What the AI can read

The assistant in AI Chat reads a project's records with your own access. It has no account of its own, and each conversation reads one project.

Each time the assistant searches or reads, Teralo checks your permission template on the project at that moment. If you can't open a tool, the assistant can't read it, and it tells you so.

A guest's assistant sees only the rows that guest sees in each tool. Documents and mail are filtered by company for host staff as well, and the assistant applies the same filter. Learn more about hosts and guests.

An action the assistant proposes checks your permission again when you approve it. Most actions need the Add permission for that tool in your template: sending mail needs the permission to send mail, and starting an inspection the permission to carry out inspections.

A conversation belongs to the project it was started on. The assistant reads only that project's records, even if you name a record on another project you're on.

The assistant has 21 areas, and opens each one when a question needs it. Three things are always available: a project summary, the workflow steps waiting on you, and a search of the project directory.

• Mail: search, read, send and reply.
• Documents: search the register and the text on the pages, read a document's details, and read its pages.
• Contracts: search contracts and variations, read a contract with its claims and variations, and create a contract. Host staff can also read a budget summary.
• Procurement: the status and details of packages, including tenderers and due dates. Host staff only.
• Inspections: search, check status, and start an inspection.
• Observations: search, and raise an observation.
• Incidents: search incidents and injuries, and report an incident.
• Meetings: search, read details, and create a meeting.
• Safety data sheets: search, and add a safety data sheet.
• Permits: search, and create a permit.
• Bookings: search, read details, list the bookable resources, check availability, and create a booking.
• Site diary: search, and create an entry.
• Site messages: search, and create a message.
• Equipment: search the equipment inducted on the project, and register equipment.
• Method statements: search, and create a method statement.
• Submittals: search, read details, and create a submittal.
• Program: search programs and tasks, read details, and produce a look-ahead.
• Inductions: search workers, read a worker's details, site attendance and licence status.
• Workflows: read a workflow run, and act on a step.
• Photos: search photos.
• Whiteboards: search the whiteboards you created or were given access to.

Incidents, permits, site diary entries, site messages and submittals that the assistant creates are saved as drafts. A safety data sheet it adds waits for review, and a method statement is submitted for review.

The assistant acts on a workflow step through the same workflow engine as the buttons on the record, so the same rules apply. It can act on a step wherever the record would let you, including a step your manage permission lets you act on without being assigned. Learn more about approving and rejecting.

Some things the record does alongside a decision don't happen through the assistant. For example, rejecting an observation from the assistant saves no resolution notes and sends no rejection email.

• Passive fire and timesheet records. Only their workflow steps waiting on you are available.
• Payments, direct costs, cashflow, reports and dashboards. It reads the records reports are built from, but not a saved report or dashboard.
• Organisation-level records: Estimating, Tenders, Calendars, Drive, the organisation registers, organisation whiteboards, compliance documents and the organisation directory. Learn more about organisation level and project level.
• Other people's conversations.
• Anything your permissions don't cover, and anything a guest can't see.

A document search matches the title, number and notes, and the text printed on the pages. Each match on page text comes back with the page number and a snippet, for up to five pages per document. Obsolete documents are not searched.

The search matches the words as written, not their meaning. Ask with the term as it is printed, such as FRL 120 or a grid line.

Teralo reads the text layer of a PDF once, when it is uploaded. A document is found only by its register details when:

• it is a scanned or photographed PDF with no text layer (Teralo has no text recognition);
• it is not a PDF;
• it is a PDF over 40 MB.

Given a document and a page number, the assistant reads what is on the page, including a scanned page. It reads up to three pages at a time, and can read more within the same answer. It can't read a PDF over 25 MB this way.

Reading pages spends AI credits of its own. Learn more about AI credits.

An assistant you connect, such as Claude or ChatGPT, gets the same areas and the same checks. Each request names a project, so one connection reaches every project where you have Can access AI Chat. Learn more about connectors.