# Alloovium Documentation > Complete product documentation for Alloovium — AI-native document intelligence and > compliance for the construction industry. Index of individual pages: https://www.alloovium.com/llms.txt ## Documentation Source: https://www.alloovium.com/en/docs All systems operational # Help & guides Guides and answers for getting the most out of Alloovium — from your first upload to project-wide workflows. [Getting Started](/en/docs/guides/getting-started)[AI Assistant](/en/docs/guides/ai-assistant)[Projects](/en/docs/guides/projects)[Changelog](/en/docs/changelog) ## Explore the platform [Working in AllooviumOne platform for the whole project: cited answers across your documents, routines that run your check-ins and reports, template filling and registers.Start with the user guide](/en/docs/guides/getting-started) [REV CREV DDocument controlVersion control and a defensible audit trail for every construction document. Clause-level diffs, trade markups, subcontractor packs and portal submissions.Read the document control guide](/en/docs/guides/exchange) [WXOALLOOVIUMOffice add-insAlloovium inside Word, Excel, and Outlook. Document chat, register-building, and project-aware email triage — without leaving Microsoft 365.Read the add-ins guide](/en/docs/guides/add-ins) ## Quickstart paths Pick the role that fits and start in the right place. [10 minConstruction professionalYou manage documents, registers, and submissions. Get the AI assistant working across your project.Start with the User Guide](/en/docs/guides/getting-started) [5 minM365 adminYou roll out the Word, Excel, and Outlook add-ins to your team. Centrally deployed via the M365 admin centre.Push the manifest](/en/docs/guides/getting-started) ## Popular guides What teams reach for most. [Document HubUploading documents](/en/docs/guides/projects/uploading) [AI AssistantAsking questions](/en/docs/guides/ai-assistant/asking-questions) [AI AssistantCitations](/en/docs/guides/ai-assistant/citations) [AI AssistantWorkflows](/en/docs/guides/workflows) [Document generationTemplate filling](/en/docs/guides/template-filling) [Document HubDrawing intelligence](/en/docs/guides/projects/drawing-intelligence) [IntegrationsSharePoint](/en/docs/guides/integrations/sharepoint) [Document controlClause diffs](/en/docs/guides/exchange/clause-diffs) Docs Assistant ## Get answers without reading the whole page. Ask anything about Alloovium — features, API endpoints, integrations, billing. Answers come from the docs directly, with clickable references that take you straight to the source. Ctrl/⌘ + K opens full search Ask the docs Try asking Every answer is drawn only from the documentation, and links to the exact page it came from. Press Enter to ask ## Community & support [Join the communityGet help from the Alloovium team and other users.Get in touch](mailto:zander@alloovium.com) [Need help?Get in touch with our support team directly.Contact Support](mailto:zander@alloovium.com) --- Canonical page: https://www.alloovium.com/en/docs --- ## Changelog Source: https://www.alloovium.com/en/docs/changelog Changelog # Changelog A high-level release history built from shipped product changes. It focuses on customer-visible progress, keeps sensitive implementation detail out of view, and makes it easier to see how quickly the product has been moving. April–July 2026Major release ## One product: Routines, Portal, and Conformance Alloovium consolidated into a single product. Exchange and Compliance were folded in as capability areas, Workflows became Routines, and the construction integration set expanded significantly. AutomationIntegrationsCollaborationPlatform * +Merged Exchange (document version control and audit trail) and Conformance (compliance and attention) into the one Alloovium product — no more separate apps. * +Renamed Workflows to Routines: a linear, review-gated chain of trigger, action, and logic blocks that retrieve, reason, draft, and hand back for approval. * +Expanded construction integrations — a deeper Procore connection plus Autodesk APS, Aconex, Asite, Newforma, ProjectWise, Trimble Connect, Bluebeam, and Fieldwire, all via a self-hosted Nango. * +Introduced Action Items that turn a site update or meeting into a pre-filled variation or RFI draft. April 9, 2026Major release ## Docs, Developer Access, and Review Workflow Control Alloovium opened up a much broader public surface while tightening the workflows and review tools people use every day. Developer & DocsAutomationAI & Analysis * +Refreshed the docs experience with a full guide, API reference, developer portal, and a rebuilt changelog. * +Expanded public developer access around API keys, MCP, capability docs, and clearer integration guidance. * +Upgraded the workflow library with filters, favourites, pins, run controls, grid/list view, and draft persistence. * +Improved review workflows with inline authorship cues, co-author support, and richer change review states. April 7-8, 2026Major release ## Notifications, Scheduling, and Customer-Facing Automation Automation moved from one-off runs to something teams can schedule, monitor, and trust. AutomationCollaborationPlatform * +Shipped scheduled workflows with calendar preview, named runs, timezone support, and delivery notifications. * +Introduced a clearer notification center and stronger email notification coverage. * +Smoothed approval flows so review work is saved reliably and can trigger automatically from document revisions. * +Turned the new Workflows hub into a clearer home for personal, scheduled, and shared work. April 5-6, 2026Major release ## Workflow Studio, Monthly Reports, and Management Plans This release window pushed document automation much closer to a polished production workflow. AutomationAI & Analysis * +Launched natural-language workflow creation with a redesigned create experience. * +Upgraded Monthly Report Fill with built-in templates, two-panel preview, editable results, and clearer progress stages. * +Shipped Management Plan generation end to end inside the product. * +Reworked workflow creation and history views to make ongoing automation easier to manage. Performance work in this window also reduced workflow launch overhead and improved sync throughput. April 4, 2026Release window ## Tender Reviews and Delivery Planning Construction-specific workflow coverage expanded beyond generic document analysis into delivery planning and tender support. AutomationIntegrationsPlatform * +Added Tender Review, Tender Copy Forward, and Lookahead Schedule Generator flows. * +Moved advanced document generation toward a chat-style wizard experience. * +Made upload, retry, and processing states easier to understand during long-running work. * +Improved processing speed for fast-path document types and newly created workflow runs. April 1-3, 2026Major release ## Compliance Wizard, AI Brain, and Onboarding Overhaul A major product-facing release that connected guided compliance work, project intelligence, and first-run product experience. AI & AnalysisCollaborationPlatform * +Launched the ISO 9001 Gap Register and Compliance Wizard with guided evidence review, clause review, fix-gaps, and packaging steps. * +Turned AI Brain and Timeline into visible product surfaces for project intelligence and memory-style context. * +Rebuilt onboarding around role-aware steps, better demos, and real document previews. * +Moved change requests, versioning, project sharing, and reviews forward together as a more coherent workflow. March 29-31, 2026Major release ## Decision Intelligence and AI Brain The product moved from answering questions to surfacing higher-level project intelligence. AI & AnalysisIntegrations * +Built AI Brain into a dedicated intelligence workspace for memories, entities, and patterns. * +Expanded decision intelligence across timelines, entity relationships, briefings, scenarios, and predictive signals. * +Improved contradictions, risk scoring, and document-level intelligence so users can act on findings more easily. * +Broadened the intelligence story beyond documents by pulling in more communication and integration context. March 23-28, 2026Major release ## Template Fill, Document Generation, and Compliance A large release window that made structured output generation feel like a real product line rather than a single tool. AI & AnalysisAutomationPlatform * +Matured template filling with search, filters, versioning, live progress, review flow, and source citations. * +Shipped evidence-backed document generation with stronger style fidelity and cleaner citation support. * +Introduced a fuller compliance platform with standards, assessments, evidence scanning, and ongoing health tracking. * +Added full-text search, multilingual marketing pages, and more polished editing flows. March 9-18, 2026Major release ## Sync Reliability and Processing Speed The platform spent this period getting much more reliable under real-world document and sync load. IntegrationsPlatformAI & Analysis * +Made SharePoint sync far more reliable across browsing, progress recovery, duplicate handling, and large-file imports. * +Improved bulk upload and document processing speed so large workspaces felt more responsive. * +Sharpened citation and highlight accuracy across PDFs, Word files, spreadsheets, and text content. * +Matured editing and review flows with better previewing, revision handling, and long-running progress feedback. March 2-8, 2026Major release ## Teams, Approvals, and Richer File Support Collaboration and file support moved closer to the shape needed for larger organisations. CollaborationAutomationAI & Analysis * +Expanded teams, project memberships, sharing controls, and approval flows. * +Added voice input, stronger workflow templates, and more informative execution views. * +Improved support for spreadsheets and other file types across chat and workflows. * +Turned change impact and contradiction analysis into more concrete product experiences. February 27-28, 2026Release window ## Word Add-in and Operational Polish This sprint focused on reliability and utility in the Word add-in and other high-touch operational surfaces. AutomationPlatform * +Pushed the Word add-in forward with stronger ask, fill, review, citation, and streaming behaviour. * +Added duplicate upload detection and clearer confirmation flows to reduce accidental rework. * +Improved upload persistence, chat continuity, and stale-job recovery. * +Made image viewers and highlight alignment more dependable. February 14-17, 2026Major release ## Identity Refresh and Connected Workspaces Workspaces became easier to enter, easier to trust, and more tightly connected to the documents they contain. CollaborationIntegrationsPlatform * +Overhauled authentication with a cleaner sign-in experience and more stable workspace entry. * +Added project document attachments and workflow assistant chat to make conversations more context-rich. * +Expanded connected workspace behaviour around SharePoint and broader file coverage. * +Improved release speed to support faster product iteration. February 1-13, 2026Major release ## Workflows 2.0 Foundation This was a foundational release window: less visible than later launches, but important to many of them. AutomationPlatform * +Rebuilt workflow execution around reusable execution plans, validation, evidence handling, and export steps. * +Started landing new workflow templates and stronger natural-language handoff into automation. * +Introduced more explicit safety, policy, and repair checks around generated outputs. * +Expanded the public site with a contact form, analytics, and broader product polish. January 8-31, 2026Major release ## Extraction Accuracy and Citation Precision Alloovium spent most of January getting much better at reading dense project documents and pointing users back to the right place. AI & AnalysisIntegrationsAutomation * +Overhauled table extraction, layout detection, and reading order for dense construction documents. * +Made citation mapping and highlight navigation much more precise inside project chat. * +Expanded the workflow canvas with zoom, pan, and clearer execution visuals. * +Improved SharePoint sync, folder filtering, MSG support, and DOCX viewing. December 19-31, 2025Major release ## Projects and Workflow Foundations By late December, the product had moved beyond a demo shell and started to resemble a usable document platform. AutomationAI & AnalysisPlatform * +Moved workflow execution from basic prototypes toward reusable multi-step automation. * +Improved document highlighting and citation anchoring in a way users could immediately feel. * +Made project chat and assistant responses more grounded and more usable on real documents. * +Stabilised background processing enough to support larger ingestion flows. December 8-18, 2025Release window ## Cloud Transition and Team Foundations This was the move from a very early build toward a hosted product with real team workflows. PlatformCollaboration * +Shifted from an early local setup toward hosted deployment and cloud operations. * +Stabilised the dashboard, landing pages, upload flows, and assistant surface. * +Introduced teams and the first referencing pipeline. * +Started hardening security and release workflows. September to November 2025Release window ## Prototype Launch and First Cited Chat The earliest branch history shows the product taking shape from an initial prototype into a usable cited-chat experience. PlatformAI & Analysis * +Set up the initial product scaffold, early deployments, and first history views. * +Restored the first working cited chat loop with PDF extraction and conversation management. * +Started SharePoint-related groundwork and document history improvements. * +Closed out the first prototype cycle with better citation preview and history syncing. --- Canonical page: https://www.alloovium.com/en/docs/changelog --- ## Add-ins for Microsoft 365 — Overview Source: https://www.alloovium.com/en/docs/guides/add-ins Add-ins # Alloovium inside Microsoft 365 Two task panes — Word and Excel — that put your project's documents, registers, and AI assistant right next to whatever you're already working on. Screenshot The two add-ins, side-by-side Word answers questions about the open document, Excel builds and audits registers. ## What you get The Alloovium add-ins are not separate products — they're the same project, documents, and AI assistant you use on the web, surfaced as a task pane inside Word and Excel. Sign in once and your active project follows you across both. Each add-in is tuned to its host. Word focuses on what's selected in the document. Excel understands the active sheet's structure. One install, two surfaces The add-ins are deployed and signed in independently, but they share the same Alloovium account, the same projects, and the same Vault. Anything ingested in one shows up in the other. ## Choose an add-in | Add-in | You use it for | Best when | | -------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------- | | [Word](/en/docs/guides/add-ins/word) | Ask questions about the open document, accept AI-suggested edits, run "fill" workflows that draft contract clauses from your Vault. | You're reading or marking up a contract, scope, or specification. | | [Excel](/en/docs/guides/add-ins/excel) | Build obligation registers, variation registers, milestone schedules, and liquidated-damages calculators directly into a sheet with citations. | You're building or auditing a register, or comparing contracts side-by-side. | ## How they all work Every add-in opens as a task pane on the right side of the host app. Click **Open Alloovium** in the Home ribbon and the pane slides in. The first time you open it, you'll be asked to sign in — the same login as alloovium.com. The shared building blocks across both: * **Project picker** — every action runs against an active project. Word and Excel ask you to pick one. * **Chat**— natural language Q&A scoped to your project plus the current document. Every answer cites the source files it was drawn from. * **Approvals queue** — anything the AI wants to write back (edits, register rows) lands in a review queue first. You accept or reject before it touches the document. * **Workflows** — multi-step jobs your org has defined, like "extract obligations" or "draft RFI response", runnable from any add-in. Screenshot Shared layout Project picker at the top, content in the middle, approvals queue at the bottom — same shape in both add-ins. ## Compatibility | Host | Required version | Notes | | --------------- | ----------------------------------- | ------------------------------------------------------------------------------------------------------------------------------ | | Microsoft Word | Microsoft 365 (any current channel) | Desktop (Windows / macOS) and Word on the web. Word 2019 perpetual is not supported — the add-in needs current Office.js APIs. | | Microsoft Excel | Microsoft 365 (any current channel) | Desktop and Excel on the web. Custom functions (=ALLOOVIUM.\*) require a recent build. | Microsoft 365 only The add-ins require Microsoft 365 (formerly Office 365). Standalone "Office 2021" and earlier perpetual builds do not have a recent enough Office.js runtime. ## Next steps * →[Install & deploy](/en/docs/guides/add-ins/install) — push the add-ins to your team via the Microsoft 365 admin centre, or sideload them on a single machine to try. * →[The Word add-in](/en/docs/guides/add-ins/word) — chat, edits, and contract-fill workflows. * →[The Excel add-in](/en/docs/guides/add-ins/excel) — registers, variations, and contract comparison. --- Canonical page: https://www.alloovium.com/en/docs/guides/add-ins --- ## Excel add-in Source: https://www.alloovium.com/en/docs/guides/add-ins/excel Excel add-in # Alloovium in Microsoft Excel Turn contracts into auditable spreadsheets. Build registers, fill templates, and apply chat-driven edits through a single approval queue — every value tied to the source clause that produced it. Three tabs in the bottom nav — Chat, Workflows, Edits. Header has the project picker and the overflow menu; ContextBar shows the live sheet read. ## Overview The Excel add-in plugs into Microsoft 365 Excel as a task pane. It understands the active sheet's structure, knows the active Alloovium project, and writes back to the workbook only through a single auditable path — every mutation runs inside one `Excel.run` transaction, so a partially-applied register is impossible. The pane has three tabs in the bottom nav: | Tab | What it does | | --------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Chat | Q&A over the active project with the active workbook as context. Plain-English instructions that the planner turns into a preview-then-apply set of operations. | | Workflows | Hub of structured workflows — Fill Template at the top, Obligations Register and Variations Register below. Each opens its own sub-view; sub-tools (LD calculator, flow-down checker, milestone dates) live inside the Variations register. | | Edits | Chat-driven edits awaiting human review. Three segments — Awaiting me, Submitted, History. A static role-based authority table decides who can approve a given edit. | ## Open the task pane 1. 1 Install the add-in Centrally deployed via the M365 admin centre or sideloaded per machine. See the install guide. 2. 2 Open the workbook Any .xlsx — on disk, OneDrive, or SharePoint. New blank workbooks work too. 3. 3 Click "Open Alloovium" in the Home ribbon The task pane appears on the right. 4. 4 Sign in and pick the project First-run only. The same project picker as the web app — pick whichever contract or project this workbook is for. If the add-in recognises the workbook (see below), it'll suggest a project for you. ## Sheet detection & auto-match The first thing the add-in does is look at the active sheet. It samples the header row and a handful of sample rows, and asks the backend to classify the sheet — obligation register, variation register, milestone schedule, or something else. The detected sheet type appears in the context bar and tunes the suggested actions. Separately, when you open a workbook, the add-in tries to recognise it as a project you already have in Alloovium. The match scores filename, sheet names, and header/sample-row content against your accessible projects. A confident match shows a banner suggesting that project; you can accept or dismiss it per-document. Vault freshness Once a project is selected, a background poll checks for newer documents every 90 seconds. If anything's changed in the Vault, a **StalenessBanner** appears with a one-click Refresh. ## Chat tab The Chat tab is conversational Q&A over the active project, with the active workbook as live context. Every chat message sends a workbook context block — the header row, up to thirty sample rows, and the current selection — wrapped in XML delimiters that the LLM treats as untrusted data, not instructions. The intent classifier routes every message to one of six intents: | Intent | Behaviour | | -------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | plan | The user described a structured change with values they already supplied or that are obvious from the sheet — "highlight row 5", "set B2 to 100", "colour overdue rows red". Backend returns a typed ExcelOperation plan (set\_value, set\_formula, highlight, insert\_row, clear\_range). Plan goes to the Edits tab for review; once accepted, ops apply atomically inside one Excel.run. | | populate | An edit whose values must first be retrieved from project documents — "fill column D with milestone dates from the contract". The AI searches the Vault, then proposes cell edits. On empty sheets the planner can skip the approval step and apply directly to fill a blank register. | | workbook\_qa | A question about the sheet itself — its data, structure, or totals. No document lookup, no mutations. Also the safe default for greetings and ambiguous input. | | document\_qa | A question about the content inside the project's uploaded documents. Retrieves from the Vault; citations come back as source chips under the assistant message. | | project\_meta | A question about the document collection itself — counts, inventory, what files exist — rather than what any one document says. "What documents do we have?", "how many files are uploaded?" | | out\_of\_scope | A substantive off-topic request (a recipe, the weather, a joke). The assistant declines politely. Bare greetings and acknowledgements are never treated as out of scope. | ## Workflows tab The Workflows tab is a hub. Clicking any card swaps the body to that workflow's sub-view; a back arrow in the sub-view header returns to the hub. Fill Template (orange-bordered hero with AI badge) sits at the top; Obligations Register and Variations Register cards open their sub-views. The context bar at the top of the pane reads the active sheet so the planner can route suggestions correctly. * **Fill Template** — the hero card. Mirrors the Word add-in's Document Fill: point it at a template-shaped sheet, pick a Vault, and the planner drafts a value for each blank with a source citation, then writes the full batch into the workbook in one atomic transaction. * **Obligations Register** — opens the obligations sub-view (see below). Build the register from the project's parsed contracts, filter, and sync into the sheet. * **Variations Register** — opens the variations sub-view (see below). Houses the change-order register plus three sub-tools: LD Calculator, Flow-Down Checker, Milestone Dates. ## Obligations register The Obligations Register sub-view builds an auditable obligation register from the project's parsed contracts. Point it at a project Vault and it produces one row per obligation with party, action, due date, cadence, severity, clause reference, and the verbatim source text. ### Building the register 1. 1 Open a blank or partially-filled register sheet The add-in detects existing register layouts and switches the CTA from "Import" to "Update register" — it appends rows without disturbing what's there. 2. 2 Click "Generate from vault" Extraction kicks off across every processed document in the project. Production runs through a Celery queue; the pane subscribes to progress updates and lists obligations as they arrive. 3. 3 Filter and review Filter by severity or obligation type; bulk-select up to 500 rows; deep-link from a clause chip back into Chat to ask about it. 4. 