Managing documents and ensuring compliance can be time-consuming. With ONE, you can now ask questions directly about your documents, folders, and templates—saving time and improving visibility across your organisation.
Overview
This feature allows you to interact with your document database using natural language. Instead of manually searching through folders or tracking tabs, you can simply ask ONE questions and receive instant answers.
When and why it should be used
Use this feature when:
- You need to quickly check document compliance (e.g. missing signatures or files)
- You want to verify the status of a specific document or employee
- You are preparing audits and need to identify gaps
- You need help understanding or using document templates
How to use
- Open ONE
- Start a conversation: Type your question using natural language (as you would ask a colleague)
- Review the response provided by ONE
- Refine your question if needed to get more specific results
- Compliance tracking: "Show me a list of all employees with a 'Pending' signature for the New Security Policy."
- Individual status: "Has Eduardo Oliveira signed his latest contract yet? If yes, when?"
- Audit and Gaps: "Cross-reference 2025 hires and list anyone missing a file in their 'ID Documents' folder."
- Validation: "Confirm the upload date of Maria Lopez’s promotion contract and check if she received the new file."
- Template assistance: "What contract-related variables can I use in my templates?"
If you are not getting the expected results, try rephrasing your question with more specific details (e.g. employee name, document type, or date).
If ONE cannot find the information you are asking for, make sure the document exists in the platform and is properly categorised and check that you have permission to access the requested data.
If the response seems incomplete, ask a follow-up question or provide more context to refine the results.
Ask ONE to act on your documents
Besides answering questions, ONE can do everyday document work for you. HR admins, managers and employees can ask ONE, in their own words, to do any action they would do manually in Documents:
- Store a file: a file you upload, or one that ONE created, goes into a folder ONE suggests. You can confirm it or pick another folder, including in another employee's documents.
- Send for signature: ONE requests the signatures, and each signer gets an email.
- Check who hasn't signed: ONE lists the pending signers and can send them a reminder.
- Move documents: to the folder you name.
- Find and open: ONE replies with a link to the document, or lists the options when several documents match.
- Delete and restore: the document goes to the trash and can be restored. ONE warns you before cancelling a signature in progress.
- Manage folders: create or rename folders and subfolders.
- Open ONE
- Describe the action you want, or attach the file you want to store
- Review the summary. Before any change, ONE shows each document with its link, space and folder
- Confirm the action. Nothing changes until you confirm
ONE works within each person's permissions in Factorial, so you can only act on the documents and folders you can already manage manually.
Signature reminders are the same email signers received the first time. Each pending document sends a separate email, so an employee with several pending documents receives one email per document.
Sending documents to several employees at once is not available through ONE yet. ONE can send one or more documents to one employee at a time. To send documents to many employees, use Send in bulk in Documents.
Ask ONE to create and send document templates
ONE can also create document templates (DOCX and PDF) and send them to an employee for you. This is available to users who can manage document templates.
To create a template:
- Open ONE on Home
- Drag a file into ONE's chat and ask ONE to make it a template, or describe the document you need
- Confirm. ONE turns it into a template
To send a template to an employee:
- Open ONE
- Ask ONE to send the template to the employee. For example: "Send the promotion letter to Alda, new title Senior Analyst"
- ONE fills the template with the employee's data and asks you for any value Factorial doesn't have (for example, a new job title or the start date of the next contract)
- Check the preview. ONE shows you the final document before it is sent
- Pick the destination folder and confirm
- Request signatures if required. You can tell ONE who needs to sign first
Fillable PDFs: when you ask ONE to send a fillable PDF, you choose whether to fill it in yourself or send it to the employee to fill in. If you fill it in, the employee receives the final version, with no form to fill out.
Tips and best practices
- Be as specific as possible when asking questions (e.g. include names, document types, or timeframes)
- Use clear keywords like “signed,” “pending,” “uploaded,” or “missing”
- Break down complex queries into smaller questions for more accurate answers
- Double-check critical compliance information before taking action
FAQ
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Can ONE check if a document has been signed?
Yes, ONE can confirm whether a document has been signed and, if available, provide the signature date.
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Can I use ONE to identify missing documents?
Yes, you can ask ONE to cross-reference employees or time periods and highlight missing files or incomplete folders.
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Can I ask about specific employees?
Yes, you can ask about individual employees and their document status (e.g. signed contracts, uploaded files).
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Can ONE help me with document templates?
Yes. You can ask about available variables and how to use them in your templates. ONE can also turn a file or a description into a template, and send a template to an employee filled in with their data.
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Can ONE make changes to my documents?
Yes. ONE can store, send for signature, send signature reminders, move, delete and restore documents, and create or rename folders. Before any change, ONE shows you what it will do and waits for your confirmation.
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Why can’t ONE access certain documents?
Access depends on your permissions. If you don’t have access to a document, ONE won’t be able to retrieve information about it.
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Is the information provided by ONE always up to date?
ONE reflects the current data available in the platform. Make sure documents are properly uploaded and updated for accurate results.