AI DocQuery

StrataMaxAI DocQuery is here to transform the way you find information. A new AI-powered feature designed from the ground up for StrataMax clients to search and interrogate meeting documentation using natural language. With every query, it navigates large volumes of meeting notices and minutes and identifies relevant information to present it to the user in a clear, structured format. Users can ask questions about their building’s meeting documentation and receive written responses that are directly supported by the underlying source documents.

How StrataMaxAI DocQuery Works

Documents in Building Information

In order for StrataMaxAI DocQuery to include answers and results from a specific meeting, the finalised meeting notices and minutes are uploaded to the 'Meetings' fields in Building Information. Documents are automatically synchronised on a daily basis.

AI Chat Internal Process

When a question is asked, StrataMaxAI DocQuery works through the following steps:

1. Identifies which meeting documents are relevant based on the following selections:
   • Building
   • Meeting date range
   • Meeting types
2. Searches within those documents to locate the most relevant excerpts (referred to as chunks).
3. Generates a written response using only the information found in those excerpts.
4. Presents the answer together with:
   • The source documents used
   • The specific excerpts/chunks that support the response
   • Clear references back to the original material

 Getting Started with StrataMaxAI DocQuery

Current documents are only uploaded and included in StrataMax Ai DocQuery if they are assigned a specific agreed upon category, and they will need to be added to a meeting in Meeting Hub. 

Grant Permission in Security Setup

To grant access to StrataMaxAI DocQuery, the permission must be configured for each individual user.

1. Search or select Security Setup.
2. Right-click a user and select 'Edit User Profile & Manager Account'.
3. Under StrataMaxAI DocQuery, select Standard Privileges.
4. Click Save, and close Security Setup.

Accessing StrataMaxAI DocQuery

StrataMaxAI DocQuery is accessed via the StrataMax Portal. A dedicated StrataMaxAI DocQuery option is available in the Portal navigation bar, under the More drop-down menu.

1. Open and log onto the StrataMax Portal: https://www.stratamax.com.au/Portal/login.aspx
2. Click the More drop-down menu on the right and select StrataMaxAI DocQuery.

Screen Overview

This section of the article provides brief explanations of some of the various elements on screen in StrataMaxAI DocQuery that don't relate to the process of AI chats/queries (those are covered further down this article).

1. Navigation menu:
   • StrataMax AI DocQuery: clicking this is the same as opening a new chat.
   • Chat History: Provides a list of all the previous chats. Selecting a recent chat reloads the response, including the supporting documents, excerpts, and citations associated with that query.
   • Meeting Hub: Opens Meeting Hub.
   • Online Help: Opens the StrataMax Online Help website.
2. User Profile: Portal functions to change profile, password, and to log out.
3. New Chat: Opens a new AI chat and adds the existing chat to the chat history in the navigation menu.

AI DocQuery Chats

This section explains the process of start new chats, including how to interpret, review and validate of the AI response. 

New Chat

When starting a new chat, there are two ways that users can ask questions about a building’s meeting documentation; by manually typing in a question, or by selecting a predefined question from the available drop-down menus, which are grouped by category. These questions provide a quick way to explore commonly requested information without needing to manually phrase a query.

1. Type your question in the question field.
2. Select the ‘Ask’ button.
   or
3. Use one of the predefined questions, grouped by category, by simply selecting a question from appropriate drop-down.
4. Once a response has been generated, users can ask another question to refine or rephrase their question without needing to reselect predefined questions.

Responses and Supporting Evidence

Each StrataMaxAI DocQuery response is presented with four key components.

1. Response Text is a written answer generated in response to the question asked.
2. Source Documents are the meeting documents identified as relevant and reviewed when generating the response.
3. Relevant Excerpts (chunks) are specific content and sections of source documents that was reviewed more closely by the system to support the response.
4. Citations are markers within the response that show where information has been sourced from the meeting documents. Or in other words, specific excerpts that were directly used to support information in the response text.

Response Text

The response text provides a written answer to the question asked, presented in a clear and structured format.