4 Sync to sheet Writes the register into the workbook in a single atomic transaction. Citations live in a hidden column you can show on demand. Contradiction flags The Obligations view has a Contradictions toggle that surfaces flags from the LLM contradiction checker — places where two obligations on the same project disagree on party, value, or date. Each flag links back to both source clauses. ## Variations & calculators The Variations Register sub-view covers change-order workflows. Extract variations from notices, RFIs, and instructions into a structured register; or build a fresh variation log from scratch. Each row shows VO number, status pill, cost impact, time impact, source clause, approver, and submitted date. * **Send for approval** — kick a variation into the project approval workflow without leaving Excel. * **Sync to sheet** — write the full register into `A1:H{N+1}` with a dark header row. The same sub-view exposes three calculators, opened in an overlay: | Sub-tool | What it does | | ----------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | LD Calculator | Liquidated damages — rate × delay, with daily and weekly caps. "Look up" pre-fills daily rate and cap from the contract's LD clause via the same custom-function backend used by =ALLOOVIUM.CLAUSE. | | Flow-Down Checker | Head-vs-sub gap analysis. Assign Head / Sub / Skip per source document; the backend returns gaps with proposed subcontract wording for each missing obligation. | | Milestone Dates | Every dated obligation bucketed into Overdue / Due soon (≤14 days) / Upcoming / No specific date. | ## Edits tab Anything Chat is about to write to the sheet — register rows, formula changes, formatting — passes through the Edits tab first. It's the approvals queue: three segments at the top of the tab. * **Awaiting me** — edits assigned to you for review, with an op-kind chip summary, the first three operations, and a "Show all N operations" toggle for the rest. * **Submitted** — edits you've sent to someone else for review. * **History** — applied and rejected edits, filterable and exportable to CSV. Accepting an edit runs the operations inside one `Excel.run` transaction. A **StatusPill** at the top surfaces the outcome — "Vault updated · N cells synced" on apply, "Edit rejected · Vault unchanged" on reject. Authority thresholds Approval authority follows a fixed, role-based table — the **Authority Thresholds**dialog shows it read-only: up to $10,000 sits with the Project Manager, $10,000–$100,000 with the Contract Manager, and anything over $100,000 with the Board. It’s a reference table, not a per-user setting. Segmented control at the top — Awaiting me · Submitted · History. A green StatusPill confirms the last apply ("Vault updated · 12 cells synced"). Each WorkbookEditCard shows a Pending chip, the title, op-kind chip row (Set / Highlight / Insert row), the first three operations as monospace previews, and a Show-all-N link for the rest. ## Custom functions The add-in registers a custom-function namespace in Excel under `=ALLOOVIUM.*`. Use them like any built-in formula — they call the Alloovium backend asynchronously and return live values, reading the Clerk token from `OfficeRuntime.storage` set by the task pane on sign-in. | Function | What it returns | | ------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | \=ALLOOVIUM.ASK(question, projectId) | A RAG answer grounded in the project Vault documents, or "Not found in documents." when there is no supporting source. | | \=ALLOOVIUM.CLAUSE(question, projectId, \[documentId\]) | The matching clause text from the project's indexed contracts — the same backend that powers the LD Calculator's "Look up" affordance. Pass an optional documentId to limit the search to one file. | | \=ALLOOVIUM.DUEDATE(milestone, projectId) | Parsed ISO date (YYYY-MM-DD) for a named milestone (e.g. "Practical Completion", "defects liability end") matched against the project's extracted obligations. | Asynchronous by design Custom functions run against the backend asynchronously. They read the Clerk token from `OfficeRuntime.storage`— so sign in through the task pane first — and surface a friendly error in the cell if you’re signed out, the session expired, or the backend is unreachable. ## Known limits * **Offline runs queue.** Online status is surfaced in the header. When offline, chat plan and populate calls go onto a durable queue (cap 50, 24 h TTL) and replay when you reconnect. Reads serve from React Query's cache where available. * **Sheet detection is heuristic.** Unusual layouts may misclassify — re-detect manually if the suggested actions don't fit. * **Sheet size matters.** Very large sheets (tens of thousands of rows) sample slowly. Filter or work on a smaller range when possible. * **Bulk delete capped at 500 rows.** The Obligations bulk-delete action processes up to 500 obligation IDs per request — paginate larger removals. ## Next steps * →[Install the add-in](/en/docs/guides/add-ins/install) on your machine or push it to your team via the M365 admin centre. * →[The Word add-in](/en/docs/guides/add-ins/word) — same patterns, applied to documents instead of registers. --- Canonical page: https://www.alloovium.com/en/docs/guides/add-ins/excel --- ## Install & deploy the add-ins Source: https://www.alloovium.com/en/docs/guides/add-ins/install Add-ins # Install & deploy Two deployment paths — centralised admin push or single-machine sideload. ## Choose an install path | Path | Who it's for | Reach | | ------------------------------- | ---------------------------------------------------------- | ------------------------------------------------------------------------ | | M365 admin centre (centralised) | IT admins rolling out to a team, department, or whole org. | All Microsoft 365 apps — desktop, web, mobile — for everyone you assign. | | Sideload (per machine) | Individuals trying the add-in, or developers testing. | One machine, current user only. | Recommendation For pilots, sideload on one machine to validate the add-in works in your tenant. For real rollout, use the M365 admin centre — it's the only path that survives machine rebuilds. ## Centralised deploy (M365 admin) The most robust path. Once deployed, the add-in shows up automatically for every user you've assigned it to, on every Microsoft 365 app they sign into. No per-machine work. ### Prerequisites * You're a **Global Admin** or **Exchange Admin** in the M365 tenant * You have the add-in manifest URL from Alloovium (provided during onboarding) * Multi-factor authentication ready on the admin account ### Steps 1. 1 Sign in to admin.microsoft.com Use a Global Admin or Exchange Admin account. MFA is required for Integrated apps. 2. 2 Settings → Integrated apps → Get apps "Get apps" opens the catalogue. The Alloovium add-ins may not be in the public catalogue yet — use "Upload custom apps" instead and choose "Provide link to manifest file". 3. 3 Paste the manifest URL Word and Excel each have their own manifest URL. Repeat the upload step once per add-in. 4. 4 Assign users Pick "Specific users / groups" and select who gets it. Or pick "Entire organization" for a full rollout. "Test deployment" is also an option for a pilot group. 5. 5 Confirm and wait Microsoft propagates the deployment to users' Office apps within a few hours (sometimes up to 24h on the first push). Users will see "Open Alloovium" in the Home ribbon next time they restart. Screenshot M365 admin centre — Integrated apps The Integrated apps page where Alloovium add-ins are uploaded as custom apps. Manifest URLs Word and Excel each have their own host. The manifests live at `https://word-addin.alloovium.com/manifest.xml` and `https://excel-addin.alloovium.com/manifest.xml`. Don't host a copy — point directly at the canonical URL so Microsoft picks up updates automatically. ## Sideload on one machine Sideloading installs the add-in for a single user on a single machine. Useful for quick trials before committing to a full rollout — or for development. ### Word and Excel on macOS 1. 1 Download the manifest Save manifest.xml from the URL Alloovium provides (Word and Excel have separate manifests). 2. 2 Drop the manifest into the Word/Excel WEF folder Word: \~/Library/Containers/com.microsoft.Word/Data/Documents/wef/. Excel: \~/Library/Containers/com.microsoft.Excel/Data/Documents/wef/. Create the wef folder if it doesn't exist. 3. 3 Restart Word or Excel The add-in appears in the Home ribbon as "Open Alloovium". ### Word and Excel on Windows 1. 1 Put the manifest on a network share or local folder Anywhere both the user and the trust setting can reach. 2. 2 Trust the folder in Office File → Options → Trust Center → Trust Center Settings → Trusted Add-in Catalogs. Add the folder path and tick "Show in Menu". Restart Office. 3. 3 Insert → My Add-ins → Shared Folder The add-in appears in the list. Click it once to install for this user; it stays installed until you uninstall. ### Word and Excel on the web (any OS) 1. 1 Open Word or Excel on the web office.com → Word or Excel → any document. 2. 2 Insert → Add-ins → Upload My Add-in Browse to the manifest.xml file and upload. The add-in installs for the current document and this user's account. ## First-run sign-in The first time a user opens any add-in they'll be asked to sign in to Alloovium. The sign-in is a popup that uses the same identity provider as the web app — if your tenant uses SSO, the popup completes silently. Popup blockers The sign-in dialog opens as a popup. If users have a strict popup blocker, they may not see the prompt. Whitelist `*.alloovium.com` in your default browser's popup settings. ## Updates Add-in code and UI updates happen on the Alloovium side — there's nothing for you to redeploy. The manifest URL stays stable; Microsoft fetches the latest assets from it each time the pane opens. If the manifest itself changes (a new entry point, a new ribbon button, a new permission), users' Office apps will pick up the new manifest within a few hours. For centralised deploys, Microsoft pushes manifest changes through the same background sync as the initial deploy. ## Troubleshooting ### The Open Alloovium button doesn't appear * Centralised deploy: give it 24h after first push. Restart the Office app. * Sideload (Word/Excel macOS): make sure the manifest is in the right WEF folder for the host app — Word and Excel each have their own. * Sideload (Windows): re-check the Trusted Add-in Catalogs entry has "Show in Menu" ticked. ### Sign-in popup doesn't appear or fails * Whitelist `*.alloovium.com` in popup blocker settings. * If your tenant uses Conditional Access, ensure the Alloovium app is granted access. Talk to your Alloovium contact for the app ID. * Clear cached Office credentials on the machine, then re-open the pane. ### Add-in shows but actions hang * Check the network — the pane needs HTTPS access to `au-api.alloovium.com`. * For self-hosted Alloovium, confirm the API endpoint is HTTPS (HTTP is blocked by Office). * Open the add-in's developer tools (right-click inside the pane → Inspect) and check for blocked requests in the network tab. ## Next steps * →Back to [the Add-ins overview](/en/docs/guides/add-ins). --- Canonical page: https://www.alloovium.com/en/docs/guides/add-ins/install --- ## Word add-in Source: https://www.alloovium.com/en/docs/guides/add-ins/word Word add-in # Alloovium in Microsoft Word A task pane with three surfaces — Chat, Workflows, Edits — wired into the same backend as the web app. Ask about a selection, accept structured edits, fill a draft contract from your Vault. Bottom tab bar switches between Chat, Workflows, and Edits. The header carries the project picker and overflow menu; the ContextBar shows the live document read. ## Overview The Word add-in is a Microsoft 365 task pane wired into the same Alloovium backend as the web app. It always knows three things at once: your active project, the document you have open, and any text you have selected. That context drives three nav surfaces, switched from the bottom tab bar: | Surface | What it does | | --------- | ---------------------------------------------------------------------------------------------------------------------------------------------- | | Chat | Q&A over the active project, with the open document and selection as context. Every answer comes with citations back to the source clauses. | | Workflows | Two hero workflows — Document Fill and Generate Document — plus any org workflows tagged for Word. All run with live SSE progress. | | Edits | Reviewable structured edits, applied via Office.js. Accept, reject, or accept all; then push the new revision to the Vault with Save to Vault. | The header carries the project picker and a preferences panel. Sign-in uses Clerk; an offline banner appears at the top of the shell when the backend is unreachable so you know when actions will queue. ## Open the task pane 1. 1 Install the add-in Once-per-machine setup. M365 admins can push it to a whole team via the admin centre, or a single user can sideload it. See the install guide for both paths. 2. 2 Open any Word document Works on .docx files on your computer, in OneDrive, or on SharePoint. No special document format is needed. 3. 3 Click "Open Alloovium" in the Home ribbon The task pane slides in on the right. First time, you'll be asked to sign in with the same Clerk account as alloovium.com — the dialog opens in a popup window. 4. 4 Pick an active project From the project picker at the top of the pane. Everything you do from this point on is scoped to that project's Vault and chat history. Keyboard shortcuts The pane registers a few hotkeys: `Cmd/Ctrl+Enter` sends a chat, `/` opens the prompt picker, `Cmd/Ctrl+K` starts a new chat, `Esc` cancels the active stream, and `?` opens a shortcut help overlay. ## Document recognition When you open a document, the add-in classifies it heuristically into one of contract, specification, report, proposal, meeting minutes, RFI, or drawing register. The detected kind appears as a chip under the Quick Actions row and tunes the suggested prompts and the workflows that surface first. The chip is informational; it doesn’t auto-switch projects. To scope your work to a project, pick one in the project picker at the top of the pane. ## Chat & ask about a selection The Chat surface behaves like the web assistant, with one extra trick: selection-awareness. Whenever you highlight text in the document, a **HighlightAsk**card appears in the pane and quietly attaches the selection as context for your next message — there’s no button to press. Just highlight, type your question, and the reply is grounded in what you selected. A dismiss control drops the selection if you don’t want it carried along; clearing the highlight removes it automatically. Selection-aware card — a "Selected text · in context" header with a dismiss control, and the live selection rendered as an italic preview below. It appears passively the moment you highlight; no quick-action buttons. Every answer comes with citations that open the source document. For in-document citations the add-in calls Word's `Range.select()`, which auto-scrolls; external citations open in the Vault viewer. As you type, an action-intent classifier decides whether the message is an ask, a fill, a workflow request, or an edit. If it smells like a workflow, a **WorkflowStatusCard** appears with a one-click "Run as workflow" affordance. If it's a compliance check, the findings render inline as severity-tagged cards under your message. What does it know? The add-in sees the document text, your active selection, and any document you've ingested into the active project. It does not see other Word documents you have open, and it never sees content from projects you haven't selected. ## Edits & Save to Vault When a workflow or agent produces structured edits, they show up in the **Edits** surface. Each suggestion shows the original passage, the proposed replacement, and a rationale. * **Accept** applies the change inline via Office.js — it lands as a normal edit you can undo with `Ctrl/⌘ + Z`. * **Reject** dismisses the suggestion and removes it from the queue. * **Accept all** applies every remaining suggestion in one batch. The Vault is not updated automatically Accepting edits changes the live Word document only. To make the Vault reflect the new revision, click **Save to Vault** in the Edits panel — that uploads the current `.docx` as rev N+1 on the matched document. If someone else updates the document in the Vault while you have it open, a banner offers to reload so you don't accept findings against a stale copy. Each suggestion card has a numbered badge, title, and chevron. Expanded: rationale, Before (red) and After (green) diff blocks, plus navigate / apply / dismiss controls. Save to Vault sits in the footer. ## Document Fill Document Fill is the flagship workflow for Word. Point it at a draft contract with blanks (placeholders, square brackets, empty heading rows) and pick a Vault of reference material. Alloovium drafts a fill for each blank, cites where the value came from, and lands them in a review pane before anything touches the document. ### Running a fill 1. 1 Open the draft document Any .docx with recognisable blanks. Common patterns auto-detect: "\[Insert\]" markers, "TBD", empty heading rows in registers, and standard contract placeholder syntax. 2. 2 Open the Workflows surface → Document Fill The pane lists all workflows tagged for Word, with Document Fill at the top. 3. 3 Pick a Vault in the VaultSelector The Vault is where the AI looks for source material — past contracts, project facts, party lookup tables. You can pick the active project's Vault or any other Vault you have access to. 4. 4 Watch FillProgress stream SSE-streamed progress per blank. You can keep editing the document while the fill runs in the background. 5. 5 Review each draft The FillReview pane shows every blank, the drafted value, and the source citation. Edit any value inline before accepting. Skip the ones you want to fill yourself. 6. 6 Insert as tracked changes Fills are written into the document at the correct anchor points as Word tracked changes — nothing is committed silently. You then accept or reject each section from its review card (or Accept all), so the fill lands section by section under your control. Regenerate clears a section's prior tracked change before reinserting. Select → Fill → Complete stepper at the top; the "Filling the template" card streams stage updates (Analysing template → Planning content → Filling placeholders → Filling tables → Writing sections → Finalising). The Edits tab badges any suggestions generated mid-run. Summary at the top — filled / accepted / rejected / pending counts — plus an Accept-all-pending shortcut. Each section row has Accept (orange), Reject, and Regenerate controls; the expanded row reveals the drafted value and a source citation. ## Generate Document Generate Document is the second hero workflow in the Workflows tab. Unlike Document Fill — which pours content into a template you already have — Generate writes a brand-new document from a prompt, the project’s Vault, and whatever is already in the active document as context. ### Three steps 1. 1 Prompt Pick a project (or All projects), write a prompt describing the document you want, optionally narrow retrieval to specific source documents, and add tone/audience instructions. The form lives inside a single field-group layout so all inputs stay visible. 2. 2 Write The backend streams an outline first, then per-section content. Stage chips show progress live; sections land into the active Word document as they arrive — you can watch the document compose itself. 3. 3 Complete A summary card shows the generated title, section count, the project that supplied sources, and a Review hint asking you to fact-check before sending the document on. From here, Generate another resets the form. Project, Prompt, and Source documents field groups; the orange Generate CTA kicks off streaming. Stepper at the top shows Prompt active, with Write and Complete still ahead. Same Edits surface as Fill Sections produced by Generate land in the Edits panel as structured suggestions you can accept inline. Save to Vault on the Edits panel pushes the final document as a new revision once you’re happy. ## Running workflows Any workflow your team has built and tagged for Word shows up in the **Workflows** tab. Each row has a name, description, and a Run button that opens the workflow detail view with its input schema (documents, project, fields). Once running, progress streams live into the pane over SSE — every step (pending / running / done / failed) updates in order. You can keep editing the document while the workflow runs. Results land where they belong: edits in the Edits panel, fills in the FillReview pane, plain answers in the chat thread. Define workflows once, run everywhere Workflows are defined on the web. Any workflow tagged for Word is automatically available in this add-in — Excel-tagged workflows show up in the Excel add-in, Outlook-tagged in Outlook. ## Known limits * **Offline reads only.** An offline banner appears when the backend is unreachable; chat send is disabled with a tooltip. Mid-stream actions complete, but new requests have to wait for the connection to come back. * **One project per session.** The pane is scoped to a single project at a time. Switch projects with the picker at the top — there's no multi-project chat in the add-in. * **Document recognition is heuristic.**The classifier is informational only; it doesn’t auto-switch projects. Scope your work by picking a project in the project picker. * **Backend must be HTTPS.** The add-in cannot talk to plain http://. For self-hosted Alloovium, terminate TLS at a proxy before the request reaches the API. ## Next steps * →[Install the add-in](/en/docs/guides/add-ins/install) on your machine or push it to your team via the M365 admin centre. * →[The Excel add-in](/en/docs/guides/add-ins/excel) — same patterns, applied to registers, variations, and contract comparison. --- Canonical page: https://www.alloovium.com/en/docs/guides/add-ins/word --- ## Admin & Teams Setup Source: https://www.alloovium.com/en/docs/guides/admin Administration # Admin & teams setup Everything you need to stand up your organization in Alloovium: adding your colleagues, deciding who can do what, grouping people into teams, and connecting single sign-on. ## Overview An organization in Alloovium is your company workspace. It holds your projects, documents, templates and the people who work on them. This guide covers the one-time setup an administrator performs: inviting people, granting them the right access level, organizing them into teams, and connecting sign-on. Most of this is managed from the `Organization` area, under the `People` tab. For day-to-day sharing of individual projects and documents, see [Teams](/en/docs/guides/collaboration) and [Sharing](/en/docs/guides/collaboration/sharing). This page focuses on setting the organization up, not the everyday collaboration that follows. The Organization area with the People tab selected, showing members, teams and roles. ## Your organization One company, one workspace. Everyone you invite becomes a member of it. When your company is provisioned, a single organization is created and you are set up as an administrator. Every person you invite joins this same organization and shares its projects, document library, templates and standards. A person belongs to exactly one organization. You manage the organization from the `Organization` area, which is divided into a few tabs: | Tab | What it holds | | -------- | --------------------------------------------------------- | | Library | Shared documents available across your projects. | | Company | Company profile, and the standards and codes you work to. | | Contacts | Your directory of companies and external contacts. | | Playbook | Default project structure and reusable lessons. | | People | Members, teams and roles — where most admin work happens. | ## Inviting people Send an email invitation and choose the person's role and teams up front. You add colleagues by sending an email invitation from the `People` tab. Each invitation carries a role and, optionally, one or more teams — so people land with the right access from their first sign-in. 1. 1 Open the People tab Go to the Organization area and select People, then choose to invite a member. 2. 2 Enter the email address Add the person’s work email. You can review existing members and recent invitees to avoid duplicates. 3. 3 Choose a role Pick a role from your organization’s role catalogue. The role determines the person’s access level. 4. 4 Assign teams (optional) Add the person to one or more teams so they immediately see the right projects. 5. 