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.
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.
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Does ONE update documents or just provide information?
ONE provides information and insights but does not modify documents or their status.
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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.