Where applicable, responses will reference relevant dates, meeting types and outcomes, as well as clearly identify quoted text taken directly from source documents. However, if no relevant information is found in the available meeting documentation, StrataMaxAI DocQuery will clearly state this in the response.

In addition, the response text can be copied to the local clipboard by clicking the 'copy' button in the bottom right of window.

Source Documents

Below each response, users can see the meeting documents that were referenced. This allows users to:

• Confirm which meetings contributed to the response
• Open and review the original source documents
• Verify that the response is based on documentation for the selected building

To view a source document:

1. Click the blue Expand text to the right of the ‘Source Documents’ header to reveal the source documents.
   
   
   
   
2. Once expanded, click the blue file name link or the magnifying glass button on the right side to view the source document in a new pop-up window.
3. The source document can also be downloaded by clicking the black 'Download' icon on the right side.
4. Click the blue Collapse text to the right of the ‘Source Documents’ header to hide the source documents.
   
   

Relevant Excerpts (Chunks)

Relevant Excerpts display sections of meeting documents that were reviewed for relevance to the question asked and are grouped into two categories:

1. Key Chunks are excerpts that were considered highly relevant to the question and were prioritised during response generation.
2. Reviewed Chunks are additional excerpts that were reviewed by the system but may not have directly contributed to the final response.

Viewing Relevant Excerpts:

Relevant Excerpts can be viewed by selecting the Review Chunks button beneath the response.

When opened, excerpts are displayed in a dedicated view that lists the sections of meeting documents reviewed by the system, with the option to filter by the text or numbers found in the text of the documents.

1. Filter Chunks... can be used to search specific text or numbers within the source documents.
2. Source document name is the original file name of the document.
3. DocMax document ID refers to the number of the ID stored in DocMax.
4. Meeting type refers to the meeting type that the document belongs to, which is filtered from Meeting Hub.
5. Page indicates the page number of the source document where the chunk is located.
6. Date refers to the meeting date, which is obtained directly from Meeting Hub.
7. Contains the text from the section of the document that was reviewed.

Citations

Citations appear within the response text to indicate which parts of the answer are supported by the relevant excerpts. Each citation links the response back to the underlying excerpt and source document, allowing users to trace information in the response to its original context and review supporting material directly, as well as understand how the response has been constructed from the available documentation.

Citation Appearance and Status

Citation counts are provided on StrataMaxAI DocQuery to provide visibility over

• The total number of citations in the response.
• The number of citations that have been inspected and accepted.
• The number of citations that have been inspected and rejected.
• The number of citations to be reviewed.

The colour of a citation number will vary based on its current review status.

• Uninspected citation numbers appear black.
• The citation number currently being viewed will appear purple.
• A citation number that has been validated will appear green.
• Invalidated or flagged citation numbers appear red.

Viewing Citations

Citations can be expanded and viewed in the following ways:

1. Hover over a citation number within the response text to open the citation in a pop-up window.
   
   
   
2. Click the citation number within the response text, or click on an open pop-up window, and the citation will open in a persistent Citation Panel on the right-hand side of the page.
   
   

Reviewing Citations

While reviewing a citation, users can record their assessment using the available validation buttons. Selecting either option updates the citation’s visual status. Selection can be changed at any time. 

1. Tick confirms the citation supports the response
2. Cross indicates the citation appears incorrect, unclear or does not sufficiently support the response

Select the Complete Review button to mark all remaining uninspected citations as inspected. This action can be undone, in order to return to the individual citation review if required.

Providing Feedback on Citations

1. To provide written feedback on a citation using the Provide Feedback button.
   
   
   
2. This opens the 'Provide Citation Feedback pop-up where a selection from the drop-down must be selected, and comments can optionally be typed before clicking the Submit button.
   
   
   
   

Providing Feedback on Response

StrataMaxAI DocQuery allows users to provide feedback indicating whether the overall response was helpful or not. Simply use the Thumbs Up or Thumbs Down buttons in the bottom right.