5 Send the invitation Alloovium emails a secure, time-limited link. When the person accepts, their account is provisioned on your organization. Pending invitations are listed on the People tab, where you can revoke one that was sent in error or is no longer needed. Invitations expire after a set period, so a stale link cannot be used later. Accepting an invitation The invited person clicks the link in the email, signs in, and is added to your organization automatically. They do not need to be added a second time once they accept. ## Roles & access levels A role sets how much a person can do across the organization. Roles map to a set of organization-wide access levels. The access level is what governs administrative capability; the role label (for example a job title such as Site Engineer or HSEQ Manager) is what you assign day to day, and it carries the access level with it. | Access level | Intended for | Can manage the organization | | ------------- | ---------------------------------------------------------------------------- | --------------------------- | | Org admin | People who administer the whole workspace — members, teams, settings. | Yes | | Project admin | People who lead individual projects and their teams. | Within their projects | | User | Everyday members who work on projects they are given access to. | No | | Viewer | People who need read-only visibility into projects they are given access to. | No | Your organization also keeps a catalogue of roles that reflect real construction job titles — for example Project Manager, Superintendent, Site Manager, Contracts Manager or Safety Officer. Each catalogue role is linked to one of the access levels above, so choosing a role for a person sets both their job title and their access in one step. Administrators can add, edit or archive catalogue roles to match how your teams are organized. Project- and folder-level access The access levels here are organization-wide. Access to a specific project or folder is set separately when you share it. For the granular, per-project permission model, see [Permissions](/en/docs/guides/collaboration/permissions). ## Teams Group people so you can grant access to projects in one move. A team is a group of people within your organization. Teams make access management simpler: grant a team access to a project and every member of that team inherits it, rather than adding each person one by one. Teams can be nested, so a division can contain the crews that report into it. ### Internal, external and company teams Teams come in a few flavours. An `internal` team is the usual grouping of your own members. An `external` team holds outside individuals — for example a client or subcontractor contact who does not have a full account — so you can share specific material with them. A `company`team links to an entry in your Contacts directory and reuses that company's identity. You manage teams and their members from the `People` tab. Within a team, members carry a team role, and you can grant the team access to a project as read-only, read-write, or admin. ## Sign-in & SSO Alloovium uses a managed identity layer for secure sign-in. Sign-in is handled through a managed authentication layer. People sign in with their credentials and, once verified, are placed into your organization based on the invitation they accepted. Their session is validated on every request, so access follows the role and teams you assigned. If your company requires a specific sign-in method for your rollout — such as connecting your identity provider — arrange this during onboarding so it is configured before you invite people at scale. An org admin can also enforce multi-factor authentication across the organization, requiring every member to complete a second verification step at sign-in. Invite first, then sign in A person must have an accepted invitation to your organization before they can reach your workspace. Signing in without an invitation does not grant access to your projects or documents. ## Organization settings Company profile, standards, playbook and workspace-level controls. Beyond people, the Organization area holds settings that shape how your whole workspace behaves. These are worth setting early so new projects and generated documents start from the right defaults. | Setting | Where | What it does | | ---------------- | ------------ | --------------------------------------------------------------------- | | Company profile | Company tab | Your company name and description, used across the workspace. | | Standards | Company tab | The codes and standards you work to, which inform reviews and checks. | | Project skeleton | Playbook tab | A default folder structure applied to new projects. | | Lessons | Playbook tab | Reusable lessons that resurface on relevant documents. | Administrators can also manage encryption settings for the organization, including the option to use a customer-managed key. If a member needs to leave the organization, they can do so from the Company tab; this removes them and revokes their team access, and it cannot be undone. Leaving is permanent Leaving an organization revokes access immediately and is not recoverable. If you are the only administrator, appoint another org admin before you leave so the workspace is not left unmanaged. --- Canonical page: https://www.alloovium.com/en/docs/guides/admin --- ## AI Assistant Source: https://www.alloovium.com/en/docs/guides/ai-assistant AI Assistant # AI Assistant Your intelligent document analysis companion. Ask questions, get cited answers, and explore your documents through natural conversation. ## Overview The AI Assistant is the primary way to interact with your documents in Alloovium. It provides a conversational interface that lets you ask questions in plain language and receive accurate, cited answers drawn directly from the documents in your project. Unlike a general-purpose chatbot, the AI Assistant is always grounded in your project documents. Every answer links back to the specific passage it was derived from, so you can verify the source and navigate directly to the relevant section of the original file. The chat interface supports multi-turn conversations, so you can ask follow-up questions, request clarifications, or explore a topic in depth across multiple messages — all within the same context window. ## Asking Questions You can ask the AI Assistant anything related to the documents in your project. Questions can be broad ("What are the key deliverables in this contract?") or highly specific ("What is the liquidated damages clause in section 12?"). The assistant handles both. The assistant is context-aware throughout a conversation. If you ask "What does it say about payment terms?" followed by "And what are the penalties for late payment?", it understands that the second question continues the same thread. 1. 1 Open a project Navigate to a project with uploaded and processed documents in the Document Hub. 2. 2 Open the AI Assistant Click the chat icon in the sidebar or use the keyboard shortcut Cmd+K to open the assistant panel. 3. 3 Type your question Enter your question in the text field at the bottom of the chat panel and press Enter or click Send. 4. 4 Review the answer and citations The assistant responds with an answer and numbered citations. Click any citation to jump to the source passage. 5. 5 Ask follow-up questions Continue the conversation by asking follow-ups — the assistant retains context from the entire thread. Query tip Phrasing your question as you would ask a colleague often produces the best results. For example: "Does this contract include a warranty period, and if so, how long is it?" works better than "warranty period duration". ## Citations Every answer generated by the AI Assistant includes numbered citations that link directly to the source passages in your documents. Citations appear as superscript numbers within the answer text, and a full reference list appears below the response showing the document name, page number, and a short excerpt. Clicking a citation opens the referenced document in the document viewer and highlights the exact passage that the assistant used to construct its answer. Multiple sources When an answer draws from more than one document, each citation is numbered separately so you can see exactly which portion of the answer came from which source. This is especially useful when comparing information across contracts or specifications. ## File Attachments In addition to querying documents already in your project, you can attach files directly to a chat message. This is useful when you want to ask a one-off question about a file without adding it permanently to the project. Supported formats for direct chat attachments include PDF, DOCX, XLSX, PPTX, CSV, TXT, PNG, JPG, and TIFF. Files attached in chat are processed immediately for the duration of the conversation and are not stored in the project unless you explicitly choose to add them. File size limit Individual files attached directly in chat are limited to 20 MB. For larger documents, upload them to the Document Hub first and then query them through the assistant. ## Voice Input The AI Assistant supports voice dictation, allowing you to speak your questions instead of typing them. This is particularly useful during site visits or when you want to quickly dictate a longer question. 1. 1 Click the microphone icon The microphone icon is located on the right side of the message input field. Click it to begin recording. 2. 2 Speak your question Speak clearly into your microphone. Your words appear as text in the input field in real time. 3. 3 Stop recording Click the microphone icon again to stop. Edit the transcription if needed. 4. 4 Send the message Press Enter or click Send to submit your question to the assistant. ## Sharing Conversations Chat threads in the AI Assistant can be shared with other members of your team. When you share a conversation, recipients can view the full exchange — questions, answers, and citations — without needing to re-run the queries themselves. To share a conversation, open the conversation menu (the three-dot icon at the top right of the chat panel) and select "Share". Shared conversations are read-only. Permissions Sharing a conversation does not automatically share the underlying documents. Recipients who are not already members of the project will see the answers and citations, but may not be able to click through to view the source document. ## Background Mode For complex queries that may take longer to complete — for example, queries that synthesise information across a large number of documents — you can run them in background mode. You don't have to stay on the chat: submit your question and go work on other things (or close the browser tab) while the assistant processes the request. You'll get a notification within the application when the chat completes, and optionally via email (configurable in your notification settings), so you can pick up right where you left off. When to use background mode Background mode is best for queries across 20 or more documents, or for complex multi-step questions that require synthesising a large amount of information. For quick factual lookups, standard mode is faster. --- Canonical page: https://www.alloovium.com/en/docs/guides/ai-assistant --- ## Asking Questions Source: https://www.alloovium.com/en/docs/guides/ai-assistant/asking-questions AI Assistant # Asking Questions Ask anything about your project documents in plain language and get accurate, cited answers in seconds. ## Asking Questions You can ask the AI Assistant anything related to the documents in your project. Questions can be broad ("What are the key deliverables in this contract?") or highly specific ("What is the liquidated damages clause in section 12?"). The assistant handles both. The assistant is context-aware throughout a conversation. If you ask "What does it say about payment terms?" followed by "And what are the penalties for late payment?", it understands that the second question continues the same thread. docs.guides.asking\_questions.p3 1. 1 Open a project Navigate to a project with uploaded and processed documents. 2. 2 Open the AI Assistant Click the chat icon in the sidebar or use the keyboard shortcut Cmd+K to open the assistant panel. 3. 3 Type your question Enter your question in the text field at the bottom of the chat panel and press Enter or click Send. 4. 4 Review the answer and citations The assistant responds with an answer and numbered citations. Click any citation to jump to the source passage. 5. 5 Ask follow-up questions Continue the conversation by asking follow-ups — the assistant retains context from the entire thread. Query tip Phrasing your question as you would ask a colleague often produces the best results. For example: "Does this contract include a warranty period, and if so, how long is it?" works better than "warranty period duration". --- Canonical page: https://www.alloovium.com/en/docs/guides/ai-assistant/asking-questions --- ## Citations Source: https://www.alloovium.com/en/docs/guides/ai-assistant/citations AI Assistant # Citations Every AI answer links back to the exact source passage it was drawn from. Click any citation to navigate directly to the document. ## Citations Every answer generated by the AI Assistant includes numbered citations that link directly to the source passages in your documents. Citations appear as superscript numbers within the answer text, and a full reference list appears below the response showing the document name, page number, and a short excerpt. Clicking a citation opens the referenced document in the document viewer and highlights the exact passage that the assistant used to construct its answer. Answer with inline citation numbers and a reference list below Multiple sources When an answer draws from more than one document, each citation is numbered separately so you can see exactly which portion of the answer came from which source. This is especially useful when comparing information across contracts or specifications. --- Canonical page: https://www.alloovium.com/en/docs/guides/ai-assistant/citations --- ## Sharing Conversations Source: https://www.alloovium.com/en/docs/guides/ai-assistant/sharing AI Assistant # Sharing Conversations Share AI chat threads with team members so they can view questions, answers, and citations without re-running the queries. ## Sharing Conversations Chat threads in the AI Assistant can be shared with other members of your team. When you share a conversation, recipients can view the full exchange — questions, answers, and citations — without needing to re-run the queries themselves. To share a conversation, open the conversation menu (the three-dot icon at the top right of the chat panel) and select "Share". Shared conversations are read-only. Permissions Sharing a conversation does not automatically share the underlying documents. Recipients who are not already members of the project will see the answers and citations, but may not be able to click through to view the source document. --- Canonical page: https://www.alloovium.com/en/docs/guides/ai-assistant/sharing --- ## Voice Input Source: https://www.alloovium.com/en/docs/guides/ai-assistant/voice-input AI Assistant # Voice Input Speak your questions instead of typing them. Voice input is ideal for quick queries during site visits or when dictating longer questions. ## Voice Input The AI Assistant supports voice dictation, allowing you to speak your questions instead of typing them. This is particularly useful during site visits or when you want to quickly dictate a longer question. 1. 1 Click the microphone icon The microphone icon is located on the right side of the message input field. Click it to begin recording. 2. 2 Speak your question Speak clearly into your microphone. Your words appear as text in the input field in real time. 3. 3 Stop recording Click the microphone icon again to stop. Edit the transcription if needed. 4. 4 Send the message Press Enter or click Send to submit your question to the assistant. docs.guides.voice\_input.callout\_support\_title docs.guides.voice\_input.callout\_support\_body --- Canonical page: https://www.alloovium.com/en/docs/guides/ai-assistant/voice-input --- ## Collaboration Source: https://www.alloovium.com/en/docs/guides/collaboration Collaboration # Collaboration Work together with your team on shared projects with fine-grained permissions and flexible sharing controls. ## Overview Alloovium is built for teams. Multiple users can work in the same project simultaneously, share AI conversations, and control exactly who can see or modify each piece of content. Project settings showing team members list with roles and invite button ## Teams Teams (labelled "Groups" in the app) are collections of people within your organisation. Create teams to reflect how your business is structured — for example Estimating, Contracts, or Project Management — so you can grant a whole group access to a project's content at once instead of adding members one by one. Open **People** from the left sidebar, then click **New Group** at the top right. Give the team a name — its URL fills in automatically — add an optional description, and click **Create team**. After it is created, open the team to add members from your organisation directory, or add sub-teams to mirror your structure. Only organisation and group admins can create or manage groups. Teams management page showing team list and members panel Use teams for large organisations For organisations with more than 10 users, managing access via teams is significantly easier than managing individual project memberships. Teams also ensure new hires get access to the right projects automatically. ## Sharing You can share individual items — AI conversations and documents — with specific people, even if they are not members of the project. * **Sharing a conversation** — recipients can view the full question-answer thread with citations. Shared conversations are read-only. * **Sharing a generated document** — recipients can view the compiled output without needing project access. * **Sharing a document link** — project members can generate a time-limited link to a specific document for external reviewers. Share dialog showing recipient email input and permission level selector External sharing Shared links can be set to expire after 7, 30, or 90 days. Links can also be revoked at any time from the project's sharing settings. ## Permissions & Roles Each member of a project is assigned a role that controls what they can do within that project. Roles are set at the project level — a user can have different roles in different projects. | Role | Upload documents | Query AI | Fill & generate | Share content | Manage members | | ------ | ---------------- | -------- | --------------- | ------------- | -------------- | | Viewer | ✗ | ✓ | ✗ | ✗ | ✗ | | Editor | ✓ | ✓ | ✓ | ✓ | ✗ | | Admin | ✓ | ✓ | ✓ | ✓ | ✓ | Project admins vs. organisation admins A project Admin can manage members within that project, but cannot access other projects or organisation-level settings. Organisation-level settings are managed by an Organisation Admin in the admin dashboard. --- Canonical page: https://www.alloovium.com/en/docs/guides/collaboration --- ## Permissions & Roles Source: https://www.alloovium.com/en/docs/guides/collaboration/permissions Collaboration # Permissions & Roles Each project member is assigned a role that controls what they can do. Roles are set per project — a user can have different roles across different projects. ## Permissions & Roles Each member of a project is assigned a role that controls what they can do within that project. Roles are set at the project level — a user can have different roles in different projects. | Role | Upload documents | Query AI | Fill & generate | Share content | Manage members | | ----------- | ---------------- | -------- | --------------- | ------------- | -------------- | | Viewer | ✗ | ✓ | ✗ | ✗ | ✗ | | Contributor | ✓ | ✓ | ✓ | ✓ | ✗ | | Manager | ✓ | ✓ | ✓ | ✓ | ✓ | | Admin | ✓ | ✓ | ✓ | ✓ | ✓ | These four roles map to the underlying tiers `view_only`, `user`, `project_admin`, and `org_admin`. Manager manages members within a project; Admin manages the whole organisation and every project in it. Project admins vs. organisation admins A project Admin can manage members within that project, but cannot access other projects or organisation-level settings. Organisation-level settings are managed by an Organisation Admin in the admin dashboard. --- Canonical page: https://www.alloovium.com/en/docs/guides/collaboration/permissions --- ## Sharing Source: https://www.alloovium.com/en/docs/guides/collaboration/sharing Collaboration # Sharing Share AI conversations and documents with specific people — even those who are not project members. ## Sharing You can share individual items — AI conversations and documents — with specific people, even if they are not members of the project. * **Sharing a conversation** — recipients can view the full question-answer thread with citations. Shared conversations are read-only. * **Sharing a generated document** — recipients can view the compiled output without needing project access. * **Sharing a document link** — project members can generate a time-limited link to a specific document for external reviewers. Share dialog showing recipient email input and permission level selector External sharing Shared links can be set to expire after 7, 30, or 90 days. Links can also be revoked at any time from the project's sharing settings. --- Canonical page: https://www.alloovium.com/en/docs/guides/collaboration/sharing --- ## Compliance Source: https://www.alloovium.com/en/docs/guides/compliance COMPLIANCE # Compliance in Alloovium Compliance is not a separate product. It is a risk lens that reads the documents already in your project — spotting expiring credentials, unsigned records and evidence gaps, then surfacing them alongside your day's work. ## Overview Construction teams already hold the evidence an auditor wants: safety plans, ITPs, permits, inductions, registrations and certificates. The problem is rarely that the evidence is missing — it is that a plan quietly expired, a record was never signed, or a commitment made in a specification has no proof behind it. Compliance in Alloovium is the lens that reads for exactly those signals. By default the lens is deliberately light. It watches documents as they arrive, detects a small set of deterministic signals — expiry dates, incomplete or unsigned records, blank templates — and raises a plain, trackable finding for each. No configuration and no separate console are required to get value on day one. The compliance lens surfacing expiring credentials and unsigned records across a project ## A lens, not a separate app Everything in Alloovium sits inside one product built around your project documents. Compliance is one way of looking at that same corpus — a risk lens — rather than a place you go to do separate work. The findings it raises become items you act on in the flow you already use, and they link straight back to the source document and the exact page. Two levels of depth are available. The light lens described above is always on. A heavier conformance engine — which extracts the commitments a project makes, searches the corpus for proof, and judges whether each is satisfied — is available when the compliance engine is enabled for your workspace. Light by default, deep when enabled The credential-expiry and unsigned-record checks run for everyone. The full promise-versus-proof engine, war-game scenarios and audit-pack assembly are available when the compliance engine is enabled for your workspace. Where a capability below is engine-gated, it says so. ## The credential-expiry backbone The backbone of the light lens is expiry. When a document arrives, Alloovium reads it for expiry language — phrases such as `expires`, `valid until` or a recertification date — and parses the date next to it. If that date has passed, or is close, the lens raises a finding attributed to whoever uploaded the document. Registered professionals are tracked the same way: a registration expiry on an engineer or other licensed role becomes a signal the lens can watch. The point is not to build a separate register you have to maintain, but to notice the dates that are already written into the documents you hold. | Signal | What it catches | How it surfaces | | --------------------- | ------------------------------------------------------------------------ | -------------------------------------------------------- | | Expiry | A plan, permit, certificate or registration past or near its expiry date | A finding attributed to the uploader, linked to the page | | Unsigned / incomplete | A record left unsigned or with required fields blank | A finding flagging the incomplete document | | Blank template | A template placed but never filled in | A finding prompting completion | Deterministic, so it is quiet Light signals are detected without any language model. They surface only when a real date or an unsigned marker is present, which keeps the lens from crying wolf. Dismiss a finding enough times and it stops resurfacing. ## Findings and gaps A finding is the unit of work the lens produces. Whether it comes from a light signal or from the deeper engine, it carries the same shape: a short title, a severity, a status, and — critically — a citation back to the document and page it came from. You can assign it, add resolution notes, resolve it, or dismiss it. ### What a finding records | Field | Meaning | | -------- | --------------------------------------------------------------- | | Title | A short, human-editable description of the gap | | Severity | Low, medium, high or critical | | Verdict | Verified, partial, unverified or contradicted (from the engine) | | Citation | The source document, page and excerpt the finding rests on | | Status | Open, resolved or dismissed, with who is assigned | When the compliance engine is enabled, findings are computed as gaps between what a project promises and what the corpus proves. That deeper analysis — conformance gaps, contradictions and the Attention surface that routes each gap to the person who can close it — is covered on the [conformance and attention](/en/docs/guides/compliance/conformance) page. ## Standards it understands When the compliance engine is enabled, findings can be organised against management-system standards. The built-in rubrics cover the three ISO systems most construction and engineering teams carry. | Standard | System | | --------- | ------------------------ | | ISO 9001 | Quality management | | ISO 14001 | Environmental management | | ISO 45001 | Health and safety (WHS) | Each standard is broken into hierarchical clauses with evidence hints, so a gap can point at the specific clause it relates to. The light lens does not require any of this — it works on raw document signals alone. ## On the Today dashboard Compliance is one of the lenses on [Today](/en/docs/guides/today). Rather than living behind a separate menu, expiring credentials, unsigned records and open gaps flow into the same feed of things that need your attention, tagged as compliance so you can filter to them. 1. 