Accessing and Using the AI Assistant

In this process, you will learn how to access and utilize an AI Assistant within a document management system. The AI Assistant can be activated independently or through document selection, allowing you to interact with your documents efficiently. This guide will walk you through the necessary steps to engage with the assistant, manage your chat history, utilize suggested prompts, ask questions, and handle documents effectively.

Step 1

Once your AI Assistant is enabled, you have two methods of access: through the independent AI Assistant button or by selecting a document. To use the first option, click on the blue star icon located at the top of any page next to the Add button.

Step 2

For the second option, select a document. The Ask AI button will then be available under the NetDocuments power bar. Opening the AI Assistant from a selected document allows it to have the context of that document. The document uploads automatically when the Assistant is opened, letting you instantly ask questions or provide instructions related to it, saving time.

Step 3

Documents can be selected from any workspace, folder, or saved search within NetDocuments. Once the AI Assistant is opened, you will see a screen offering various options. These include chat history, an expanded chat window, exit assistant, and suggested prompts.

Step 4

The screen will also display file upload status and the chat window. To view your chat history, click on the clock icon at the top of the AI Assistant. The history will appear in a list format.

Step 5

Each chat item is automatically named by the AI Assistant based on the topic discussed. Below each thread, you will see the last modification date and the number of files uploaded. To revisit any previous threads, simply click on the thread itself.

Step 6

Clicking on a thread will open it in the Assistant at the point where you left off, including all uploaded documents. The chat history is stored for 60 days. To exit, click the left-facing arrow icon.

Step 7

Under the suggested prompt section, there are three Quick Action options created by NetDocuments to assist with common document tasks. These prompts act as starting points that can be customized to meet your specific needs. Suggested prompts are always visible at the beginning of any new chat.

Step 8

To initiate a conversation, you might ask, "Does the purchase agreement include clauses about the size of the contract the seller can enter into?" Click the Send button to start the conversation. From this point, interact with the AI Assistant as you would with any colleague via chat.

Step 9

When the AI Assistant responds, a copy icon appears in the bottom left corner of the reply window. Clicking this icon allows you to copy the entire reply. Note that the message, "AI responses can contain mistakes," is not included when using the copy feature.

Step 10

When you use the copy button, all message formatting is preserved, ensuring that it appears the same when pasted elsewhere as it does in the Assistant's reply. You can utilize the Assistant to quickly become informed about client matters.

Step 11

For instance, if you need a brief overview of a license agreement, ensure the relevant document is loaded in the chat. Ask a question like, "What type of intellectual property is being licensed? Example, patents, trademarks, copyrights, trade secrets." The Assistant will scan the document and return relevant sections or confirm their absence.

Step 12

The Assistant can provide references for its citations and direct you to the source document. You can also use the Assistant to find specific information within documents. In the chat interface, type a question such as, "Do the agreements allow for the licensee to assign or transfer their rights?" The Assistant will offer steps or links to related documents.

Step 13

Ask follow-up questions as if conversing with a colleague. You can use the chat's drag-and-drop feature to add documents from NetDocuments into a chat, whether it is new or existing. Select the document from any list view in NetDocuments and drag it over to the chat window. The document count will update to reflect the number of files selected.

Step 14

The document count changes to reflect the number of documents added via drag and drop. Currently, drag and drop works only with documents in any sort of list view, including workspaces, searches, filters, recent documents, etc.

Step 15

Documents not in a list view cannot be used with the drag and drop feature currently. Once uploaded, view all files in the chat session by clicking the text above the chat window that reads the number and selected files. This will display your file tray with all uploaded files in a single chat session.

Step 16

From this menu, you can remove all documents using the Remove All option in the top right corner. Each document also has a More link. Click on the three dots to the right of the document to see options such as View Profile, Preview, Open In, and Remove.