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How do I use AI document drafting?

AI document drafting is a powerful feature designed to transform your Word and Excel templates into completed project documents through a guided, interactive experience.

Important note: AI document drafting is currently in beta and only available to certain accounts and team members. If you would like to use it, please contact us.

AI document drafting uses your AI ready Word or Excel document templates to super-charge document creation. When you add your template to the AI assistant, it will scan the document, find all the sections and placeholders that you need to complete, break these down for you and then, using the information in your project grid, will automatically fill in the details for you.

Contents

How to Complete a Document using AI

 

To draft a document in the AI assistant:

  1. Open the AI assistant in your grid.
  2. Select New document draft.
  3. Add your document template (note, only uploaded Word (.docx) and Excel (.xlsx) are currently supported).
  4. The AI assistant will now scan your document template to ascertain the sections to be completed and what data is required (note, this can take a while, depending on the size of the document template).
  5. Once the initial processing has been completed, you will see a breakdown of each section you need to complete. The AI will also attempt to complete any section it can using the information in your grid (note, if the information needed is not in the grid, the AI will leave this blank for you to complete).
  6. You can now review the content added by AI, edit it using the editor in each section or ask the AI to draft content using the AI chat interface.
  7. Once you are happy with a section, you can mark the section complete.
  8. Once each section is complete, you have reviewed the content and you are ready to produce your final document, select Download updated document or ask in the AI chat to have the final document produced.
  9. Save your completed document as required.

Your completed document is now ready; the AI has worked with you to quickly add all the required information and produce the final document using your template.

If you want to edit this document further, simply continue to edit the sections and then download the updated document.

Your previous document drafting chats are saved in your AI chat history so that you can restart these at any time, they are saved automatically and kept for 30 days.

What Information does the AI have access to?

When helping you, the AI assistant has access to the same data as when you use the AI chat:

  • All the content and structure i.e. stages, themes, elements, labels and stage gates.
  • All the delivery data within the grid i.e. end dates, completion dates, RAG, status, flags etc.
  • The details of all team members with access to the grid i.e. assignees, experts etc.

It does not have access to:

  • Comments within the grid, elements or stage gates.
  • Files uploaded to or linked from the grid.
  • Files or websites in the AI source libraries assigned to the grid.

AI Document Drafting Best Practice

The effective use of AI hinges on the quality of information and instruction that you give to the AI. Without quality input in the form of your document templates, the information in your grid and the quality of your chat prompts, the AI will struggle to effectively create documents for you.

Document Templates Best Practice

To get the best from AI document drafting and to make it a quick and effective part of your workflow, you need quality document templates. Here are some of the best practices we recommend:

Data placeholders

If you want data from the grid to be inserted automatically into the document, provide clear placeholders e.g. if you want the ‘project name’ to be inserted, add a placeholder for this in the document template wherever your want this to appear i.e. [project-name]. Also ensure that the project name is easily identified and retrieved from your grid e.g. in an element have ‘Project name: My Project Name’.

AI Instructions

You want to give the AI and your team members, clear instructions as to what you want in each section of your document template. These instructions for AI and for humans need not be different, they should be the same, we have provided some examples below:

Executive Summary

[Insert a high-level executive summary of this project. Formatting: 2-3 paragraphs of plain text.]

Project Purpose

[Insert a concise statement describing the fundamental reason for the project. This should reflect the underlying need or problem being addressed and align with the client’s or organisation’s strategic objectives. Guidance: The purpose should answer “why is this project being undertaken?” rather than “what is being delivered?”. Formatting: 2-3 paragraphs of plain text.]

Project Objectives

[Insert the key objectives that the project must achieve. Objectives should be specific, measurable, and aligned with the overall project purpose. Guidance: Objectives should describe desired outcomes rather than activities, and where possible include measurable targets (e.g. cost, schedule, performance, quality). Formatting: Bullet point list, using bold for the objective name.]

  • Objective 1
  • Objective 2
  • etc.

Grid Information Best Practice

The document drafting AI only knows what you tell it, and the way you tell it, is to have the information in your project grid. As outlined above, the AI has access to the information in your grid, so all you need to do is ensure the information needed to complete your documents, is in your grid e.g.

  • Add all the information to a project information element.
  • Have areas within elements in which your team adds key project information
  • Add the documents relating to the project to a source library and then use these to build an element or elements, containing all this information using AI templates.

Example AI Document Templates

We have provided two example templates for you to try out and learn from to build your own AI optimised templates:

  1. Example AI Excel Template (Risk Assessment Form) > Download here
  2. Example AI Word Template (Project Execution Plan Starter) > Download here

How to Get Advice and Help

You can contact us to get help and advice at any time.