1 A signal is detected A document arrives with an expiry date or an unsigned record, and the lens raises a finding. 2. 2 It routes to a person The finding is attributed to the uploader and appears in the Today feed as something to act on. 3. 3 You close the loop Assign, resolve or dismiss the finding. Resolved items leave the feed; dismissed ones stop resurfacing. ## Where to go next Two companion pages go deeper into the engine-gated capabilities: * [Conformance and attention](/en/docs/guides/compliance/conformance) — how project conformance gaps are computed, routed and war-gamed. * [Audit pack and evidence](/en/docs/guides/compliance/audit-pack) — assembling a point-in-time evidence dossier for an auditor. --- Canonical page: https://www.alloovium.com/en/docs/guides/compliance --- ## Audit pack & evidence Source: https://www.alloovium.com/en/docs/guides/compliance/audit-pack COMPLIANCE # Audit pack & evidence An audit pack is a curated, point-in-time bundle of the evidence behind your compliance findings — the documents that map to each clause, frozen at a moment in time and shareable read-only with an auditor. Available when the compliance engine is enabled Audit-pack assembly builds on the conformance engine and is available when the compliance engine is enabled for your workspace. If you are new to compliance in Alloovium, start with the [compliance overview](/en/docs/guides/compliance). ## Overview When an audit arrives, the work is rarely finding the evidence — it is choosing which records to hand over, making sure they map cleanly to the clauses being assessed, and being able to prove nothing was changed after the fact. An audit pack does that assembly for you. A pack is a container you build inside a project. You decide which documents cross to the auditor, map them to the clauses they satisfy, then finalize the pack so its contents are frozen and can be shared read-only. It turns the evidence already sitting in your corpus into a defensible dossier. An audit pack with evidence documents mapped to clauses, ready to finalize and share ## What a pack collects A pack is a small set of parts, each chosen deliberately so the auditor sees exactly what you intend and nothing more. | Part | What it is | | ---------------- | -------------------------------------------------------------------------------- | | Evidence items | The documents you have chosen to include, each mapped to the clause it satisfies | | Inclusion gate | A per-item toggle that decides whether an auditor sees a given document | | Snapshots | A frozen version of each included document, captured when the pack is finalized | | Ruleset snapshot | A record of the rule documents in force plus a hash, so changes are detectable | | Share token | A read-only link the auditor uses to view the finalized pack | You choose what crosses over Only items with inclusion switched on are visible to the auditor. Building the pack and gating it are separate steps, so you can stage everything and then decide what to hand over. ## Assembling a pack Assembly happens inside the project whose evidence you are packaging. The typical flow is short. 1. 1 Create a pack Start a new pack in the project. It begins as a draft you can edit freely. 2. 2 Add evidence and map to clauses Pull in the documents that support your findings and map each to the clause it satisfies. 3. 3 Gate what the auditor sees Toggle inclusion on each item so the pack shows only what you intend to share. 4. 4 Finalize Lock the pack. Its included documents are snapshotted and it becomes shareable. Because a pack draws on the same findings the conformance engine produces, the mapping between evidence and clauses usually reflects work you have already done closing gaps — see [conformance and attention](/en/docs/guides/compliance/conformance). ## Freezing and finalizing Finalizing is the step that makes a pack defensible. A draft can change; a finalized pack cannot. ### Document snapshots When you finalize, each included document is captured at its current version. If the live document changes afterwards, the pack still shows what the auditor was given, which prevents any question about tampering after the review began. ### Ruleset hash Alongside the evidence, a pack records the rule documents in force at finalize time together with a `SHA-256` hash. An auditor can use that hash to confirm the rules a project was assessed against were not quietly changed after the fact. Finalize is a point in time A finalized pack reflects the corpus as it stood at that moment. If evidence changes later, assemble a fresh pack rather than editing the finalized one. ## Sharing with an auditor A finalized pack is shared through a read-only share token. The auditor opens the link and sees only the included evidence, mapped to clauses, with the snapshots and ruleset record intact. They cannot alter anything, and nothing outside the pack is exposed. This keeps the audit on your terms: you controlled what went in, the contents are frozen, and the pack proves its own integrity. ## Related pages * [Compliance overview](/en/docs/guides/compliance) — the risk lens, credential expiry and findings. * [Conformance and attention](/en/docs/guides/compliance/conformance) — how the gaps behind your evidence are computed and routed. * [Today](/en/docs/guides/today) — where compliance items surface in your daily flow. --- Canonical page: https://www.alloovium.com/en/docs/guides/compliance/audit-pack --- ## Conformance & attention Source: https://www.alloovium.com/en/docs/guides/compliance/conformance COMPLIANCE # Conformance & attention The conformance engine reads the commitments a project makes, searches the corpus for proof, and judges whether each is satisfied. Where proof is thin, it raises a gap and routes it to the person who can close it. Available when the compliance engine is enabled The capabilities on this page — commitment extraction, evidence verification, conformance gaps, the Attention surface and war-game scenarios — are available when the compliance engine is enabled for your workspace. The always-on light lens is described on the [compliance overview](/en/docs/guides/compliance). ## Overview Conformance is the deeper half of the compliance lens. Where the light lens reads for simple signals like expiry dates, the conformance engine asks a harder question: for every commitment this project has made, is there evidence in the documents that it was actually met? A commitment with no proof, weak proof, or contradicting proof becomes a gap. The engine runs as a sweep over the project corpus. It extracts commitments, searches for the evidence that would satisfy each, judges the match, and publishes the results as findings. Every finding keeps the citation it was judged on, so you can always trace a gap back to the exact page. A conformance board showing commitments graded against the evidence found for each ## Promise versus proof The engine models two things. A **commitment** is something the project promised — a control in a safety plan, an inspection required by an ITP, a clause in a specification. A **verdict**is the engine’s judgment of whether the corpus proves that commitment was met, together with the citations it relied on. 1. 1 Extract commitments Commitments are pulled from intention documents — plans, specifications and ITPs — and from document signals such as required inspections. 2. 2 Retrieve evidence For each commitment, Alloovium searches the project corpus for the records that would satisfy it, filtered to what you have permission to see. 3. 3 Judge the match The engine decides whether the evidence verifies the commitment, and records the reasoning and citations behind that verdict. 4. 4 Publish findings Anything short of verified is published as a gap and routed to a person through the Attention surface. ## What counts as a gap A gap is any verdict that falls short of fully verified. The engine grades each commitment so you can tell the difference between missing evidence and a genuine contradiction. | Verdict | What it means | Treated as a gap? | | ------------ | ----------------------------------------- | ------------------- | | Verified | The corpus proves the commitment was met | No | | Partial | Some evidence exists but it is incomplete | Yes | | Unverified | No evidence was found for the commitment | Yes | | Contradicted | Evidence conflicts with the commitment | Yes (high priority) | Findings carry a severity from low to critical, and roll up into a per-standard health picture — how many commitments are verified, partial, missing or contradicted. That summary is what tells you whether a project is broadly audit-ready or has critical gaps to close first. A contradiction is louder than a gap Missing evidence often just means a record has not been filed yet. A contradiction — evidence that conflicts with what was promised — points at a real problem and is surfaced with higher priority. ## The Attention surface Finding a gap is only useful if it reaches the person who can close it. The Attention surface is how gaps become work. When a finding is published, it is attributed to the person tied to the source document and raised as an item they can act on, with a notification so it is not lost. ### What keeps it quiet To avoid a wall of noise, a finding surfaces only when it earns its place. Deterministic light signals surface directly. Engine verdicts must clear a relevance check and carry a verbatim excerpt — a citation with a page — before they appear. And a finding dismissed enough times is suppressed so it does not keep coming back. Attention items appear in the same feed as the rest of your day on [Today](/en/docs/guides/today), tagged as compliance, so you triage them alongside schedule and cost work rather than in a separate silo. ## War-game scenarios A war-game is a forward-looking check. Instead of grading commitments already made, it asks what would happen if a specific situation arose — and whether the project’s documents show the team is ready for it. You enter a scenario in plain language, for example `bushfire on site` or `a subcontractor’s insurance lapses mid-works`. Alloovium pulls the most relevant document excerpts and asks the model where the response would fall short, returning a short summary and a list of gaps, each with a severity and a recommended action. 1. 1 Describe the scenario Write what could go wrong in plain language. 2. 2 Alloovium reads the corpus It retrieves the most relevant excerpts from the project documents to ground the analysis. 3. 3 Review the gaps You get a summary plus specific gaps. Accept the ones worth tracking and route them to the risk register; dismiss the rest. Grounded, not guessed War-game gaps are drawn from what your documents actually say, not generic advice. Treat them as prompts for a human review — accept the ones that matter and dismiss the rest. ## Working a finding to close Every finding — light signal, conformance gap or accepted war-game gap — moves through the same simple lifecycle so nothing is left half-open. | State | Meaning | | --------- | ----------------------------------------------------- | | Open | Raised and waiting to be worked | | Assigned | Given to a specific person to close | | Resolved | Closed with resolution notes; leaves the feed | | Dismissed | Judged not relevant; repeated dismissal suppresses it | Once your findings are in good shape, you can package the supporting evidence for an auditor. That is covered on the [audit pack and evidence](/en/docs/guides/compliance/audit-pack) page. --- Canonical page: https://www.alloovium.com/en/docs/guides/compliance/conformance --- ## Exchange — Overview Source: https://www.alloovium.com/en/docs/guides/exchange Exchange # Version control for construction documents Alloovium Exchange treats a contract, specification, or management plan the way a version-control system treats source code: every revision is captured, every party's edits are attributable, and every read and acknowledgement lands in a write-once audit trail. ## What it is Exchange is the document layer of the Alloovium suite. It is built around the revision — not the folder, not the email attachment, not the SharePoint timestamp. It runs on DOCX as a first-class format, with PDFs supported in the viewer for read-and-acknowledge flows. Who it is for Head contractors running subcontractor document packs on Australian infrastructure projects. The three-layer audit trail (person, organisation, credential) is what separates Exchange from a filename-suffix workflow. ## Capabilities Four product surfaces, all anchored to the same write-once audit log: * **Clause-level diffs** — see what changed between two DOCX revisions, clause by clause — not glyph by glyph. * **Trade markups, merged** — every sub's redlines roll back onto the head contractor's master with conflicts flagged at the clause they touch. ## Where to go next * →[Clause-level diffs](/en/docs/guides/exchange/clause-diffs) — the DOCX diff engine and how comment threads survive across revisions. * →[Trade markups, merged](/en/docs/guides/exchange/markups-merge) — merging redlines from every sub back onto the master. * →[docs.guides.exchange.overview.next\_portal](/en/docs/guides/portal) — docs.guides.exchange.overview.next\_portal\_desc --- Canonical page: https://www.alloovium.com/en/docs/guides/exchange --- ## Clause-level diffs Source: https://www.alloovium.com/en/docs/guides/exchange/clause-diffs Exchange # Clause-level diffs DOCX is the format Exchange is built around. When you issue a new revision, the document is parsed clause by clause and the diff is computed against the previous revision in the same branch. ## How it works The viewer surfaces three things on every revision: * **Side-by-side and inline views** — toggle in the viewer toolbar. Reviewers default to side-by-side; site teams default to inline. * **Per-clause status** — added, removed, modified, or unchanged — colour-coded in the gutter. * **Jump-to-change** — keyboard navigation through every change in the document, in order. ## Why DOCX (and not PDF-only) PDF diffs operate on glyph positions. They tell you something changed on page 14 — not that the indemnity cap moved from $5m to $25m. Exchange parses DOCX into the structural tree (paragraphs, runs, tables) so diffs land on the actual contract language. This is the same reason auditors prefer red-line DOCX over PDF mark-ups for contract negotiation. PDFs in Exchange PDFs can be issued and read against in the viewer with comment threads, but the clause diff and markup merge only run on DOCX. Convert from PDF if you need the structural diff. ## Comment anchoring Comment threads anchor to a position inside the document so they survive editing in subsequent revisions. There are three anchor kinds: * **paragraph** — the comment is attached to a structural paragraph; survives unless the paragraph is deleted. * **text\_range** — the comment quotes a literal text span and stores the page number and bounding box; useful for clause-level disputes. * **region** — the comment is pinned to a screen region, normalised 0..1 across the page. Useful for tables and diagrams that don't map cleanly to a paragraph. --- Canonical page: https://www.alloovium.com/en/docs/guides/exchange/clause-diffs --- ## Trade markups, merged Source: https://www.alloovium.com/en/docs/guides/exchange/markups-merge Exchange # Trade markups, merged The inverse of one-revision-every-party. Where propagation fans a single revision out to many subs, markup-merge collects clause-level edits from every sub and rolls them back onto the master. ## How it works Each sub redlines their own copy in their own branch. When the head contractor opens a merge, Exchange overlays each branch's clause-level edits onto the master and walks the head contractor through every change in order. ## Conflict resolution Where two subs touched the same clause, the merge UI surfaces a conflict inline. The head contractor sees both edits side by side along with the original clause and resolves once — accepting one, accepting both, or writing a new version. Resolving in context Resolve conflicts inside the viewer rather than rerouting back to the subs. The audit log captures the resolution decision and the principal can see exactly why a clause reads the way it does. ## Why this matters Without a merge primitive, sub edits arrive as commented PDFs or red-line DOCX attachments by email. The head contractor retypes them into the master, mistakes accumulate, and the audit trail is reconstructed from forwarded email headers. Exchange replaces all of that with one merge action. --- Canonical page: https://www.alloovium.com/en/docs/guides/exchange/markups-merge --- ## Getting Started Source: https://www.alloovium.com/en/docs/guides/getting-started Getting started # Overview Get an introduction to Alloovium — an AI-powered document intelligence platform built for construction and AEC professionals. ## Introduction Alloovium helps construction, engineering, and AEC teams extract intelligence from their documents. Upload contracts, specifications, drawings, and reports — then ask questions, fill templates, generate documents, and get cited answers drawn directly from your files. Everything is organised into **Projects**. A project is a workspace that holds a set of related documents. You can create separate projects for different contracts, tenders, or job sites and invite specific team members to each one. Who is Alloovium for? Alloovium is designed for white-collar construction professionals — project managers, contract administrators, estimators, and engineers — who work with dense technical and legal documents every day. ## Setting Up Your Workspace Getting started takes less than five minutes. Here is what you need to do to have your first project ready. 1. 1 Create your account Sign up at alloovium.com using your work email. Your account is scoped to your organisation — all team members share the same tenant. 2. 2 Create your first project Click "New Project" from the dashboard. Give it a name (e.g. "City Road Contract") and an optional description. Projects are private by default. 3. 3 Upload your documents Drag and drop PDF, DOCX, XLSX, or PPTX files into the Document Hub. Alloovium processes them automatically — OCR, chunking, and embedding — ready for AI queries. 4. 4 Ask your first question Open the AI Assistant, type a question about your documents, and receive a cited answer in seconds. ### Inviting Your Team Once your project is set up, invite colleagues by going to **Project Settings → Members** and entering their email addresses. Each member can be assigned one of three roles: * **Viewer** — can read documents and view AI conversations, but cannot upload or create content. * **docs.guides.getting\_started.role\_contributor** — docs.guides.getting\_started.role\_contributor\_desc * **docs.guides.getting\_started.role\_manager** — docs.guides.getting\_started.role\_manager\_desc * **Admin** — full control including managing members and project settings. ## Key Features Alloovium provides a suite of tools that work together to make document analysis faster and more reliable. ### AI Assistant The AI Assistant lets you ask questions about your documents in plain language and receive accurate, cited answers drawn directly from the content. Every response includes numbered citations that link back to the exact passage — so you can verify the source and navigate to it with one click. ### Document Hub The Document Hub is the central repository for all your documents. Upload PDFs, Word docs, Excel sheets, and PowerPoint files. Alloovium handles OCR, text extraction, and chunking automatically. Documents are processed in the background — you can start asking questions as soon as processing completes (usually 30–120 seconds depending on file size). ### Template Filling Upload a DOCX template and Alloovium fills every field from your vault documents. The output is a completed Word file with tracked changes — accept or reject each fill individually, with every change showing its source citation. ### Document Generation Describe what you need — e.g. "Create a WHS Management Plan for this project" — and Alloovium drafts the document grounded in your uploaded files. Download as DOCX and open in Word for final review. ## Next Steps Once you have your workspace set up, explore the rest of the documentation: * →[Document Hub](/en/docs/guides/projects) — learn how to organise and manage your documents. * →[AI Assistant](/en/docs/guides/ai-assistant) — master querying, citations, and voice input. * →[Template Filling](/en/docs/guides/template-filling) — fill DOCX templates from your vault documents. * →[Developer Quickstart](/en/developers/quickstart) — build integrations using the public REST API v2. --- Canonical page: https://www.alloovium.com/en/docs/guides/getting-started --- ## Key Features Source: https://www.alloovium.com/en/docs/guides/getting-started/features Getting started # Key Features A complete tour of every Alloovium capability — what each feature does and how to get the most out of it. ## Key Features Alloovium provides a suite of tools that work together to make document analysis faster and more reliable. ### AI Assistant The AI Assistant lets you ask questions about your documents in plain language and receive accurate, cited answers drawn directly from the content. Every response includes numbered citations that link back to the exact passage — so you can verify the source and navigate to it with one click. ### Document Hub The Document Hub is the central repository for all your documents. Upload PDFs, Word docs, Excel sheets, and PowerPoint files. Alloovium handles OCR, text extraction, and chunking automatically. Documents are processed in the background — you can start asking questions as soon as processing completes (usually 30–120 seconds depending on file size). ### Template Filling Upload a DOCX template and Alloovium fills every field from your vault documents. The output is a completed Word file with tracked changes — accept or reject each fill individually, with every change showing its source citation. ### Document Generation Describe what you need — e.g. "Create a WHS Management Plan for this project" — and Alloovium drafts the document grounded in your uploaded files. Download as DOCX and open in Word for final review. --- Canonical page: https://www.alloovium.com/en/docs/guides/getting-started/features --- ## Setting Up Your Workspace Source: https://www.alloovium.com/en/docs/guides/getting-started/workspace Getting started # Your Workspace Understand how your workspace, projects, and team membership fit together. ## Getting Set Up Getting started takes less than five minutes. Here is what you need to do to have your first project ready. 1. 1 Create your account Sign up at alloovium.com using your work email. Your account is scoped to your organisation — all team members share the same tenant. 2. 2 Create your first project Click "New Project" from the dashboard. Give it a name (e.g. "City Road Contract") and an optional description. Projects are private by default. 3. 3 Upload your documents Drag and drop PDF, DOCX, XLSX, or PPTX files into the project. Alloovium processes them automatically — OCR, chunking, and embedding — ready for AI queries. 4. 4 Ask your first question Open the AI Assistant, type a question about your documents, and receive a cited answer in seconds. ### Inviting Your Team Once your project is set up, invite colleagues by going to **Project Settings → Members** and entering their email addresses. Each member can be assigned one of three roles: * **Viewer** — can read documents and view AI conversations, but cannot upload or create content. * **docs.guides.workspace.role\_contributor** — docs.guides.workspace.role\_contributor\_desc * **docs.guides.workspace.role\_manager** — docs.guides.workspace.role\_manager\_desc * **Admin** — full control including managing members and project settings. --- Canonical page: https://www.alloovium.com/en/docs/guides/getting-started/workspace --- ## Integrations Source: https://www.alloovium.com/en/docs/guides/integrations Integrations # Integrations Connect Alloovium to your existing tools and document repositories to bring your documents in automatically. ## Overview Alloovium integrates with the tools your team already uses, so you can bring documents in from SharePoint, Google Drive, Procore and more without manual uploading. Connecting a source is a tenant-level action: synced files land in your tenant's file library once, and you attach them to projects whenever you want — instantly, without re-processing. The Word Add-in lets you query your projects and fill templates directly inside Microsoft Word. ### How sync and project attachment work Connecting an integration is **tenant-level**, not project-level. When you sync a SharePoint site, Google Drive folder, Procore company, or any other source, the files are ingested into your tenant's file library — extracted, chunked, and embedded — exactly once. Attaching a synced file to a project is a separate, optional step that takes effect **instantly** because nothing needs to be re-processed. This means you can: * **Just sync.