Documents and AI Chat – NXT Construction Support

Documents and AI Chat work together to create an intelligent knowledge base for your organization. Upload company documents, and the AI assistant can instantly search and answer questions using those documents as its source of truth. No more digging through folders or emailing colleagues to find information.

How It Works

The system has two main components:

Documents — Your company's uploaded files (PDFs, Word docs, and more) that serve as the knowledge base
AI Chat — An AI-powered assistant that reads those documents and answers your questions in natural language

When you ask a question, the AI uses semantic search to find the most relevant information across all uploaded documents. Unlike keyword search, semantic search understands the meaning behind your question, so you can ask naturally and still get accurate results. For advanced features like tool calling, Extended Thinking, Smart Search, and file generation, see AI Chat Tools and Smart Search.

Diagram or screenshot showing the flow: User asks question → AI searches documents → AI returns answer with citations

Using the AI Chat

Starting a Conversation

Navigate to the Home screen or the chat interface
Type your question in the chat input (e.g., "What is our expense reimbursement policy?")
Press Enter or click the send button
The AI will search your company's documents and provide an answer

AI Chat conversation showing a user question and AI response with source citations

Citations and Sources

When the AI answers a question, it includes citations that link back to the source documents. This lets you:

Verify the answer against the original document
Read more context around the specific section referenced
Open the source document directly

Conversation History

The AI remembers context within a conversation, so you can ask follow-up questions without repeating yourself:

Example:

You: "What is our PTO policy?"
AI: "According to the Employee Handbook, full-time employees receive..."

You: "How do I request time off?"
AI: "To request PTO, follow these steps from the handbook..."

Start a new conversation when you want to ask about a completely different topic.

Searching Conversations

Use the search bar at the top of the conversation list to find past conversations. Type a keyword or phrase and results appear instantly, showing matching conversations with relevant snippets and timestamps. Click a result to jump to that conversation.

Tips for Asking Good Questions

Be specific — "What is the reimbursement limit for travel meals?" is better than "Tell me about travel"
Use natural language — Ask questions the way you'd ask a colleague
Ask follow-ups — Build on the AI's answer to dig deeper
Reference specifics — Mention document names or topics if you know them

Customizing AI Behavior

You can personalize how the AI responds through Customize Responses — click the gear icon in the chat page top navigation bar. See the Getting Started guide for the full list of AI preferences including model, tone, response length, and AI role.

Admin Chat (Administrators)

Tenant administrators have access to Admin Chat — an enhanced version of the AI Chat available from the Home screen. Admin Chat provides the same conversational AI experience with additional diagnostic capabilities:

Enhanced diagnostics — View detailed information about how the AI processes each query, including which documents were searched and how results were ranked
Message analysis — Analyze individual AI responses to understand how the AI arrived at its answer
Troubleshooting — Identify why certain questions may not return expected results, helping administrators improve the document library

To access Admin Chat, click Admin Chat on the Home screen. This tile is only visible to users with the tenant administrator role.

Admin Chat interface showing the enhanced diagnostics view with message analysis options

Company Documents

The AI assistant is only as good as the documents it has access to. Administrators upload and manage the company document library that powers the AI's knowledge base.

Supported Document Types

The system supports common document formats including:

PDF — Policy documents, handbooks, manuals, reports
Word documents — Procedures, guidelines, templates
Text files — Plain text documentation

Documents are automatically processed and indexed for semantic search after upload. Large documents are split into searchable chunks so the AI can find and cite specific sections.

How Search Works

When you ask a question, the system:

Analyzes the meaning of your question using semantic understanding
Searches all document chunks for the most relevant content
Applies boost scores to prioritize authoritative sources (admin-tagged documents rank higher)
Generates a natural language answer with citations

Document Library (Administrators)

Administrators manage the document library through the Document Library tile on the Home screen. This is the admin panel for uploading, organizing, and managing all company documents that power the AI knowledge base.

Document Library

The Document Library panel shows all uploaded documents organized into folders. The library includes:

Folder view — Documents organized into folders with file counts
Filters — Filter by type, status, and tags
Sort — Sort by date or other criteria
Multiple views — Switch between folder, list, and grid views
Search — Search across all documents

Uploading Documents

Open Document Library from the Home screen
Click Upload for a single file or Bulk Upload for multiple files
Documents are automatically processed and indexed for AI search
Once processing is complete, the AI can search and cite the new content

Document Library panel showing folder structure, filters, and Upload/Bulk Upload buttons

Egnyte Sync

The Document Library panel includes an Egnyte Sync tab for organizations that use Egnyte for cloud storage. This integration allows you to sync documents from Egnyte directly into the Stix and Brix document library, keeping your knowledge base up to date without manual uploads.

History

The History tab shows a log of document uploads, deletions, and changes, giving administrators visibility into how the library has evolved over time.

Boost Tags

Click Boost Tags in the top right to manage boost categories. Boost tags help the AI prioritize the most authoritative documents in search results. Tagged documents rank higher when employees ask related questions.

Analytics

Click Analytics in the top right to access document and conversation analytics. This helps administrators understand:

Which documents are cited most frequently
What questions employees are asking
Gaps in the knowledge base (questions without good answers)
Usage patterns and adoption metrics

Document Library showing Boost Tags and Analytics buttons in the top right corner

Personal Documents (My Docs)

In addition to the shared company library, you may have access to My Docs — a personal document space where you can upload files for your own reference. Personal documents are only searchable by you.

Best Practices

For All Users

Ask before searching — Try the AI chat first before manually searching through folders
Check citations — Always verify important answers against the source document
Use follow-ups — Ask the AI to clarify or elaborate instead of starting over

For Administrators

Keep documents current — Remove outdated documents and upload updated versions
Use boost categories — Tag authoritative documents so the AI prioritizes them
Review analytics — Monitor what employees are asking to identify missing documentation
Organize with folders — Use folder tags for semantic boosting of related documents

Troubleshooting

AI says it can't find an answer

Problem: The AI responds that it doesn't have information on your topic.

Solutions:

The relevant document may not be uploaded yet — contact your administrator
Try rephrasing your question with different terms
Be more specific — narrow your question to a particular topic

AI gives an incorrect or outdated answer

Problem: The AI provides information that seems wrong.