The AppColl AI Assist is a conversational assistant built directly into your AppColl account. It can search, retrieve, summarize, and even update information across your Matters, Tasks, Contacts, Billing, Invoices, Files, and Reports. Think of it as a knowledgeable colleague who has direct, secure access to your docketing and billing system and can perform actions on your behalf (with your approval).

Get Started Using AI Assist

Enable AI Assist

1. Hover over the Settings gear icon and select Settings.
2. Select the AI Processing tab.
3. Select the Enable AI Assist checkbox.
4. Click the Save button.

Name AI Assist and Work with Permissions (Optional)

1. Hover over the AI module and select AI Contact.
2. Enter a new name for the AI Assist in the Name fields.
3. Click the Permissions button. 

4. Review the default AI Permissions options and make any changes. You may wish to give the AI Assist permission to Modify records, Add, or even Delete records. If you wish for the AI to act without confirmation upon prompt, you can also select from the Don't confirm options.
5. Once you are finished with your selections, click the Ok button.
6. If you make any changes to either rename or modify permissions for the AI Assist, be sure to click the Save button.

Use the AI Assist

1. To open the AI Assist within any module of AppColl, simply click the Show AI Assist button. 

2. The AI Assist window opens. To hide the window at any time, click the Hide AI Assist button.
3. Type in the Prompt field to enter AI prompt text (i.e. the question you would like the AI Assist to answer).
4. Utilize the following buttons as needed within the window:
   • Save: Save the entire current conversation (all your prompts and the subsequent responses).
   • Refresh: Clear the history and restart. Note: The AI Assist is not able to restore the history. Once cleared, it is gone unless you click the Save button as detailed above.
   • Rewind to Beginning: Rewind the history all the way back to the start, concatenating all the prompts into one.
   • Rewind: Rewind one exchange.
   • Play/Stop: Re-execute one exchange at a time from the start. This button also turns into a Stop button after you enter a prompt if you wish to stop the AI Assist.
5. Drag and drop or upload files by clicking the browse link for the AI Assist to use or reference. You may also prompt the AI Assist to “load" or “attach” a file by name or File ID that is within the AppColl system. When a file is added to the window it will appear on the right-hand side of this box. The AI Assist can generate new files (CSV, PDF, DOCS, and TXT) directly from data or content you request. Note: An attached file is not automatically reused as context for unrelated questions later in the conversation. If you want the AI Assist to reference it again, mention it explicitly.
6. Select from AI models as desired.
   • Opus: The most capable of the three options. Best suited for anything requiring deep reasoning, interpretation, comparison, drafting, or handling ambiguous multi-step questions. With this capability comes slower processing speeds and higher cost.
   • Sonnet: Strong reasoning and accuracy of response with higher response times and a lower cost. Best for answering user questions about filings, summarizing documents, or guiding through a workflow.
   • Haiku: Good for lightweight, high-volume tasks such as quick lookups or simple summaries. This model is the fastest and the cheapest.
7. Select from any saved chats by clicking the Load Chat dropdown option.
8. Hover to cause an arrow to appear in order to Drag and Drop the window to make it wider or narrower.

Common Example Prompts

• Search for all matters for [client] with status Pending.
• Show me tasks due in the next 60 days for [Owner Name].
• Populate from SB/21 using AttorneyRef 12370520.
• Give me a portfolio health report.
• Find the contact info for [Inventor Name].
• Draft and send a status update email to the client.
• Attach the last file you created to this session.
• Send [Invoice Number] to the client via email.
• Add all files from the Respond to Office Action 3-Month Deadline task for this matter and draft an office action response based on the attached references and rejection. Create a Word document of the response, attach it to the task, and email it to me. 

Getting Help

You can always ask the AI Assist directly, “How do I…” for any AppColl feature and it will search the official AppColl Help Center for relevant articles and instructions. 

How to Ask Good Questions

• Be specific about identifiers. Use Attorney Reference numbers, Matter IDs, Client names, or Contact names whenever possible. This helps the AI find the exact record you mean.
• Ask in plain English. You don't need special syntax. “Show me everything due in the next 30 days” works just as well as a technical query.
• Break big asks into steps. For complex requests, the AI Assist will often confirm each step before proceeding.
• Reference “this” page or “this” chat. Since the AI Assist can see your current page, phrases like “filter this page” or “attach it here” work naturally.

Tips: If a filter or search doesn't return what you expect, try rephrasing with the exact name/spelling as it appears in AppColl (e.g., “Ms. Lilly Blossom” vs “Lilly Blossom”). You also may need to ask follow-up questions. The AI retains context within the same session for better response. 

Actions that Require your Approval

If you have enabled the ability for the AI Assist to modify or add records in permissions, some requests, especially those that create, change, or delete data, will prompt your confirmation before the AI proceeds. This includes:

• Populating or creating form letters.
• Adding or updating tasks, billing items, or matter fields.
• Sending emails. 

View and Work with AI Actions

1. To view any actions taken by the AI, hover over the AI module and select AI Actions. 
2. This page provides an audit trail of every action taken by the AI Assist in your account, such as what the Assist did, when, and who asked for it. To work with an AI Action, select the associated Row checkbox. 
3. You can undo an AI Action by clicking the Undo button. Note that there are some exceptions to being able to undo AI Actions, such as whether the AI already sent an email, it cannot then undo that sent email. 
4. You can also approve AI Actions by clicking the Approve button.