** Connect a source and let it ingest in the background. Decide later — or never — which projects each file belongs to. * **Attach from a project.** Inside any project, use _Add from library_ to search the tenant library, multi-select, and attach. Attach is a database insert, not an upload. * **Attach during sync (optional).**When starting a sync, you can optionally pick one or more projects to auto-attach files to as they finish ingesting. This is a shortcut for the "this folder is the project" case — it is not required. * **Reuse across projects.** The same synced spec or drawing can be attached to as many projects as you like. There is one copy of the file and one set of embeddings; project attachments are just pointers. Updates to a source file in SharePoint, Drive, or Procore re-sync automatically and propagate to every project the file is attached to — no manual re-attach needed. Read-only by default Integrations default to read-only — Alloovium reads and syncs your documents but does not modify or delete data in the connected service. A few integrations (such as Procore) offer optional write-back for specific actions; where available, it is opt-in and off by default. [Read our data handling commitments →](/en/docs/legal/data-handling) ## Microsoft * [SharePoint](/en/docs/guides/integrations/sharepoint) — sync document libraries and site folders into Alloovium projects. * [Microsoft Outlook](/en/docs/guides/integrations/outlook) — import project emails and attachments from your M365 mailbox. * [Microsoft Teams](/en/docs/guides/integrations/microsoft-teams) — sync channel messages and meeting recordings. Requires admin consent. * [Microsoft OneDrive](/en/docs/guides/integrations/one-drive) — sync personal and shared OneDrive folders via Microsoft OAuth. ## Google * [Google Drive](/en/docs/guides/integrations/google-drive) — sync shared drives and folders; supports Docs, Sheets, and Slides. * [Gmail](/en/docs/guides/integrations/gmail) — import project emails and attachments from selected Gmail labels. * [Google Calendar](/en/docs/guides/integrations/google-calendar) — sync meeting events and notes from selected calendars. ## Construction Platforms * [Procore](/en/docs/guides/integrations/procore) — import drawings, specs, submittals, and RFIs from your Procore projects. * [Autodesk APS](/en/docs/guides/integrations/autodesk) — connect BIM 360 and ACC via the Autodesk Platform Services OAuth app. * [Bluebeam Studio](/en/docs/guides/integrations/bluebeam) — import Studio Sessions, markups, and comments from Bluebeam Revu. * [Trimble Connect](/en/docs/guides/integrations/trimble-connect) — sync models and project files from Trimble Connect via OAuth. * [Newforma Konekt](/en/docs/guides/integrations/newforma) — sync RFIs, submittals, and project correspondence from Newforma. * [Bentley ProjectWise](/en/docs/guides/integrations/projectwise) — connect engineering document management via the Bentley iTwin Platform. * [Oracle Aconex](/en/docs/guides/integrations/aconex) — sync project documents, drawings, and transmittals from Aconex. * [Asite Adoddle](/en/docs/guides/integrations/asite) — sync project documents, drawings, and forms from Asite. * [Trimble e-Builder](/en/docs/guides/integrations/ebuilder) — sync project documents, processes, and reports from e-Builder. * [Fieldwire](/en/docs/guides/integrations/fieldwire) — import plans, tasks, and reports from Fieldwire using an API key. ## Documents & Signing * [DocuSign](/en/docs/guides/integrations/docusign) — import signed envelopes and completed documents from DocuSign. * [Box](/en/docs/guides/integrations/box) — sync files and folders from Box using OAuth 2.0. * [Dropbox](/en/docs/guides/integrations/dropbox) — sync files and folders from Dropbox using OAuth 2.0. * [Confluence](/en/docs/guides/integrations/confluence) — bring Confluence spaces and pages into your searchable knowledge base. ## Tools * [MCP Server](/en/docs/guides/integrations/mcp) — connect Claude Desktop, Cursor, and other MCP-compatible AI tools to Alloovium. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations --- ## Oracle Aconex Source: https://www.alloovium.com/en/docs/guides/integrations/aconex Integrations # Oracle Aconex Connect Oracle Aconex to sync project documents, drawings, and transmittals into Alloovium. ## Overview The Oracle Aconex integration connects Alloovium to your Aconex projects. Documents, drawings, transmittals, and mail items are synced so your team can ask AI questions across the entire project record. Read-only access Alloovium requests read-only access to Aconex. We never create, modify, or delete documents or transmittals. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: document register, drawings, transmittals, mail, and workflow submissions. We do not read financial data, contracts, or account-level settings. ## Setup Oracle Aconex API access is provisioned through Oracle support. Contact your Aconex account manager or raise a support request to enable API access for your organisation. 1. 1 Contact Oracle Aconex support Raise a support request with your Oracle account manager or at support.oracle.com to enable API access and obtain credentials for the Alloovium integration. 2. 2 Receive API credentials Oracle will provide an API key or OAuth client credentials for your organisation. 3. 3 Enter credentials in Alloovium Go to Integrations → Aconex in Alloovium and enter the credentials provided by Oracle. 4. 4 Select projects After connecting, choose which Aconex projects to sync. Alloovium will begin importing the document register and transmittals. Oracle support required Aconex API access requires Oracle to provision credentials for your organisation. This process typically takes 1–3 business days. Contact your Oracle account manager to start. ## Permissions We request read-only access to the project document register, transmittals, and mail. We do not modify any Aconex data. ## Troubleshooting ### Authentication error Verify that the credentials were created for your specific Aconex organisation URL (each Aconex instance has a unique base URL). Contact Oracle support if credentials were recently rotated. ### Need help with setup Contact your Alloovium customer success manager for assisted Aconex integration setup. We can work directly with your Oracle account team. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/aconex --- ## Asite Adoddle Source: https://www.alloovium.com/en/docs/guides/integrations/asite Integrations # Asite Adoddle Connect Asite Adoddle to sync project documents, drawings, and forms into Alloovium using your Asite login. ## Overview The Asite Adoddle integration syncs project documents, drawings, forms, and correspondence from your Asite environment into Alloovium, enabling AI-powered search and analysis across your project data. Read-only access Alloovium requests read-only access to Asite. We do not modify or delete any project documents. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: project documents, drawings, forms, transmittals, and project directory. We do not read financial or contract data. ## Setup You connect Asite using your existing Asite Adoddle login credentials. No developer registration or API key requests are needed. 1. 1 Go to Integrations → Asite In Alloovium, navigate to Integrations and click Asite Adoddle. 2. 2 Enter your Asite credentials Enter the email address and password you use to log in to adoddle.asite.com. 3. 3 Click Connect Asite Alloovium will verify your credentials with the Asite API and establish a secure connection. 4. 4 Select projects to sync Choose which Asite projects to connect. Alloovium will begin syncing your project documents. ## Permissions We request read-only access to project documents and forms. We do not write back to Asite. ## Troubleshooting ### Invalid credentials Check that your email and password match what you use at adoddle.asite.com. If your organisation uses SSO, use the password set in the Asite portal directly (not your SSO provider’s password). --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/asite --- ## Autodesk APS (BIM 360 / ACC) Source: https://www.alloovium.com/en/docs/guides/integrations/autodesk Integrations # Autodesk APS (BIM 360 / ACC) Connect Autodesk APS to pull drawings and models from BIM 360 or Autodesk Construction Cloud into Alloovium. ## Overview The Autodesk APS integration connects Alloovium to your BIM 360 or Autodesk Construction Cloud (ACC) account. Once connected, Alloovium syncs sheets, models, RFIs, submittals, and issues from your Autodesk projects, making them queryable alongside the rest of your project documents. Read-only access Alloovium requests read-only access to your Autodesk data. We never modify files, RFIs, or submittals in BIM 360 or ACC. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: sheets and drawing files (PDFs), model metadata, RFI logs, submittal registers, issue lists, and project directory. We do not read billing, payment, or account-level settings. ## Setup You need an Autodesk APS application with a Client ID and Client Secret. Create one at developer.autodesk.com/myapps. 1. 1 Create an APS application Go to developer.autodesk.com/myapps and sign in with your Autodesk account. Click "Create application", give it a name (e.g. "Alloovium"), and select "BIM 360" and/or "Autodesk Construction Cloud" as the APIs. 2. 2 Add a callback URI In the app settings, add the following callback URI: https://app.alloovium.com/integrations/autodesk/callback. For staging, also add https://staging.alloovium.com/integrations/autodesk/callback. 3. 3 Copy Client ID and Client Secret After saving, copy the Client ID and Client Secret from the app detail page. You will need these in Alloovium. 4. 4 Paste credentials into Alloovium In Alloovium, go to Integrations → Autodesk and paste your Client ID and Client Secret. Click Connect. 5. 5 Authorise access You will be redirected to Autodesk to authorise Alloovium. Sign in and click Allow. BIM 360 Hub admins may need to grant the app access to the hub separately in Account Admin → Apps. Autodesk APS application detail page showing Client ID and Client Secret fields BIM 360 vs ACC If your organisation is on the legacy BIM 360 product, your hub URL includes "hq.autodesk.com". Autodesk Construction Cloud (ACC) uses "construction.autodesk.com". Both are supported — check which product your Procore admin console points to. ## Permissions We request: data:read (read documents, drawings, models), account:read (read project members and metadata). We do not request data:write or account:write. * **data:read** — read documents, drawings, and model data * **account:read** — read project members and project metadata ## Troubleshooting ### Redirect URI mismatch Ensure the callback URI registered in your APS app exactly matches the one Alloovium provides. BIM 360 vs ACC have separate hub URLs — confirm which product your account uses. ### Hub not appearing Your APS application must be provisioned to the BIM 360 or ACC hub by a hub administrator. Go to Account Admin → Apps and click Provision to grant access. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/autodesk --- ## Autodesk APS — Bring Your Own App Source: https://www.alloovium.com/en/docs/guides/integrations/autodesk/byo-app Integrations · Autodesk APS # Bring your own Autodesk APS app Create an APS application in your own Autodesk account and install it in your ACC Hub as a Custom Integration. No App Store approval required — the app lives in your Autodesk account and only your Hub can use it. ## Why this route exists Autodesk’s App Store requires a formal review process. This route skips it: you create the APS app yourself, your ACC Hub Admin installs it as a Custom Integration, and you hand Alloovium the credentials. Nothing is shared with other Alloovium customers. Custom Integrations are an official Autodesk feature for exactly this use case — connecting approved third-party tools to a specific Hub without a public listing. ## Requirements * An Autodesk account with access to APS (developer.autodesk.com). Free account works. * ACC Hub Admin access (to install the Custom Integration in your Hub). * About 10–15 minutes. BIM 360 vs ACC Custom Integrations are an ACC feature. If your organisation is still on legacy BIM 360, upgrade to ACC first or use the standard APS OAuth flow via Alloovium support. ## 1\. Create an APS application 1. 1 Sign in to the APS Developer Portal Go to developer.autodesk.com/myapps and sign in with your Autodesk account. 2. 2 Create a new application Click "Create application". Give it a name like "Alloovium — Internal". Select BIM 360 and/or Autodesk Construction Cloud as the target APIs. 3. 3 Add the redirect URI In the app settings, add this redirect URI: https://app.alloovium.com/integrations/autodesk/callback. For staging, also add https://staging.alloovium.com/integrations/autodesk/callback. 4. 4 Copy Client ID and Client Secret After saving, copy the Client ID and Client Secret from the app detail page. You will need both in later steps. ## 2\. Install as a Custom Integration in ACC 1. 1 Open ACC Account Admin In Autodesk Construction Cloud, go to your Hub’s Account Admin (top-right menu → Account Admin). 2. 2 Navigate to Custom Integrations In Account Admin, click "Custom Integrations" in the left sidebar (under the Integrations section). 3. 3 Add your APS Client ID Click "Add Custom Integration". Paste your APS Client ID and give the integration a name. Save. 4. 4 Confirm the integration is listed The integration will appear in the Custom Integrations list with a status of Active. Alloovium can now authenticate against your Hub using your credentials. Hub Admin permission required Only ACC Hub Admins can add Custom Integrations. If you are not a Hub Admin, ask your project owner or IT administrator to add the integration. ## 3\. Connect in Alloovium 1. 1 Open Alloovium → Integrations → Autodesk Navigate to the Autodesk integration page. 2. 2 Enter your credentials Paste your APS Client ID and Client Secret into the credential fields. 3. 3 Authorise and select Hub Click Connect. You will be redirected to Autodesk to authorise access. After authorising, select the ACC Hub and projects you want to sync. ## Troubleshooting ### Custom Integrations tab not visible This tab only appears for ACC Hub Admins. Have an admin log in and check Account Admin → Integrations. ### Hub not appearing in Alloovium Ensure the Custom Integration was added to the correct ACC Hub. Each Hub is a separate environment. If your org has multiple Hubs, repeat the Custom Integration step for each. ### Redirect URI mismatch Verify the redirect URI in your APS app exactly matches https://app.alloovium.com/integrations/autodesk/callback (no trailing slash, exact domain). --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/autodesk/byo-app --- ## Bluebeam Studio Source: https://www.alloovium.com/en/docs/guides/integrations/bluebeam Integrations # Bluebeam Studio Connect Bluebeam Studio Prime to sync markup sessions and documents into Alloovium. ## Overview The Bluebeam integration pulls PDF documents and markup sessions from Bluebeam Studio Prime into Alloovium. Your project team's comments, markups, and revised drawings are available for AI-powered querying alongside all other project documents. Read-only access Alloovium requests read-only access to Bluebeam Studio sessions. We do not modify markups or session documents. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: Studio session documents (PDFs), markup data, session participant information, and revision history. We do not read your Bluebeam account billing or licence information. ## Setup You need a Bluebeam Studio Prime subscription and access to the Bluebeam Developer Console at studio.bluebeam.com/developer. 1. 1 Create a developer application Sign in at studio.bluebeam.com/developer. Click "New Application", enter a name and description, and set the redirect URI to https://app.alloovium.com/integrations/bluebeam/callback. 2. 2 Copy credentials After creating the application, copy the Client ID and Client Secret from the application detail page. 3. 3 Enter credentials in Alloovium Go to Integrations → Bluebeam in Alloovium. Paste your Client ID and Client Secret, then click Connect. 4. 4 Authorise and select sessions You will be redirected to Bluebeam to authorise the connection. After authorising, select the Studio sessions you want to sync into Alloovium. Bluebeam Developer Console application settings showing redirect URI field ## Permissions We request read-only access to Studio sessions and documents. We do not modify any content in Bluebeam. ## Troubleshooting ### Authorisation fails Ensure you are signed in with a Bluebeam account that has Studio Prime access. Basic and Revu Complete accounts do not include Studio API access. ### Sessions not appearing Only sessions that you are a member of will appear. Check with the session owner to confirm you have been invited. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/bluebeam --- ## Bluebeam Studio — Private Integration Source: https://www.alloovium.com/en/docs/guides/integrations/bluebeam/private-app Integrations · Bluebeam Studio # Create a private Bluebeam integration Bluebeam offers a private integration path that bypasses the full production approval process. You register a developer application for private use and bring those credentials to Alloovium — no public listing or Bluebeam review required. ## Why this route exists Bluebeam’s developer program has two tiers: a fast-tracked private registration (24–48 hours) and a full production approval for publicly listed integrations. Alloovium uses the private path: your app is private to your organisation, so no marketplace review is needed. Your credentials are encrypted in Alloovium and never shared with other customers. The private integration path is officially supported by Bluebeam for exactly this use case. ## Requirements * A Bluebeam Studio Prime subscription (required for API access). * A Bluebeam ID (BBID) to sign in to the developer portal. * About 24–48 hours for developer portal access to be approved. Studio Prime required The Bluebeam API is only available to Studio Prime subscribers. Bluebeam Revu Complete and basic plans do not include Studio API access. Confirm your subscription tier with your Bluebeam account manager before proceeding. ## 1\. Request developer portal access 1. 1 Go to the Bluebeam Developer Portal Visit developers.bluebeam.com. Click "Request Access" and fill out the registration form. 2. 2 Indicate private use When asked whether the integration is publicly or privately available, select Private. This routes your request to the faster private-use approval track. 3. 3 Wait for approval Bluebeam reviews requests within 24–48 business hours and sends credentials by email. Private integrations are typically approved faster than public ones. ## 2\. Create an application 1. 1 Sign in to the developer portal Once approved, sign in to developers.bluebeam.com with your BBID. 2. 2 Create a new application Click "New Application". Give it a name like "Alloovium — Internal" and add this redirect URI: https://app.alloovium.com/integrations/bluebeam/callback 3. 3 Copy Client ID and Client Secret After saving, copy the Client ID and Client Secret from the application detail page. Protect your Client Secret The Client Secret grants read access to your Studio sessions. Treat it like a password and do not share it. Rotate it in the developer portal if it is ever exposed. ## 3\. Connect in Alloovium 1. 1 Open Alloovium → Integrations → Bluebeam Navigate to the Bluebeam integration page in Alloovium. 2. 2 Enter credentials Paste your Client ID and Client Secret into the credential fields. 3. 3 Authorise and select sessions Click Connect. You will be redirected to Bluebeam to authorise access with your BBID. After authorising, select the Studio sessions you want to sync. ## Troubleshooting ### Approval taking longer than 48 hours Email integrations@bluebeam.com with your registration details if you haven’t heard back within 2 business days. Mention that you are requesting private integration credentials. ### Studio sessions not appearing Only sessions where your BBID is a participant will appear. Contact the session owner to confirm you have been invited to the Studio session. ### Authentication fails after entering credentials Ensure you are signing in with the BBID associated with your Studio Prime subscription. Guest accounts and trial accounts cannot access the Studio API. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/bluebeam/private-app --- ## Box Source: https://www.alloovium.com/en/docs/guides/integrations/box Integrations # Box Connect Box to sync folders and files into Alloovium using OAuth 2.0. ## Overview The Box integration uses OAuth 2.0 to connect Alloovium to your Box account. Once connected, you select folders to sync, and Alloovium monitors them for new and updated files. Project documents, reports, and drawings in Box are indexed and become queryable from Alloovium. Read-only access Alloovium requests read-only access to Box. We never create, modify, or delete files or folders in your Box account. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: files and folder structure from the folders you select. We only access files that your Box account has permission to view. We do not read Box Admin Console settings, billing, or account management data. ## Setup Connecting Box takes under a minute. Click Connect, sign in with Box, and select the folders to sync. 1. 1 Click Connect Go to Integrations → Box in Alloovium and click Connect. You will be redirected to Box to authorise access. 2. 2 Sign in with Box Sign in with your Box account. Review the permissions requested (read access to your files) and click Grant Access. 3. 3 Select folders to sync Choose which Box folders Alloovium should monitor. Subfolders are included automatically unless excluded. 4. 4 Initial sync Alloovium will ingest all files in your selected folders. Progress is visible in the integrations panel. ## Permissions We request: item\_read (read files and folders), root\_readwrite for folder browsing. We do not modify, delete, or write files to your Box account. ## Troubleshooting ### JWT app approval required If your organisation uses a custom Box application, a Box admin may need to authorise it in Box Admin Console → Apps. Contact your IT administrator. ### Folders not showing Only folders your Box account has access to will appear. Shared folders owned by others may require you to have collaborator access. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/box --- ## Confluence Source: https://www.alloovium.com/en/docs/guides/integrations/confluence Integrations # Confluence Connect Atlassian Confluence to bring spaces and pages into Alloovium using OAuth 2.0. ## Overview The Confluence integration uses Atlassian OAuth 2.0 to connect Alloovium to your Confluence Cloud site. Once connected, you choose spaces to bring in, and Alloovium indexes their pages — method statements, meeting notes, standards, and project wikis become queryable alongside your project documents. Read-only access Alloovium requests read-only access to Confluence. We never create, edit, or delete pages, spaces, or comments in your Confluence site. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: spaces, pages, and page content from the spaces you select, rendered as documents. We only access content your Atlassian account can view. We do not read Jira issues, site administration, or user management data. ## Setup Connecting Confluence takes under a minute. Click Connect, sign in with Atlassian, pick your site, and select the spaces to bring in. 1. 1 Click Connect Go to Integrations → Confluence in Alloovium and click Connect. You will be redirected to Atlassian to authorise access. 2. 2 Sign in with Atlassian Sign in with your Atlassian account and choose the Confluence site to connect. Review the permissions requested (read access to Confluence content) and click Accept. 3. 3 Select spaces to sync Browse your spaces and choose which ones Alloovium should bring in. Pages inside a selected space are included automatically. 4. 