with specific identifiers, chapter titles, and table headers; The intelligent material management module is used to build and maintain a structured bidding material knowledge base. Each material unit in the knowledge base is stored in the form of an independent file or database record and is associated with a structured tag set T that describes its content attributes. This module provides material capture, tag editing and indexing functions. A semantic matching and decision engine, connecting the template parsing engine and the intelligent material management module, is used to receive the content keyword set K and perform multi-dimensional similarity calculation between it and the structured tag set T. For each keyword or chapter position in the formatted document, a candidate material sequence is generated by retrieving and sorting from the knowledge base. A document assembly controller is used to create a target document and initialize its style according to the format specification set F. The controller calls the output of the semantic matching and decision engine, locates and injects the selected material units in the candidate material sequence into the corresponding positions in the target document according to the original structural order of the format document, and completes the replacement of placeholders; An adaptive format renderer is used to traverse all content objects of the target document after content injection, and automatically and in batches apply the corresponding style definitions in the format specification set F according to their logical hierarchy to achieve standardized typesetting of the entire document.

2. The intelligent bid document generation software according to claim 1, characterized in that, The intelligent material management module also includes a knowledge graph construction unit, which is used to analyze the co-occurrence relationship of tags in the structured tag set T and construct a tag association network. When the semantic matching and decision engine performs similarity calculation, it uses the tag association network to weight the extended associated tags to improve the accuracy of retrieval.

3. The intelligent bid document generation software according to claim 1, characterized in that, The semantic matching and decision engine adopts an intelligent matching calculation model, whose calculation factors include: the text matching degree of keywords and tags, the weight of the historical call frequency of material units, the preset correlation degree between material units and the current project type, and the freshness coefficient of material units.

4. The intelligent bid document generation software according to claim 1, characterized in that, The software also includes an intelligent verification module, which performs an integrity check on the target document after the adaptive format renderer has finished its work. The check items include: whether all placeholders have been replaced, whether the chapter numbers are consecutive, whether key clause fields are highlighted, and whether the table of contents is complete.

5. A programming method for implementing the intelligent tender document generation software as described in claim 1, characterized in that, The method is implemented within a word processing application framework with a VBA environment, and includes the following programming steps: P1. Deep parsing of the document object model: VBA code is written to access and traverse the `Styles`, `Paragraphs`, `Tables`, and `Range` objects of the `ActiveDocument` object, programming to automatically identify user-defined style systems, locate and extract placeholder text surrounded by specific character patterns (such as ##keywords##), and read the header row text of table structures, thereby constructing a formatted data structure and keyword queue that can be processed by the program; P2. Construction and management of a structured material library: VBA code is written, combined with external database connections or custom XML file storage, programming to provide a user form, capture the document content fragment selected by the user, and guide the user to add tags; establish an index relationship between material content, metadata (source file, location), and tags; and provide a fast query interface based on tags and content fragments; P3. Semantic-based intelligent matching algorithm programming: Write VBA code to implement a matching algorithm engine. This engine receives the keyword queue generated in step P1 and compares it with the tag index of the material library in step P2. The algorithm logic includes: segmenting the keywords, calculating their cosine similarity or edit distance with each material tag, and automatically selecting the appropriate tag. P4. Automated document assembly process control programming: Write VBA code to implement the core control process: First, create a new document object; then, based on the format specifications obtained in P1, pre-set the style for the new document programmatically (e.g., `Style = ThisDocument.Styles("Title 1")`); next, read the structure of the formatted document sequentially, and for each position that needs to be filled, obtain the corresponding material content from P3, and programmatically implement precise insertion of content and format inheritance using the `Range.InsertAfter` or `Range.FormattedText` properties. P5. Intelligent formatting programming: Write VBA code to programmatically implement a formatter: After all content is inserted, iterate through all paragraphs of the new document, and apply styles extracted from the tender document in batches (such as `Para.Range.Style = "Tender Text"`) according to their text characteristics (such as bold font, font size) or predefined mapping rules, and simultaneously handle the automatic updating of list numbers and multi-level headings.

6. The programming method according to claim 5, characterized in that, The deep parsing programming of the document object model in step P1 also includes: programming to implement the detection and standardization processing logic of abnormal formats. When style definition conflicts or nesting chaos are detected in the bidding document, the code for style cleaning and remapping is automatically executed to ensure the purity and reliability of the extracted format specification set F.

7. A computer-readable storage medium having a computer program stored thereon, characterized in that, When executed by the processor, the program implements the software functionality constructed by the programming method as described in any one of claims 5-6.