GovAI is capable of working directly with most common documents (ex. Word, PDF, Excel), enabling you to swiftly analyze, compare, and extract insights without manual review. We'll first look at how you can work with files in GovAI and then look at some sample use cases. Note that this article focuses on working with text-based documents, if wish to learn more about working with data-based documents (Excel, CSV), please refer to this article.
Uploading a File
From the GovAI prompt screen click on Attach a File, or drag a drop the file anywhere over the GovAI window.
Select the file of your choice and allow a moment for a file to be processed. Note that you may receive a warning from DataShield if your file contains any PII or sensitive information.
Once the file is process you can enter your text prompt to instruct GovAI on how it can help you. Let's look at some example of how you can use this feature.
Practical Use Cases
In general this feature allows you to quickly understand, distill, or analyze documents - this is especially useful for large documents. For example you can ask GovAI to "summarize this document into 3 paragraphs" or "identify the compliance requirements in this policy document". Let's look at more specific use cases:
Marketing and Communications
Social Media: Upload social media content plans or reports to quickly summarize key points, helping to streamline review meetings and strategy sessions.
Campaign Performance: Upload reports on marketing campaign performance to extract insights, identify trends, and make data-driven decisions for future campaigns.
Human Resources
Training Manuals: Upload training manuals to extract key points and create concise guides for employees, ensuring important information is easily accessible.
Employee Feedback: Upload employee feedback forms to extract common themes and areas for improvement, making it easier to address concerns and enhance workplace satisfaction.
Public Safety
Incident Reports: Upload incident reports to summarize key details, helping public safety officials quickly assess situations and make informed decisions.
Procedure Manuals: Upload safety procedure manuals to highlight critical protocols and ensure all personnel are familiar with essential guidelines.
Emergency Plans: Upload emergency response plans to summarize key actions and responsibilities, ensuring quick access to vital information during a crisis.
Public Works
Project Proposals: Upload project proposals to extract key details such as budget estimates, timelines, and resource requirements. This helps streamline the review and approval process.
Maintenance Reports: Upload maintenance reports to summarize recurring issues, upcoming maintenance schedules, and resource needs, aiding in effective planning and resource allocation.
Regulatory Documents: Upload regulatory and compliance documents to highlight critical requirements and ensure all public works projects adhere to necessary standards.
Finance
Budget Plans: Upload budget proposals to extract and highlight key allocations, anticipated expenses, and revenue projections, aiding in thorough budget reviews and decision-making.
Audit Documents: Upload audit reports to summarize findings, recommendations, and compliance issues, making it easier to address concerns and implement corrective actions.
With all of these examples we're working with a single file, if you wish to learn and explore ideas on using GovAI with multiple files this article is for you.