4 Initial sync Alloovium will ingest the pages in your selected spaces. Progress is visible in the integrations panel. ## Permissions We request: read:confluence-content.all and read:confluence-space.summary via Atlassian OAuth. We do not create, edit, or delete pages, and we never touch Jira. ## Troubleshooting ### Wrong or missing site If your Atlassian account belongs to several sites, make sure you pick the right one on the Atlassian consent screen. To switch sites, disconnect and reconnect, then choose the other site. ### Pages not showing Only spaces and pages your Atlassian account can view will appear. Restricted pages stay invisible to Alloovium unless your account is granted access in Confluence. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/confluence --- ## DocuSign Source: https://www.alloovium.com/en/docs/guides/integrations/docusign Integrations # DocuSign Connect DocuSign to import signed envelopes and documents into Alloovium for AI-powered review. ## Overview The DocuSign integration imports completed envelopes and signed documents from DocuSign into Alloovium. Your project team can then query signed contracts, agreements, and certificates of completion using AI. Read-only access Alloovium requests read-only access to DocuSign. We never send envelopes, modify recipients, or alter any signing workflows. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: completed envelopes, envelope documents (PDFs), signer information, and signing dates. We do not read draft envelopes, templates, or account billing data. ## Setup The DocuSign integration uses OAuth via the DocuSign Developer Portal. You may use your production DocuSign account or a developer sandbox. 1. 1 Connect DocuSign Go to Integrations → DocuSign in Alloovium and click Connect. You will be redirected to DocuSign to authorise Alloovium. 2. 2 Sign in and authorise Sign in with your DocuSign account. Review the permissions requested (read access to your envelopes) and click Allow. 3. 3 Select account If you have multiple DocuSign accounts, select which account to connect. Click Confirm. 4. 4 Documents start syncing Alloovium will begin importing your completed envelopes. New envelopes are picked up automatically as they are signed. ## Permissions We request: signature:read (read completed envelopes and documents). We do not request the ability to send envelopes or modify your DocuSign account. ## Troubleshooting ### Admin consent required Some DocuSign organisations require admin consent before third-party apps can connect. Your DocuSign admin can grant consent in DocuSign Admin → Integrations. ### Connecting to sandbox During testing, you can connect to the DocuSign sandbox (demo.docusign.net). Ask your Alloovium administrator to enable sandbox mode for your account. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/docusign --- ## Dropbox Source: https://www.alloovium.com/en/docs/guides/integrations/dropbox Integrations # Dropbox Connect Dropbox to sync folders and files into Alloovium using OAuth 2.0. ## Overview The Dropbox integration uses OAuth 2.0 to connect Alloovium to your Dropbox account. Once connected, you select folders to sync, and Alloovium monitors them for new and updated files. Project documents, reports, and drawings in Dropbox are indexed and become queryable from Alloovium. Read-only access Alloovium requests read-only access to Dropbox. We never create, modify, or delete files or folders in your Dropbox account. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: files and folder structure from the folders you select. We only access content that your Dropbox account can view. We do not read Dropbox team admin settings, billing, or account management data. ## Setup Connecting Dropbox takes under a minute. Click Connect, sign in with Dropbox, and select the folders to sync. 1. 1 Click Connect Go to Integrations → Dropbox in Alloovium and click Connect. You will be redirected to Dropbox to authorise access. 2. 2 Sign in with Dropbox Sign in with your Dropbox account. Review the permissions requested (read access to your files) and click Allow. 3. 3 Select folders to sync Choose which Dropbox folders Alloovium should monitor. Subfolders are included automatically unless excluded. 4. 4 Initial sync Alloovium will ingest all files in your selected folders. Progress is visible in the integrations panel. ## Permissions We request: files.metadata.read (list files and folders) and files.content.read (download file content). We do not modify, delete, or write files to your Dropbox account. ## Troubleshooting ### Team folders not visible Dropbox Business team folders only appear once they are added to your member space. Open the folder in Dropbox first, then reconnect or refresh the folder picker in Alloovium. ### Folders not showing Only folders your Dropbox account has access to will appear. Shared folders owned by others may require you to accept the share invitation in Dropbox first. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/dropbox --- ## Trimble e-Builder Source: https://www.alloovium.com/en/docs/guides/integrations/ebuilder Integrations # Trimble e-Builder Connect Trimble e-Builder to sync project documents, processes, and reports into Alloovium using an API key. ## Overview The Trimble e-Builder integration connects Alloovium to your e-Builder environment. Project documents, process submissions, and reports are synced so your team can query them with AI. Read-only access Alloovium requests read-only access to e-Builder. We do not modify project data. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: project documents, process forms, submittal logs, and reports. We do not read financial commitments, contracts, or billing data. ## Setup e-Builder API access uses an API Username and API Access Key generated by your e-Builder account administrator. No Trimble support contact is required. 1. 1 Ask your e-Builder administrator Your e-Builder account administrator needs to generate an API Username and API Access Key. In e-Builder, go to Administration → API Management → Add API User. 2. 2 Receive your credentials The administrator will share the API Username and the API Access Key (a long alphanumeric string). 3. 3 Enter credentials in Alloovium Go to Integrations → e-Builder in Alloovium. Enter the API Username and API Access Key, then click Connect. 4. 4 Select projects to sync Select which e-Builder projects and document types to sync into Alloovium. Trimble support required e-Builder API access must be provisioned by Trimble support. Contact your account manager to request credentials before attempting to connect. ## Permissions We request read-only access to project documents and processes. We do not modify e-Builder data. ## Troubleshooting ### Invalid credentials Ensure the API Access Key was generated by an administrator with sufficient permissions. Standard user credentials cannot generate API keys — only e-Builder administrators can. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/ebuilder --- ## Fieldwire Source: https://www.alloovium.com/en/docs/guides/integrations/fieldwire Integrations # Fieldwire Connect Fieldwire using an API key to sync plans, tasks, and reports into Alloovium. ## Overview The Fieldwire integration pulls plans, sheets, tasks, and inspection reports from your Fieldwire projects into Alloovium. Once connected, you can ask AI questions across your field data and office documents in one place. Read-only access Alloovium uses a read-only API key. We never create, modify, or delete tasks, plans, or forms in Fieldwire. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: plans and sheets (PDFs), tasks and checklists, form submissions, and project members. We do not read billing, subscription, or account management data. ## Setup Fieldwire uses API key authentication. You generate an API key from your Fieldwire account settings. 1. 1 Open Fieldwire Account Settings Sign in to app.fieldwire.com and go to Account Settings → API & Integrations. 2. 2 Generate an API key Click "New API Key", give it a descriptive name (e.g. "Alloovium"), and select Read access. Copy the generated key — it will only be shown once. 3. 3 Paste the API key into Alloovium Go to Integrations → Fieldwire in Alloovium and paste your API key. Click Connect. 4. 4 Select projects to sync Choose which Fieldwire projects to sync. Alloovium will import plans, tasks, and inspection reports from those projects. Fieldwire Account Settings showing the API & Integrations tab with a new API key Save your API key immediately Fieldwire shows the API key only once at creation time. Copy it before closing the dialog. If you lose it, generate a new key and revoke the old one from the same page. ## Permissions The API key requires read-only access (Read tier) to project data. We do not request write access to Fieldwire. ## Troubleshooting ### Invalid API key Ensure you copied the full API key immediately after generation — it is only visible once. If lost, generate a new key and revoke the old one. ### Projects not appearing The API key inherits the permissions of the Fieldwire account it was created in. Ensure that account has access to the projects you want to sync. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/fieldwire --- ## Fieldwire — Generate an API Key Source: https://www.alloovium.com/en/docs/guides/integrations/fieldwire/api-key Integrations · Fieldwire # Generate a Fieldwire API key Fieldwire uses API key authentication. Each Fieldwire account owner can generate a key directly from account settings — no app registration or vendor approval required. ## Why this route exists Fieldwire does not use OAuth for third-party integrations. Instead, account owners generate a personal API token from their account settings. You paste that token into Alloovium and the connection is instant. There is no app registration, no OAuth consent flow, and no vendor approval gate. The only requirement is a Fieldwire Premier plan or the API add-on. ## Requirements * A Fieldwire account on the Premier plan, or a Pro/Business Plus account with the API add-on purchased. * Account Owner or Account Manager role in Fieldwire (to access API settings). * About 5 minutes. Plan requirement API access is only available on Fieldwire Premier or as a paid add-on on Pro and Business Plus plans. If the API Settings tab is not visible in your account, contact your Fieldwire account manager to confirm API access is enabled. ## 1\. Generate an API key in Fieldwire 1. 1 Sign in to Fieldwire Go to app.fieldwire.com and sign in with your account. 2. 2 Open Account Settings Click your profile icon (top right) and select Account Settings. 3. 3 Navigate to API Settings In the left sidebar, click "API Settings". You will see a list of existing API tokens and a button to generate a new one. 4. 4 Create a new API token Click "New Token". Give it a descriptive name like "Alloovium" and select Read access. Click Create. 5. 5 Copy the token The token is shown once. Copy it immediately — you cannot view it again after closing this dialog. If you lose it, generate a new one and revoke the old one. Token shown once only Copy the API token immediately after generating it. Fieldwire does not display the token value again. If you close the dialog without copying, you must generate a new token. ## 2\. Connect in Alloovium 1. 1 Open Alloovium → Integrations → Fieldwire Navigate to the Fieldwire integration page in Alloovium. 2. 2 Paste the API token Paste your Fieldwire API token into the API Key field. 3. 3 Select projects to sync Click Connect. Alloovium will verify the key and list your Fieldwire projects. Select which projects to sync. ## Troubleshooting ### API Settings tab not visible The API Settings tab only appears for Account Owners and Account Managers on eligible plans. Contact your Fieldwire account manager to confirm API access is included in your plan. ### Invalid API key error Ensure you copied the full token immediately after generation. If the token was lost, generate a new one in Fieldwire API Settings and revoke the old one. ### Projects not appearing The API token inherits the access of the Fieldwire account it was created in. Ensure that account has access to the projects you want to sync. Check project membership in Fieldwire’s Project Settings. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/fieldwire/api-key --- ## Gmail Source: https://www.alloovium.com/en/docs/guides/integrations/gmail Integrations # Gmail Connect Gmail to bring project-related emails and attachments into Alloovium for AI-powered search. ## Overview The Gmail integration connects Alloovium to your Gmail inbox. Emails and attachments from project-related conversations can be synced into Alloovium, giving your AI assistant access to project correspondence alongside drawings, specs, and RFIs. Read-only access Alloovium requests read-only access to Gmail. We never send emails, modify labels, or delete messages. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: email subjects, body text, and attachments from the labels or threads you select. We do not read emails you have not included in the sync scope. We do not have access to account settings, contacts, or other Google services. ## Setup Gmail uses Google OAuth. You will sign in with your Google account and grant Alloovium read access to selected emails. 1. 1 Click Connect Go to Integrations → Gmail in Alloovium and click Connect. You will be redirected to Google's authorisation screen. 2. 2 Sign in with Google Sign in with the Gmail account you want to connect. Review the permissions and click Allow. 3. 3 Select labels to sync Choose which Gmail labels or project-specific folders to sync. Only emails in those labels will be imported. 4. 4 Initial import Alloovium will import emails from your selected labels. New emails are picked up automatically. ## Permissions We request: gmail.readonly (read emails from labels you select). We do not request send, modify, or delete permissions. ## Troubleshooting ### Google consent screen warns about unverified app During initial setup, Google may show a warning about an unverified app. Click Advanced → Go to Alloovium (unsafe) to proceed. This warning appears until the app completes Google's verification process. ### Sync stopped mid-import Gmail API has rate limits. If your inbox is very large, the initial import may be throttled. Alloovium will resume automatically — check the integrations panel for progress. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/gmail --- ## Google Calendar Source: https://www.alloovium.com/en/docs/guides/integrations/google-calendar Integrations # Google Calendar Connect Google Calendar to sync project meeting notes and events into Alloovium. ## Overview The Google Calendar integration imports calendar events from your selected calendars into Alloovium. Meeting details, attached notes, and event descriptions become part of your project's AI knowledge base. Read-only access Alloovium requests read-only access to Google Calendar. We never create, modify, or delete calendar events. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: event titles, descriptions, attendees, dates, times, and attached files from the calendars you select. We do not read draft events or events you have declined without accepting. ## Setup Google Calendar uses the same Google OAuth client as Gmail. If you have already connected Gmail, you can connect Calendar with one additional step. 1. 1 Click Connect Go to Integrations → Google Calendar in Alloovium and click Connect. 2. 2 Sign in with Google Sign in with your Google account. Review the Calendar-specific permissions and click Allow. 3. 3 Select calendars to sync Choose which calendars to import. You can include personal, team, or project-specific calendars. 4. 4 Events start syncing Alloovium imports upcoming and recent past events. New events are picked up as they are created. ## Permissions We request: calendar.readonly (read event data from selected calendars). We do not create, modify, or delete calendar events. ## Troubleshooting ### Calendars not appearing Only calendars your Google account owns or has been shared are visible. Resource calendars (e.g. meeting rooms) are not included unless shared with your account. ### Shared team calendar missing Ensure the shared calendar has been added to your Google Calendar account (not just subscribed to). It must appear in your calendar list to be synced. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/google-calendar --- ## Google Drive Integration Source: https://www.alloovium.com/en/docs/guides/integrations/google-drive Integrations # Google Drive Connect Google Drive once at the tenant level. Synced files land in your library automatically and can be attached to any project instantly. ## Overview Connect Google Drive to sync files from shared drives and folders into your Alloovium tenant library. The integration supports Google Docs, Sheets, Slides (converted to DOCX/XLSX/PPTX), and standard files (PDF, Word, etc.). Connection is tenant-level — files are not tied to a specific project at sync time. Google Workspace files (Docs, Sheets, Slides) are automatically exported to plain text or PDF for ingestion. Native files (PDFs, Word documents, images) are processed directly. Folder-level permissions from Google Drive are respected — team members only see documents their account has access to. Read-only access Alloovium requests read-only access to Google Drive. We never create, modify, or delete any files in your Drive. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read files and folder structure from the specific folders you select during setup. This includes PDFs, Word documents, images, and Google Workspace files converted to text. We do not access files outside your selected folders, your Google account settings, contacts, or any other Google services. ## Setup Connecting Google Drive takes about two minutes. The connection is **tenant-level**— it does not bind to any single project. Synced files land in your tenant's file library, where any project can pull them in instantly. 1. 1 Connect Google Drive Go to Integrations → Google Drive. Click "Connect" and sign in with a Google account that has access to the drives you want to sync. 2. 2 Select folders to sync Choose which folders or shared drives to include. Files from these locations will be ingested into your tenant library — extracted, chunked, and embedded — once. Attaching them to projects is a separate step. 3. 3 Configure sync frequency Set how often Alloovium should check for new or updated files (every 15 minutes, hourly, or daily). Updates flow through to every project the file is attached to. 4. 4 Run the initial sync Alloovium begins ingesting files from your selected folders. Progress is shown in the integrations panel. Large folders may take several minutes. Google Drive folder picker showing selected folders in Alloovium Shared drives If your team stores project documents in a Google Workspace Shared Drive, connect using an account that has at least Viewer access to that shared drive. Personal My Drive and Shared Drives are both supported. ## Attaching files to projects Once a file is in your tenant library, attaching it to a project is instant — no re-upload, no re-extraction. You have two options: * **Attach from inside a project.** Open any project, click _Add from library_, search or filter by source (Google Drive), multi-select, and attach. Useful when you decide later which files belong where. * **Pre-attach during sync (optional).** When you start a sync, you can optionally pick one or more projects to auto-attach files to as they finish ingesting. Skippable — leave it empty to just sync into the library. The same Drive file can be attached to as many projects as you like. There is one copy of the file and one set of embeddings; project attachments are pointers. If the file is updated in Drive, every project sees the new version automatically. ## Permissions Alloovium requests the following Google OAuth scopes: * **drive.readonly** — read files and folders from drives you own or have access to * **drive.metadata.readonly** — read file metadata (names, sizes, dates) We do not request `drive.file`, `drive.appdata`, or any write scope. ## Troubleshooting ### Google consent screen warns about unverified app During initial setup, Google may display a warning about an unverified app. Click Advanced, then "Go to Alloovium (unsafe)" to proceed. This warning appears until the app completes Google's verification process. The integration itself is fully secure. ### Folders not showing in Alloovium Only folders your connected Google account has at least Viewer access to will appear. If a shared drive is missing, ensure your account has been added as a member of that shared drive — a subscription link is not sufficient. ### Google Docs not appearing as expected Google Docs, Sheets, and Slides are exported to plain text or PDF at import time. If a document shows as blank, it may have been created with drawing-only content that cannot be extracted as text. Contact support if you need custom export handling. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/google-drive --- ## MCP Server Source: https://www.alloovium.com/en/docs/guides/integrations/mcp Integrations # MCP Server Connect Claude Desktop, Cursor, and other MCP-compatible AI tools directly to your Alloovium projects. ## MCP Server Alloovium exposes a Model Context Protocol (MCP) server that allows AI tools like Claude Desktop, Cursor, and other MCP-compatible clients to access your Alloovium projects directly. This lets you query your project documents from within your AI coding or productivity tool. See the [MCP Server setup guide](/en/developers/mcp) for full configuration instructions including authentication, available tools, and example configurations for Claude Desktop and Cursor. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/mcp --- ## Microsoft Teams Source: https://www.alloovium.com/en/docs/guides/integrations/microsoft-teams Integrations # Microsoft Teams Connect Microsoft Teams to sync channel messages and meeting recordings into Alloovium. ## Overview The Teams integration pulls channel messages, meeting recordings, and chat transcripts from Microsoft Teams into Alloovium. Project discussions, decisions, and action items captured in Teams become searchable and queryable alongside other project documents. Read-only access Alloovium requests read-only access to Teams channels. We never post messages, create channels, or modify team settings. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: channel messages, meeting chat transcripts, and recording transcripts from the channels you select. We do not read private 1:1 chats. We do not read files stored in Teams channels unless the SharePoint integration is also connected. ## Setup Microsoft Teams uses the same Microsoft OAuth application as SharePoint and Outlook. Admin consent from your Microsoft 365 tenant administrator is typically required. 1. 1 Click Connect Go to Integrations → Microsoft Teams in Alloovium and click Connect. 2. 2 Sign in with Microsoft Sign in with your Microsoft 365 account. Your IT administrator may need to pre-consent the Teams.ReadBasic.All permission. 3. 3 Select teams and channels Choose which Teams and channels to sync. Alloovium will import message history and monitor for new messages. 4. 4 Meeting recordings If meeting recordings are stored in SharePoint, connect the SharePoint integration to also index recording transcripts. Admin consent required The **ChannelMessage.Read.All** permission requires Microsoft 365 tenant administrator consent. Your IT administrator must approve this in Azure Active Directory before users can connect. ## Permissions We request: Team.ReadBasic.All (list teams), ChannelMessage.Read.All (read channel messages). Admin consent is required for ChannelMessage.Read.All in most tenants. ## Troubleshooting ### ChannelMessage.Read.All requires admin consent This permission cannot be granted by regular users. Your Microsoft 365 administrator must consent in Azure AD → Enterprise Applications → Alloovium → Permissions. ### Teams not appearing You must be a member of the team to see it in the list. Check with your Teams administrator if an expected team is missing. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/microsoft-teams --- ## Newforma Konekt Source: https://www.alloovium.com/en/docs/guides/integrations/newforma Integrations # Newforma Konekt Connect Newforma Konekt to bring project correspondence, RFIs, and submittals into Alloovium using your own Newforma API app. ## Overview The Newforma Konekt integration syncs project correspondence, RFIs, submittal packages, and action items from Newforma into Alloovium. Your project intelligence platform gains access to the full communication record alongside drawings and specifications. Read-only access Alloovium requests read-only access to Newforma Konekt. We never modify project data. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: RFIs, submittals, project correspondence (letters, transmittals), action items, and project contacts. We do not read billing or account administration data. ## Setup The Newforma Konekt integration uses OAuth 2.0 via a Newforma API application. You register a free application at developer.newforma.com and bring the credentials to Alloovium. 1. 1 Register an app at developer.newforma.com Sign in to developer.newforma.com and create a new application. Under OAuth settings, set the redirect URI to: https://connect.nango.dev/oauth/callback 2. 