Introduction
RecordsKeeper.AI's Prompt & Query feature transforms how you access your documents by allowing you to retrieve files through simple conversational commands. No more navigating through complex folder structures – just ask for what you need in plain language, and let AI do the work for you.
1. Access the Query Interface
Log into your RecordsKeeper.AI account
Look for the "New Query & Prompt" button at the top of your dashboard
Click to start a new search session
2. Making Your Query
Simply type your request in the chat box at the bottom of the screen. The system understands natural language, so you can ask for documents just as you would ask a colleague. For example:
"Give me the latest annual report files from the 'Annual Reports' folder"
"Retrieve all files from the 'Personal Documents' folder"
"Extract all NDAs from the 'NDAs' folder"
3. Working with Search Results
When RecordsKeeper AI finds your documents, you can:
View the number of files found
Preview files before downloading
Select multiple files using checkboxes
Share files directly via email
Copy file links for sharing
4. Sharing Documents
To share retrieved documents:
Select the files you want to share using the checkboxes
Click "Send Selected Files"
Enter recipient email addresses (separate multiple addresses with commas)
Review the files to be sent
Confirm to share
Pro Tips for Effective Queries
Be Specific:
Mention folder names in quotes for precise searches
Include file types if you're looking for specific formats
Specify time periods when relevant
Use Common Commands:
"Find" or "Give me" to retrieve documents
"Extract" when you need files from a specific folder
"Show" when you want to view documents
Filter and Refine:
Specify document types (invoices, reports, contracts)
Include date ranges or periods
Reference specific departments or categories
Example Queries
For Financial Documents
"Find Q1 2024 invoices"
"Show me all tax documents from last year"
"Get financial reports for current quarter"
For Legal Documents
"Extract all NDAs"
"Find contracts signed this month"
"Show me compliance certificates"
For Administrative Tasks
"Get all employee documents"
"Find company policies"
"Show me meeting minutes from last week"
Troubleshooting
If you're not getting the expected results:
Check folder names and spellings
Use more specific terms
Ensure you have access permissions to the requested documents
Try rephrasing your query
Best Practices
Keep folder names consistent
Use descriptive file names
Regularly organize your documents
Save frequently used queries for quick access
Conclusion
The Prompt & Query feature is designed to make document retrieval as simple as having a conversation. With these guidelines, you can efficiently manage and access your documents, saving valuable time and increasing productivity.