NovekAI User Guide

Introduction

Welcome to Novek.ai, the intelligent document management platform designed to transform how organizations handle their documents and information. This comprehensive user guide will help you navigate the platform's features and capabilities, ensuring you can maximize the value of NovekAI for your organization.

Getting Started

Accessing the Platform

Cloud Deployment

If your organization uses the cloud deployment of Novek.ai:

1. Open your web browser and navigate to your organization's NovekAI URL
2. Enter your credentials (username/email and password)
3. If configured, complete any multi-factor authentication steps
4. You will be directed to the NovekAI dashboard

On-Premise Deployment

If your organization uses the on-premise deployment of Novek.ai:

1. Connect to your organization's network (or VPN if accessing remotely)
2. Open your web browser and navigate to the internal NovekAI URL
3. Enter your credentials and complete authentication
4. You will be directed to the NovekAI dashboard

User Interface Overview

Dashboard

The dashboard is your starting point in Novek.ai, providing:

• Quick access to recent documents
• Overview of document activities and notifications
• Shortcuts to common tasks and workflows
• System status and announcements
• Personalized widgets based on your role and preferences

Navigation

The main navigation menu provides access to key areas of the platform:

• Search: Advanced document search capabilities
• Documents: Document management and organization
• Workflows: Access to document workflows and tasks
• Analytics: Reports and insights on document usage
• Administration: System configuration (for admin users)

User Profile

Access your user profile to:

• Update personal information
• Manage notification preferences
• Configure display settings
• View activity history
• Manage API keys (if applicable)

Document Management

Uploading Documents

Manual Upload

To upload documents manually:

1. Navigate to the Documents section
2. Click the "Upload" button
3. Select files from your computer or drag and drop them
4. Add metadata as required
5. Click "Upload" to complete the process

Bulk Upload

For uploading multiple documents at once:

1. Navigate to the Documents section
2. Click "Bulk Upload"
3. Select multiple files or a folder
4. Configure batch metadata settings
5. Start the upload process
6. Monitor progress in the upload queue

Email Submission

If configured, you can submit documents via email:

1. Compose a new email to your organization's NovekAI email address
2. Attach documents to the email
3. Use the subject line and email body for metadata (as configured)
4. Send the email
5. Documents will appear in your NovekAI account

Organizing Documents

Folders and Collections

Organize documents using:

• Folders: Hierarchical organization similar to file systems
• Collections: Dynamic groupings that can contain documents from different folders

To create a folder:

1. Navigate to the Documents section
2. Click "New Folder"
3. Enter a name and description
4. Set permissions if needed
5. Click "Create"

To create a collection:

1. Navigate to Collections
2. Click "New Collection"
3. Enter a name and description
4. Add documents by searching or browsing
5. Click "Save"

Tagging

Use tags to categorize documents across folders:

1. Select a document or open its details
2. Click "Manage Tags"
3. Add existing tags or create new ones
4. Save your changes

Metadata Management

Enrich documents with metadata:

1. Select a document or open its details
2. Click "Edit Metadata"
3. Fill in or modify metadata fields
4. Save your changes

Note: Many metadata fields may be automatically populated by Novek.ai's AI capabilities.

Viewing and Editing Documents

Document Viewer

The document viewer provides:

• High-fidelity rendering of various document formats
• Text selection and copying
• Annotation tools
• Page navigation for multi-page documents
• Zoom and fit options
• Side panel for metadata and properties

Annotations

Add annotations to documents:

1. Open a document in the viewer
2. Select the annotation tool (highlight, note, drawing, etc.)
3. Create your annotation on the document
4. Add any annotation text or properties
5. Save the annotation

Version Control

Manage document versions:

1. Open a document's details
2. Click "Upload New Version" to update the document
3. View version history to see previous versions
4. Compare versions to see changes
5. Restore previous versions if needed

Searching and Finding Information

Basic Search

Use the search bar at the top of the interface to:

1. Enter keywords or phrases
2. View instant results as you type
3. Select a result to open the document

Advanced Search

For more complex searches:

1. Click "Advanced Search" next to the search bar
2. Specify search criteria using multiple fields
3. Combine criteria with AND/OR operators
4. Filter by document properties, metadata, date ranges, etc.
5. Save searches for future use

Natural Language Search

Leverage Novek.ai's AI capabilities with natural language queries:

1. Enter questions or descriptive phrases in the search bar
2. The system will interpret your intent and find relevant documents
3. Results are ranked by relevance to your query

Example queries:

• "Find safety reports from the last quarter"
• "Show me contracts expiring next month"
• "Where are the maintenance procedures for pump station 3?"

Saved Searches

Save frequently used searches:

1. Perform a search with your desired criteria
2. Click "Save Search"
3. Name your search and add a description
4. Access saved searches from your dashboard or search page

AI Assistant

Chatbot Interface

Interact with Novek.ai's AI assistant:

1. Click the chat icon in the lower right corner
2. Type your question or request
3. The AI will respond with information from your documents
4. View document references in the response
5. Click references to open source documents

Document Q&A

Ask questions about specific documents:

1. Open a document in the viewer
2. Click the "Ask AI" button
3. Enter your question about the document
4. Receive answers based on the document content
5. Follow up with additional questions for clarification

Information Extraction

Extract specific information from documents:

1. Select a document or open its details
2. Click "Extract Information"
3. Choose the type of information to extract (dates, entities, values, etc.)
4. Review the extracted information
5. Save or export the results

Workflows

Accessing Workflows

Access document workflows:

1. Navigate to the Workflows section
2. View available workflow templates
3. See your assigned tasks
4. Monitor workflow progress

Starting a Workflow

Initiate a new workflow:

1. Select a document or multiple documents
2. Click "Start Workflow"
3. Choose a workflow template
4. Fill in any required workflow parameters
5. Click "Start" to begin the workflow

Completing Tasks

Complete workflow tasks assigned to you:

1. Go to your task list in the Workflows section
2. Select a task to open it
3. Review the associated documents and instructions
4. Complete the required actions
5. Submit the task to move the workflow forward

Monitoring Workflows

Track workflow progress:

1. Navigate to the Workflows section
2. Select "Active Workflows"
3. View the status of each workflow
4. See completed and pending tasks
5. Access workflow history and audit trail

Collaboration

Sharing Documents

Share documents with colleagues:

1. Select a document or open its details
2. Click "Share"
3. Enter recipient names or email addresses
4. Set permission levels (view, edit, etc.)
5. Add an optional message
6. Click "Share" to send

Comments and Discussions

Collaborate through document comments:

1. Open a document in the viewer
2. Click the comments icon or select text to comment on
3. Enter your comment
4. Tag colleagues using @ followed by their name
5. Submit your comment
6. Reply to existing comments to create threads

Notifications

Stay informed about document activities:

1. Receive notifications when:
   • Documents are shared with you
   • Comments mention you
   • Workflows require your attention
   • Documents are updated
2. Access notifications from the bell icon in the header
3. Configure notification preferences in your user profile

Analytics and Reporting

Document Analytics

Gain insights into document usage:

1. Navigate to the Analytics section
2. View document access statistics
3. See most frequently accessed documents
4. Track document lifecycle metrics
5. Analyze search patterns and effectiveness

User Activity Reports

Monitor user engagement:

1. Navigate to the Analytics section (admin access required)
2. Select "User Activity"
3. View login statistics and active users
4. See document creation and modification trends
5. Track workflow participation

Custom Reports

Create tailored reports:

1. Navigate to the Analytics section
2. Click "Create Report"
3. Select report type and parameters
4. Configure visualization options
5. Save and schedule the report if needed

Mobile Access

Mobile Web Interface

Access NovekAI on mobile devices:

1. Open your mobile browser
2. Navigate to your organization's NovekAI URL
3. Log in with your credentials
4. Use the responsive interface optimized for mobile

Key Mobile Features

Mobile-optimized capabilities include:

• Document viewing and basic editing
• Search functionality
• Task completion in workflows
• Notifications and alerts
• Document capture using device camera

Administration (for Admin Users)

User Management

Manage system users:

1. Navigate to Administration > Users
2. View existing users
3. Create new user accounts
4. Edit user properties and permissions
5. Deactivate or delete user accounts

Role and Permission Management

Configure access controls:

1. Navigate to Administration > Roles
2. View existing roles
3. Create new roles with specific permissions
4. Assign users to roles
5. Configure role hierarchies if needed

System Configuration

Configure system settings:

1. Navigate to Administration > Settings
2. Adjust general system parameters
3. Configure security settings
4. Set up integration parameters
5. Customize user interface elements

Monitoring and Maintenance

Monitor system health:

1. Navigate to Administration > System
2. View system status and performance metrics
3. Check storage usage and quotas
4. Review system logs
5. Schedule maintenance tasks

Best Practices

Document Organization

Optimize your document management:

• Develop a consistent folder structure
• Use descriptive document names
• Apply metadata consistently
• Create collections for cross-cutting concerns
• Regularly review and clean up document repositories

Search Optimization

Improve search effectiveness:

• Use specific terms in natural language queries
• Save frequently used searches
• Provide feedback on search results
• Ensure documents have complete metadata
• Use filters to narrow down large result sets

Workflow Efficiency

Streamline workflow processes:

• Select appropriate workflow templates for different document types
• Set realistic deadlines for workflow tasks
• Monitor workflow progress regularly
• Identify and address bottlenecks
• Collect feedback for workflow improvement

Security Practices

Maintain document security:

• Use strong, unique passwords
• Enable multi-factor authentication if available
• Be mindful of document sharing permissions
• Regularly review access rights
• Report suspicious activities to administrators

Troubleshooting

Common Issues

Solutions for frequent challenges:

Document Upload Failures

• Check file size limits
• Verify supported file formats
• Ensure stable network connection
• Try uploading smaller batches

Search Problems

• Check spelling and try alternative terms
• Use fewer, more specific keywords
• Verify document permissions
• Contact admin if index may need rebuilding

Workflow Delays

• Check for tasks awaiting action
• Verify all required fields are completed
• Ensure assignees have appropriate permissions
• Contact workflow owner for escalation

Getting Help

Access support resources:

1. Click the Help icon in the interface
2. Browse the knowledge base
3. View video tutorials
4. Contact support through the help desk
5. Consult your organization's NovekAI administrator

Glossary

AI Assistant: The intelligent chatbot interface that answers questions based on your document content.

Collection: A dynamic grouping of documents that can span multiple folders.

Document Lifecycle: The stages a document goes through from creation to archival or deletion.

Extraction: The AI-powered process of identifying and capturing specific information from documents.

Metadata: Structured information about documents, such as author, date, category, etc.

Natural Language Search: The ability to search using conversational questions rather than keywords.

OCR (Optical Character Recognition): Technology that converts images of text into machine-readable text.

Role-Based Access Control: Security model that restricts system access based on user roles.

Tagging: The process of applying labels to documents for organization and retrieval.

Workflow: A defined sequence of tasks and approvals for document processing.

Conclusion

This user guide provides a foundation for using NovekAI effectively. As you become more familiar with the platform, you'll discover additional features and capabilities that can further enhance your document management processes. Remember that NovekAI is designed to learn from your usage patterns, so the system will become more tailored to your needs over time.

For additional assistance, please contact your organization's NovekAI administrator or the NovekAI support team.