2 Copy your Client ID and Client Secret After creating the app, copy the Client ID and Client Secret from the app settings page. 3. 3 Enter credentials in Alloovium Go to Integrations → Newforma in Alloovium. Paste the Client ID and Client Secret, then click Connect Newforma. 4. 4 Authorise access A Newforma login window will open. Sign in and grant Alloovium read access to your Newforma Konekt projects. Administrator setup required Newforma Konekt API access cannot be self-provisioned. Your Newforma administrator or Newforma support must enable API access before you can connect. ## Permissions We request read-only access to project data. We do not write back to Newforma. All data access is governed by the OAuth scopes granted during authorisation. ## Troubleshooting ### OAuth error after entering credentials Check that the redirect URI in your Newforma app settings exactly matches: https://connect.nango.dev/oauth/callback — any mismatch will cause an OAuth error. ### App registration not available If your Newforma subscription does not include developer portal access, contact your Newforma account manager or Alloovium support for assistance. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/newforma --- ## Microsoft OneDrive Source: https://www.alloovium.com/en/docs/guides/integrations/one-drive Integrations # Microsoft OneDrive Connect OneDrive to sync personal and shared drives into Alloovium via Microsoft OAuth. ## Overview The OneDrive integration connects Alloovium to your Microsoft 365 OneDrive. Files, folders, and shared documents are synced so your AI assistant can query them alongside SharePoint libraries and other project documents. Read-only access Alloovium requests read-only access to OneDrive. We never create, modify, or delete files or folders in your drives. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: files and folder structure from the drives and folders you select. We access both your personal OneDrive and shared drives you have access to. We do not read personal files outside the folders you select. ## Setup OneDrive uses the same Microsoft OAuth application as SharePoint. If SharePoint is already connected, you can add OneDrive with one click. 1. 1 Click Connect Go to Integrations → OneDrive in Alloovium and click Connect. You will be redirected to Microsoft to authorise. 2. 2 Sign in with Microsoft Sign in with your Microsoft 365 account. Review the permissions (Files.Read) and click Accept. 3. 3 Select folders to sync Browse your OneDrive and select the folders to sync. Subfolders are included automatically. 4. 4 Initial sync Alloovium imports all files in your selected folders. Changes are picked up automatically on subsequent syncs. Shared OAuth app with SharePoint OneDrive and SharePoint use the same Microsoft OAuth application in Alloovium. If SharePoint is already connected, adding OneDrive requires only the additional Files.Read scope. ## Permissions We request: Files.Read (read files from OneDrive), Sites.Read.All (read shared drives). We do not request write access. ## Troubleshooting ### Personal OneDrive vs OneDrive for Business Alloovium connects to OneDrive for Business (Microsoft 365). Personal OneDrive accounts (outlook.com, hotmail.com) are not supported. ### Large OneDrive taking long to sync Initial syncs for large drives may take several hours. Alloovium processes files in batches — check the integrations panel for current progress. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/one-drive --- ## Microsoft Outlook Source: https://www.alloovium.com/en/docs/guides/integrations/outlook Integrations # Microsoft Outlook Connect Outlook to sync project emails and meeting notes into Alloovium via Microsoft OAuth. ## Overview The Outlook integration connects Alloovium to your Microsoft 365 mailbox. Project-related emails, meeting summaries, and attachments are imported into Alloovium so your AI assistant can answer questions across email correspondence and project documents together. Read-only access Alloovium requests read-only access to your Outlook mailbox. We never send emails, move messages, or modify folders. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: email subjects, body text, attachments, and sender/recipient information from the folders you select. We do not read your calendar, contacts, or tasks unless those integrations are separately connected. ## Setup Outlook uses the same Microsoft OAuth application as SharePoint. If you have already connected SharePoint, you may be able to skip the authentication step. 1. 1 Click Connect Go to Integrations → Outlook in Alloovium and click Connect. You will be redirected to Microsoft to authorise access. 2. 2 Sign in with Microsoft Sign in with your Microsoft 365 account. Review the permissions (Mail.Read) and click Accept. 3. 3 Select folders to sync Choose which Outlook folders or labels to import. Alloovium monitors those folders for new emails. 4. 4 Initial import Alloovium imports existing emails from your selected folders and then monitors for new messages. Shared OAuth app with SharePoint Outlook and SharePoint use the same Microsoft OAuth application in Alloovium. If SharePoint is already connected, you may only need to grant the additional Mail.Read scope. ## Permissions We request: Mail.Read (read email messages). We do not request Mail.Send, Mail.ReadWrite, or access to calendar or contacts. ## Troubleshooting ### Admin consent required Some Microsoft 365 tenants require administrator consent before users can connect third-party apps. Your IT administrator can grant consent in Azure AD → Enterprise Applications → Alloovium → Permissions. ### Conditional Access blocking sign-in If your organisation has Conditional Access policies restricting third-party app access, your IT administrator will need to create an exception or grant Alloovium access explicitly. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/outlook --- ## Procore Integration Source: https://www.alloovium.com/en/docs/guides/integrations/procore Integrations # Procore Connect your own Procore Data Connection app to Alloovium and import drawings, specifications, submittals, and RFIs. ## Overview The Procore integration imports documents from your Procore projects into Alloovium. Supported document types include Drawings, Specifications, Submittals, and RFIs. You can sync one or more document types, and select specific folders or the entire project. Procore connections in Alloovium use a Bring Your Own App model. You create a Procore Data Connection app in your own Procore Developer Portal, install it on your company, then paste its Client ID and Client Secret into Alloovium. Bring Your Own App only Alloovium does not maintain a shared Procore Marketplace listing or shared OAuth client. Every customer connects through their own Procore Data Connection app. This keeps tokens, scopes, and audit trails fully under your control. ## Connect Procore Connecting Procore is a two-step process: create the app in Procore, then plug its credentials into Alloovium. ### 1\. Create your Procore Data Connection app Set up a Data Connection app inside your Procore Developer Portal, install it on your company, and grant the scopes Alloovium needs (Drawings, Specifications, Submittals, RFIs, Documents). [Open the full Procore — Bring Your Own App setup guide →](/en/docs/guides/integrations/procore/byo-app) ### 2\. Connect it to Alloovium Once your Data Connection app is installed in Procore, paste its credentials into Alloovium. 1. 1 Open Integrations → Procore in Alloovium From the left navigation choose Integrations, then click the Procore tile. 2. 2 Click Connect with my Procore app You will be prompted for the Client ID and Client Secret of your Procore Data Connection app. 3. 3 Authorise the connection Procore opens its consent screen. Approve the requested scopes and you will be returned to Alloovium with an active connection. Where Alloovium uses your credentials Your Client ID and Client Secret are used only to start the authorised connection flow. Alloovium stores the resulting access tokens per tenant and never shares them with other customers. ## Select documents to sync After connecting, choose which Procore projects and document types to sync into Alloovium. 1. 1 Open the Procore browser From the integration page, click Browse Procore to load your accessible projects. 2. 2 Pick a project Select the Procore project you want to mirror into Alloovium. You can repeat this for multiple projects. 3. 3 Choose document types Tick Drawings, Specifications, Submittals, RFIs, or any combination. You can also drill into specific folders if you only want a subset. 4. 4 Click Sync Alloovium queues the selected items for ingestion. You can leave the page — sync continues in the background. ## How sync works Each sync run goes through three phases: 1. Fetch — Alloovium calls Procore's API using your installed app's tokens to list available items in the selected scope. 2. Check — Alloovium compares Procore item versions against what is already in Alloovium and skips anything unchanged. 3. Download — only new or updated files are pulled, ingested, and indexed for search and chat. Syncs are incremental After the first full sync, subsequent runs only transfer files that changed in Procore. This keeps re-syncs fast and within Procore's API quotas. Deletes are not propagated If a document is deleted in Procore, Alloovium does not automatically remove the previously ingested copy. Remove it from Alloovium manually if you want it gone. ## Troubleshooting ### I don't see any Procore projects Your Procore Data Connection app must be installed on the company that owns the projects, and the installing user must have access to those projects. Re-install the app or ask a Procore admin to grant access, then refresh the integration page. ### Some documents are missing after sync Procore returns documents based on the scopes granted to your Data Connection app. If a document type is missing, confirm that the matching scope (e.g. Drawings, Specifications, Submittals, RFIs) is enabled in your app and that the connecting user can see those documents in Procore directly. ### Procore rejected my credentials Double-check that the Client ID and Client Secret come from a Data Connection app (not a Marketplace app), that the app is installed on your company, and that the secret has not been rotated. Regenerate the secret in the Procore Developer Portal and reconnect if in doubt. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/procore --- ## Procore — Bring Your Own App Source: https://www.alloovium.com/en/docs/guides/integrations/procore/byo-app Integrations · Procore # Bring your own Procore app Create a Data Connection app in your own Procore Developer Portal and connect it to Alloovium. No Marketplace approval required — the app lives in your Procore account and only you use it. ## Why this route exists Procore is tightening its public Marketplace with a partner certification queue that can take months. This route skips the queue entirely: **you** create the app in your own Procore account, **you** install it on your own company, and you hand Alloovium the credentials so it can talk to Procore on your behalf. Nothing is shared with other Alloovium customers. Your credentials are encrypted at rest and only ever used by your tenant. ## Requirements * A Procore account with **Company-level admin** permissions. * Access to the **Procore Developer Portal**. Most Enterprise accounts have this enabled by default. If you don't see it, ask your Procore account manager to turn it on for your company. * About 10–15 minutes. Developer Portal access If your Procore plan does not include Developer Portal access, contact Alloovium support — we can discuss a concierge setup where we create the app on our side and install it on your company. ## 1\. Create the Procore app 1. 1 Open the Procore Developer Portal Log in to Procore, then go to developers.procore.com and click "My Apps". 2. 2 Click "Create New App" Give it a name like "Alloovium — Internal". You can keep it sandboxed while you test, then promote to production later. 3. 3 Choose app type Select "Data Connection App" (DCA). This is the service-account style that uses client credentials — no per-user login required. 4. 4 Verify developer account if prompted Procore may email the company admin for one-time verification. This is usually instant for Enterprise accounts and takes up to a couple of business days for others. ## 2\. Configure scopes & manifest Alloovium needs read access to the document and decision data it indexes. In the app's **Configuration Builder** tab, enable the following permissions: * **Company Directory** — read * **Projects** — read * **Documents** — read * **Drawings** — read * **Specifications** — read * **Submittals** — read * **RFIs** — read * **Change Orders** — read You do not need to grant write permissions unless you plan to enable Alloovium's writeback features (CR → Procore comment/status updates). Save the configuration. A new **version** of the app is created — this is the version you'll install. ## 3\. Install on your company 1. 1 Open Company Admin → App Management Back in Procore (not the Developer Portal), go to Company Admin and pick App Management. 2. 2 Install Custom App Click "Install App" → "Install Custom App". Paste the App Version ID shown in your Developer Portal app and confirm. 3. 3 Copy the Client ID and Client Secret In the Developer Portal, open your app → OAuth Credentials tab. You will see a Client ID and Client Secret specific to this install. Copy both — the secret is shown only once. Protect your credentials Treat the Client Secret like a password. Anyone with it can read your Procore data on behalf of this app. Rotate it from the OAuth Credentials tab if you suspect it was exposed. ## 4\. Connect in Alloovium 1. 1 Open Alloovium → Integrations → Procore Switch to the "Bring your own app" tab at the top of the connect panel. 2. 2 Paste the credentials Enter a friendly connection name, the Client ID, and the Client Secret. Leave the Company ID blank to auto-detect, or paste one if your app has access to multiple companies. 3. 3 Click Connect Alloovium validates the credentials by fetching a token, saves them encrypted, and returns to the main Procore page where you can start selecting projects to sync. ## Troubleshooting ### Invalid DMSA credentials — token fetch failed The Client ID and Secret don't match, or the app hasn't been installed on a company yet. Double-check you copied them from the OAuth Credentials tab of the right app version, and confirm the Custom App install completed in Company Admin. ### No companies found for this service account The app is installed but scoped to zero companies. In the Developer Portal, open the app → App Settings → Install History, and confirm at least one company is marked as installed. You may need to re-run the Install Custom App flow on the intended company. ### The Developer Portal tab isn't visible in my Procore Your Procore plan may not include Developer Portal access. Contact your Procore account manager to enable it, or use one of the other connection modes (Personal OAuth or Company-wide) while you sort it out. ### Verification email never arrives Check your spam folder and confirm the admin email on your Procore company is correct. If still stuck, Procore support (_support@procore.com_) can expedite the developer-account verification. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/procore/byo-app --- ## Bentley ProjectWise Source: https://www.alloovium.com/en/docs/guides/integrations/projectwise Integrations # Bentley ProjectWise Connect Bentley ProjectWise via the iTwin Platform to sync engineering documents and CAD files into Alloovium. ## Overview The ProjectWise integration uses the Bentley iTwin Platform API to connect Alloovium to your ProjectWise environment. Engineering documents, CAD files, PDFs, and related metadata are synced into Alloovium so your team can query them with AI. Read-only access Alloovium requests read-only access to ProjectWise. We do not modify or delete any engineering documents. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: document files (PDFs, DWG, DGN), folder structure, document metadata, and revision history. We do not read billing, licence, or account administration data. ## Setup This integration requires registering an application on the Bentley iTwin Developer Portal at developer.bentley.com. 1. 1 Register an iTwin application Go to developer.bentley.com and sign in. Create a new application and select the "ProjectWise" scopes you need. Add https://app.alloovium.com/integrations/projectwise/callback as a redirect URI. 2. 2 Copy credentials Copy the Client ID from your application. If using client credentials flow, also create and copy a Client Secret. 3. 3 Enter credentials in Alloovium Go to Integrations → ProjectWise in Alloovium and enter your credentials. Select the authentication method (OAuth user login or client credentials). 4. 4 Authorise and select datasources After connecting, select the ProjectWise datasources and folders to sync. Alloovium will begin indexing your engineering documents. Bentley iTwin Developer Portal application settings showing redirect URI and scopes ## Permissions We request: projectwise:read (read documents and folder structure). We do not request write permissions to your ProjectWise environment. * **projectwise:read** — read documents and folder structure * **itwins:read** — list iTwin projects ## Troubleshooting ### Insufficient permissions error Ensure your iTwin application has been granted the correct scopes. ProjectWise requires explicit datasource-level permissions — check with your ProjectWise server administrator. ### Cannot connect to ProjectWise server ProjectWise on-premises servers may need firewall rules updated to allow Alloovium's IP ranges. Contact your IT department or Bentley support. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/projectwise --- ## Bentley ProjectWise — Bring Your Own App Source: https://www.alloovium.com/en/docs/guides/integrations/projectwise/byo-app Integrations · Bentley ProjectWise # Bring your own Bentley iTwin app Register a free application on the Bentley iTwin Developer Portal and connect it to Alloovium. No partner approval required — registration is instant and self-service. ## Why this route exists Unlike some construction platforms that require vendor approval before issuing API credentials, Bentley’s iTwin Platform is fully self-service. Any developer can register an application and start making API calls within minutes. You create the app in your own Bentley account. Your credentials are private to your tenant in Alloovium and are never shared. ## Requirements * A Bentley account (free). Sign up at developer.bentley.com. * ProjectWise 365 (cloud) or an on-premises ProjectWise Connection Server with API access enabled. * About 10 minutes. Cloud vs On-Premises This guide covers ProjectWise 365 (cloud). On-premises ProjectWise deployments use an older authentication model. Contact Alloovium support for assisted on-premises setup. ## 1\. Register an iTwin application 1. 1 Sign in to the iTwin Developer Portal Go to developer.bentley.com and sign in. If you don’t have an account, click "Register" — it’s free. 2. 2 Create a new application Click "Register new" in My Apps. Give it a name like "Alloovium — Internal". Select "Web App" as the application type. 3. 3 Select scopes Enable these scopes: projectwise:read (read documents and folder structure). You do not need write scopes. 4. 4 Add the redirect URI Add this redirect URI: https://app.alloovium.com/integrations/projectwise/callback 5. 5 Save and copy credentials Save the application. Copy the Client ID — it is shown on the detail page. If the portal offers a Client Secret, copy it too. ## 2\. Grant ProjectWise access Your iTwin app must be authorised to access your ProjectWise environment. 1. 1 Contact your ProjectWise administrator Send your admin the Client ID and ask them to whitelist it in the ProjectWise Connection Server settings (or in the iTwin organisation settings if using ProjectWise 365 cloud). 2. 2 Confirm access Once whitelisted, your app can read the document store. The admin does not need to share any secrets — only the Client ID is needed for the whitelist. Protect your Client Secret Treat the Client Secret like a password. If exposed, rotate it immediately from the iTwin Developer Portal. ## 3\. Connect in Alloovium 1. 1 Open Alloovium → Integrations → ProjectWise Navigate to the ProjectWise integration page. 2. 2 Enter credentials Paste your Client ID and Client Secret. Enter your ProjectWise datasource URL if prompted. 3. 3 Authorise and select folders Click Connect. Alloovium will authenticate and show your ProjectWise folder structure. Select the folders to sync. ## Troubleshooting ### Insufficient permissions error Ensure the projectwise:read scope is enabled on your iTwin app. ProjectWise datasource-level permissions must also be granted by your server admin. ### On-premises server not reachable On-premises ProjectWise Connection Servers need firewall rules to allow Alloovium’s outbound IPs. Contact your IT department or reach out to Alloovium support for the IP range list. ### Account does not have developer portal access The iTwin Developer Portal is free and does not require a paid Bentley subscription. Register a personal account at developer.bentley.com and create the app there. --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/projectwise/byo-app --- ## SharePoint Integration Source: https://www.alloovium.com/en/docs/guides/integrations/sharepoint Integrations # SharePoint Sync documents from your SharePoint sites and document libraries into Alloovium. New, updated, and deleted files are picked up automatically. ## Overview The SharePoint integration connects an Alloovium project to one or more SharePoint document libraries. Once connected, Alloovium ingests files from the selected library and keeps them in sync — new files are added, changed files are re-processed, and files already up to date are skipped to save time. You can connect SharePoint using your own Microsoft account (OAuth) or with a dedicated Azure app registration set up by your IT team. The app registration path is recommended for company-wide or automated deployments. ## Connecting SharePoint Go to **Integrations → SharePoint** in your Alloovium project. Click **Add connection**. You will be prompted to give the connection a name and choose an authentication method. SharePoint — Add connection dialog showing the Connection Name field and two auth tabs ### Option A: Sign in with Microsoft The simplest way to connect. Alloovium redirects you to Microsoft to sign in with your work account. No Azure configuration required — permissions are granted as yourself. 1. 1 Click "Connect Microsoft" In the Add connection dialog, select the "Sign in with Microsoft" tab and click the button. A Microsoft login window will open. 2. 2 Sign in and grant consent Log in with your Microsoft 365 work account. Review the requested permissions and click Accept. 3. 3 Name the connection Back in Alloovium, enter a name for this connection (e.g. "Acme SharePoint") and save. When to use OAuth OAuth is ideal for individual users connecting their own SharePoint access. If you need to sync files that require service account permissions, use an app registration instead. ### Option B: App registration (recommended for teams) For company-wide or unattended sync, create an Azure AD app registration and provide the credentials to Alloovium. Your IT administrator will need to complete the Azure steps. #### Step 1 — Create an app registration in Azure 1. 1 Open Azure Active Directory In the Azure portal, go to Azure Active Directory → App registrations → New registration. 2. 2 Name and register the app Give the app a name (e.g. "Alloovium SharePoint"), leave the redirect URI blank for now, and click Register. 3. 3 Note the Tenant ID and Client ID On the app overview page, copy the Directory (tenant) ID and the Application (client) ID — you will paste these into Alloovium. 4. 4 Grant SharePoint API permissions Under API permissions → Add a permission → SharePoint → Application permissions, add Sites.Read.All (or Sites.FullControl.All if write access is needed). Grant admin consent. Azure portal — App registration overview showing Tenant ID and Client ID fields #### Step 2 — Create a credential (choose one) Client secret 1. 1 Add a client secret In your app registration, go to Certificates & secrets → New client secret. Set an expiry and click Add. 2. 2 Copy the secret value immediately Azure only shows the secret value once. Copy it now — you will not be able to retrieve it again. Certificate (more secure) 1. 1 Generate or obtain a certificate Create a self-signed certificate or use one from your organisation's PKI. You need the .pfx (or .pem) private key and the certificate thumbprint. 2. 2 Upload the certificate to Azure In your app registration, go to Certificates & secrets → Certificates → Upload certificate. Upload the public certificate (.cer or .pem). 3. 3 Note the thumbprint After upload, copy the certificate thumbprint shown in the list. #### Step 3 — Enter credentials in Alloovium In the Add connection dialog, enter the **Connection Name**, **Azure Tenant ID**, and **Client ID**. Then choose your credential type: * **Client Secret** — paste the secret value from Azure. * **Certificate** — paste the certificate thumbprint and private key (PEM format). Alloovium — Add connection dialog with Tenant ID, Client ID, and Client Secret fields filled in #### Step 4 — Set site permissions Choose how much of your SharePoint tenant Alloovium can access: * **Full tenant access** — the app can read any site in your tenant. Convenient but requires broad admin consent. * **Selected site only** — restrict access to a single SharePoint site by entering its URL. Recommended for security-conscious deployments. `https://contoso.sharepoint.com/sites/construction`. Least-privilege recommendation Use selected site access with a client secret that has a short expiry. Rotate the secret before it expires to avoid sync interruptions. ## Selecting a library After the connection is saved, the SharePoint browser appears. Navigate to the site and document library you want to sync, then click **Sync this library**. 1. 1 Browse to your site The browser lists all SharePoint sites your connection can access. Click a site to expand it. 2. 2 Choose a document library Select the document library (e.g. "Documents", "Drawings"). You can drill into sub-folders and sync just a folder rather than the whole library. 3. 3 Start the sync Click "Sync". Alloovium queues the files for ingestion. A progress indicator shows how many files have been processed. Alloovium — SharePoint browser showing site list, a selected document library, and the Sync button ## How sync works Alloovium uses eTag-based change detection to avoid re-processing files that have not changed. When you trigger a sync (or re-sync), Alloovium: 1. **Fetches the file list** from SharePoint for the selected library or folder. 2. **Compares eTags** — files whose SharePoint eTag matches the eTag recorded at last sync are skipped entirely, so a library that is 90% synced will only process the remaining 10%. 3. **Queues changed or new files** for download and ingestion. Files are processed in batches to avoid overwhelming the pipeline. 4. **Updates the record** — on success, the new eTag is stored so the next sync can skip this file again. Re-syncing a partially synced library If a previous sync was interrupted, simply click Sync again. Alloovium will skip all files that were already successfully processed and only ingest what remains. File deletions Alloovium does not currently delete documents from your project when they are removed from SharePoint. Deleted files remain in Alloovium until manually removed. ## Troubleshooting ### Sync stuck at 0 files If the progress counter stays at 0, check that your app registration has the correct API permissions and that admin consent has been granted. For client secret auth, verify the secret has not expired. ### 'Insufficient privileges' error Ensure the app registration has **Sites.Read.All** (application permission, not delegated) and that an Azure Global Administrator has granted admin consent. Delegated permissions alone are not sufficient for unattended sync. ### Certificate authentication failing Verify the thumbprint matches the certificate uploaded to Azure exactly (no spaces or colons). The private key must be in PEM format (starts with `-----BEGIN RSA PRIVATE KEY-----`). --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/sharepoint --- ## Trimble Connect Source: https://www.alloovium.com/en/docs/guides/integrations/trimble-connect Integrations # Trimble Connect Connect Trimble Connect to sync project files and BIM models into Alloovium using your own Trimble developer app. ## Overview The Trimble Connect integration syncs files, models, and documents from your Trimble Connect projects into Alloovium. Once connected, your project team can query Trimble data — including clash reports, IFC models, and coordination notes — alongside other project documents. Read-only access Alloovium requests read-only access to Trimble Connect. We never modify or delete project files. [Read our data handling commitments →](/en/docs/legal/data-handling) ## What data we access We read: project files, folder structure, model metadata, and clash reports. We do not read account billing, licence, or team administration data. ## Setup Trimble Connect uses OAuth 2.0 via a Trimble developer application. You register the app at developer.trimble.com and bring the credentials to Alloovium. Trimble’s developer review takes 3–5 business days. 1. 1 Register an app at developer.trimble.com Go to developer.trimble.com, sign in with your Trimble Identity, and create a new application. Set the application type to Web, and add the redirect URI: https://connect.nango.dev/oauth/callback 2. 2 Wait for Trimble approval Trimble reviews new developer applications within 3–5 business days. You will receive an email confirmation when your app is approved. 3. 3 Copy your Client ID and Client Secret After approval, copy the Client ID and Client Secret from your developer portal app settings. 4. 4 Enter credentials in Alloovium Go to Integrations → Trimble Connect in Alloovium. Paste the Client ID and Client Secret, then click Connect Trimble Connect. 5. 5 Sign in with Trimble Identity A Trimble Identity login window will open. Sign in and grant Alloovium access to your Trimble Connect projects. ## Permissions We request read access to project files and folder structure. We do not request write permissions. ## Troubleshooting ### 3–5 day wait for app approval Trimble manually reviews all new developer applications. If you need access sooner, contact Alloovium support — we may be able to expedite via Trimble’s partner program. ### Projects missing after connecting Only projects where your Trimble Identity account has at least Viewer access will appear. Check with the project administrator to confirm your access level. ### Redirect URI mismatch error Ensure the redirect URI in your Trimble developer app is set exactly to: https://connect.nango.dev/oauth/callback --- Canonical page: https://www.alloovium.com/en/docs/guides/integrations/trimble-connect --- ## Lookahead Source: https://www.alloovium.com/en/docs/guides/lookahead AUTOMATION # Lookahead A rolling view of the next few weeks that surfaces schedule risk while there is still time to act — built from the documents, meetings, and reports your routines already read. ## Overview Lookahead is the near-term slice of the programme: the activities due over the next three to six weeks, when they are planned, how they are tracking, and what threatens to slip. Its purpose is a single outcome — no surprises on schedule. Rather than wait for a monthly report to reveal that a milestone has moved, lookahead brings the movement forward while you can still do something about it. Lookahead is deliberately not a scheduling tool. It does not replace your programme in MS Project or Primavera, and it does not attempt to recompute a critical path from scratch. It is a thin, current home for near-term activities so the [Today](/en/docs/guides/today) surface can detect and raise schedule risk in plain language. A byproduct of work you already do The value of lookahead is that it is largely produced for you. As routines read meeting notes, daily reports, and connected data, activities and their dates flow into the lookahead — so keeping a live schedule view costs little extra effort. ## What it surfaces Near-term activities, their progress, and the risk of a slip. Each activity in the lookahead carries a small set of fields kept intentionally simple, so the view stays fast to read and easy to trust. | Field | Meaning | | ------------- | ----------------------------------------------------------------------------------------- | | Activity | The name and a short description of the piece of work. | | Planned dates | The start and end originally scheduled for the activity. | | Actual dates | The real start and end as work progresses. | | Status | Planned, in progress, completed, or blocked. | | Progress | Roughly how far along the activity is, as a percentage. | | Source | Where the activity came from — a meeting, a daily report, a connected tool, or an import. | From these, lookahead highlights what matters to a project manager: activities that are behind, activities that are blocked, and the knock-on effect when one late activity holds up another that was due next. That downstream ripple — where a slip in one place puts a near-term milestone at risk — is the part hardest to see by eye and the part lookahead is built to catch. A lookahead view of the next few weeks — activities in rows with planned bars, actual progress, and a highlighted item flagged as at risk of slipping. ## Where the data comes from Lookahead is fed, not typed. It draws on the sources you are already working in. Activities arrive in the lookahead from several places, each tagged with where it came from so you can trace any date back to its source: * → **Meetings** — programme discussion captured in meeting notes is read for activities and dates. * → **Daily and site reports** — on-site diary entries update what actually started, finished, or stalled. * → **Connected tools and imports** — schedule data brought in from a connected system or a spreadsheet import. Because these are the same sources your routines read, a routine run is often what quietly keeps the lookahead current — extracting the programme change out of a report and applying it without a separate step from you. ## Generating a lookahead workbook Produce a shareable Gantt workbook on demand from a routine. A routine can produce a lookahead as a deliverable using the `GENERATE_LOOKAHEAD` block. It reads schedule information out of the documents you point it at and outputs a workbook with a Gantt view you can download and share — useful for a weekly lookahead meeting or a pack sent to the team. ### Options The block can be tuned to how your project runs: * → **Window** — how many weeks ahead to cover, typically three to six. * → **Grouping** — organise activities by area, by trade, or by work breakdown. * → **Detail** — whether to show completed items, the critical path, and constraints, and whether to count working days or calendar days. To learn how to place this block in a routine and set its trigger, see [Routines](/en/docs/guides/routines). The same routine engine that fills a [template](/en/docs/guides/template-filling) produces the lookahead workbook. ## Keeping it current An optional assist that applies confident changes and flags the rest. Where it is enabled, an automatic assist can keep the lookahead in step with recent site updates and project documents. It reads for changes — dates that moved, activities that became blocked, milestones that were reached — applies the high-confidence ones, and surfaces the downstream risk they create. You can preview the changes before they are applied: a dry run shows what would move, what risk it cascades into, and why, so nothing shifts in the schedule without your sight of it. The automatic assist is gated The auto-update capability is off by default and enabled per workspace. Reading and using the lookahead does not require it — without it, activities still flow in from your routines, meetings, and imports, and you update the schedule yourself. ## Availability Lookahead is maturing. Some parts are further along than others. The near-term lookahead view and the ability to generate a workbook are available as part of the routine engine. The automatic keeping-current assist is newer and rolled out selectively. As with routines generally, if a capability described here is not visible in your account, it has not yet been turned on for your workspace. Lookahead works hand in hand with [Routines](/en/docs/guides/routines) and reports its risk signals into [Today](/en/docs/guides/today), where you see what needs attention each morning. --- Canonical page: https://www.alloovium.com/en/docs/guides/lookahead --- ## Meetings Source: https://www.alloovium.com/en/docs/guides/meetings DAILY WORKFLOW # Meetings Bring a meeting into Alloovium, get a clean transcript and a project-manager summary, and review the actions and decisions it contains before they turn into work you have to track. ## Overview A great deal of what governs a construction job is decided in meetings — the weekly lookahead, the client catch-up, the subcontractor coordination call. Alloovium captures the meeting, transcribes it, and reads it the way a project manager would: pulling out the actions, the decisions, and the things that need to become work. Nothing is dispatched automatically. Alloovium prepares a reviewable list, and you decide what becomes a task, a variation or a recorded decision. Items you approve then flow into your day on [Today](/en/docs/guides/today). ## Capturing a meeting There are a few ways to get a meeting into Alloovium, depending on how the meeting happens. In every case the result is the same: a meeting record that will carry the transcript, summary and extracted items. 1. 1 Upload a recording Upload a pre-recorded audio or video file. Alloovium extracts the audio where needed and transcribes it. 2. 2 Send a notetaker to a call Where the Recall.ai notetaker is configured, Alloovium can send a bot to a Zoom, Teams or Meet link to record the call. 3. 3 Join from your calendar Where calendar auto-join is configured, you can connect a Google or Microsoft calendar and have the notetaker attend selected events. Attendees are recorded against the meeting, and recurring meetings can be linked as a series so Alloovium can note what has changed since the previous session. Recording and notetaker availability The notetaker and calendar auto-join depend on integrations that are configured for your workspace, and some capture methods may not be enabled in every environment. See [Availability](#availability) below. ## Transcription and summary Once a meeting is captured, transcription runs automatically. Alloovium produces a full transcript, then cleans up the kind of errors speech recognition makes with construction terminology so the text reads correctly. From the transcript, Alloovium writes a concise project-manager summary — grounded in what was actually said, not invented — and identifies the attendees. The transcript, the summary and the recording (where one exists) are all available on the meeting. Grounded, not embellished The summary is instructed to stay faithful to the transcript. If a decision was not reached in the meeting, it will not appear as one. ## Meeting status A meeting moves through a sequence of states as it is captured and processed. | Status | What it means | | ------------ | ----------------------------------------------------------------- | | Uploaded | The meeting record exists and is awaiting its recording or file. | | Scheduled | A notetaker is set to join an upcoming call. | | Recording | The notetaker is in the call, or a live recording is in progress. | | Transcribing | The audio is being converted to text. | | Processing | The summary and extracted items are being prepared. | | Complete | The meeting is ready for review. | | Failed | Transcription or processing did not complete. | | Canceled | The notetaker was stopped before it recorded. | ## What Alloovium extracts Alloovium does not stop at a summary. It reads the transcript for the things a project manager would act on and files each one as an extracted item, tagged by kind, with a verbatim quote from the transcript so you can see exactly where it came from. | Kind | What it captures | | ----------- | -------------------------------------------- | | Action item | Something you need to do. | | Team task | Something to assign to a member of the team. | | Variation | A change to scope, cost or programme. | | Programme | An update to the schedule or lookahead. | | Decision | A decision the meeting reached. | | Risk | A threat or blocker that was raised. | | Lesson | Knowledge worth keeping for future work. | Each extracted item can carry a suggested assignee named in the discussion and a best-guess project, so you can triage the list quickly. A variation surfaced here connects to the same drafting flow described in [Variations](/en/docs/guides/variations). ## Review and dispatch Extracted items sit in a review queue on the meeting until you decide what to do with them. Nothing is routed on until you approve it. 1. 1 Review Open the meeting and read each extracted item alongside the quote it came from. 2. 2 Adjust or dismiss Correct the kind or assignee where needed, or dismiss an item that is not actionable. 3. 3 Confirm the project For items that belong to a job — actions, team tasks, variations and programme updates — confirm which project they apply to. 4. 4 Dispatch Approve the items you want to keep. Alloovium routes each one to its destination. Dispatched items land where they belong. Actions become your own tasks and appear on [Today](/en/docs/guides/today); team tasks are assigned; variations open as drafts; decisions, risks and lessons are recorded at the workspace level. Because decisions, risks and lessons are workspace-wide, they do not require a project to be chosen. The meeting review queue, showing extracted items tagged by kind with the transcript quote each was drawn from ## Availability Meetings capabilities depend on how your workspace is configured. Automatic transcription and summarisation run whenever a meeting has a recording. The notetaker for live calls requires the Recall.ai integration to be configured, and calendar auto-join requires a connected Google or Microsoft calendar. Some capture methods may be gated Where an integration is not configured — for example, if the notetaker is not enabled for your workspace — the related option will be unavailable. If a capture method you expect is missing, check with your administrator on how it has been set up for your environment. Whatever the capture method, the review-before-dispatch step is the same, so items only enter your workflow once you have confirmed them. --- Canonical page: https://www.alloovium.com/en/docs/guides/meetings --- ## Mobile — Voice-first capture Source: https://www.alloovium.com/en/docs/guides/mobile Mobile # Mobile capture The Alloovium mobile app is a voice-first way to capture what happens on site. You pick up your phone, say what happened, and the recording becomes a draft in Alloovium through the same backend as the web app — the phone is for capture, the desktop is for review and export. Mobile capture screen with the record button, project selector and live transcript ## Overview The most reliable moment to record a site update is the moment it happens, standing in front of the work. The mobile app is built for that: a large record button, a project to file the note against, and an optional photo. It does not try to reproduce the whole product on a phone. Its job is to get an accurate account of the day off the site and into a draft you can finish later. When you record, the audio is transcribed on the server and the transcript is turned into a document draft in the background. That draft lands against the project and appears in the web app, where you edit, review and export it. In preview The mobile app is an early, voice-first companion (v0.1) and is available on request rather than as a general release. Some capabilities are still being finished. If you would like to try it, ask your Alloovium contact. ## Signing in You sign in with the same Alloovium account you use on the web — the app uses the same identity, so your projects and documents are the ones you already have. After signing in once, the session is held securely on the device, and you can optionally require Face ID, Touch ID or a passcode to reopen the app. ## Capturing a note Capture is the home of the app. You choose the project the note belongs to, optionally pick a template so the draft takes a familiar shape, and record. 1. 1 Pick the project Select the project this note is about so the resulting draft is filed in the right place. 2. 2 Record what happened Tap the microphone and speak naturally — for example, a site diary entry describing the pour, a delay and the inspection result. 3. 3 Review the transcript The recording is transcribed and shown on screen so you can confirm it captured what you said. 4. 4 Attach photos and draft Optionally add site photos, then draft. The transcript, and any photos as evidence pages, become a document in the background. If you only want a record of what you said, a log-only mode saves the transcript without drafting a document. The same spoken-note idea drives the web experience described in [Voice Input](/en/docs/guides/ai-assistant/voice-input). ## Working offline Site connectivity is rarely dependable, so the app is built to tolerate it. If a recording cannot be transcribed or drafted because the network is unavailable, the app queues it on the device and retries automatically when connectivity returns. You do not have to remember to resend anything. The Activity screen shows the state of each capture so you always know where a note stands. | State | Meaning | | ------------ | ----------------------------------------------------------- | | queued | Waiting to send; will retry when the device is back online. | | transcribing | Audio has been sent and is being turned into text. | | drafting | The transcript is being turned into a document. | | drafted | The draft is ready and will appear in the web app. | | failed | Something went wrong; the capture can be retried. | ## Where the draft goes A finished capture becomes a document draft on the project, created through the same document-generation path the web app uses. Once it is ready you receive a notification on the phone, and the draft is waiting in the project’s documents on the web, where you can edit and export it as usual. The mobile app draws on the same backend intelligence as everything else in Alloovium. It is deliberately narrow — capture on the phone, finish on the desktop — so that recording an update on site is a matter of seconds rather than a task you defer until you are back at a computer. Because it is in preview, expect the surface to keep changing as it is completed. Preview limitations As an early build, the app focuses on capture and drafting. Editing, review and export happen on the web, and some convenience features are still being added. Availability and behaviour may change as the app matures. --- Canonical page: https://www.alloovium.com/en/docs/guides/mobile --- ## Portal — Document Loop Source: https://www.alloovium.com/en/docs/guides/portal Document Loop # Portal Portal is the structured document loop with the parties outside your organisation — subcontractors, trades and consultants. It collects the files coming in, tracks the documents you issue out, and keeps requests for information moving to a close. Portal workspace showing the submissions, transmittals and RFI tabs for a project ## Overview Most document exchange with subcontractors happens over email and shared drives, where nothing is tracked and the status of any given file is a matter of memory. Portal replaces that with a single project workspace: the documents a trade sends you, the packages you issue to them, and the open questions between you all sit in one place, each with a status you can see at a glance. External parties do not need an Alloovium account. You invite them with a secure link, and they upload, download and answer from a guest page scoped to their trade package. Everything they do is attributed and recorded on your side of the loop. Availability Portal is a capability that may need enabling for your workspace. It is controlled by a feature flag and is off by default, and the RFI area can be enabled or hidden independently. If you do not see Portal in your project navigation, ask your administrator or your Alloovium contact to turn it on. ## Trade packages and invitations A **trade package** is the container for one scope of work — a name, an optional trade type and a due date. It groups the documents a subcontractor submits and the invitations you extend to them. A package moves through `draft`, `active` and `closed` as the work progresses. 1. 1 Create the package Give it a name and, optionally, a trade type and due date so the deadline is visible to everyone. 2. 2 Invite the trade Add the subcontractor by email. Portal generates a unique, time-bound guest link — no account required on their side. 3. 3 They open the guest page The link opens a page scoped to their package, where they can download issued documents and upload their own. ## Submissions Submissions are the inbound side of the loop. A subcontractor uploads a document to their trade package through the guest link, and it arrives on your side marked for review. You then approve it, reject it, or ask for a revision without a full rejection, which keeps the round-trip clear rather than restarting it. | Review status | Meaning | | ----------------- | ----------------------------------------------------------------- | | pending | Received and awaiting your review. | | approved | Accepted as submitted. | | rejected | Not accepted; the trade is expected to submit again. | | revise & resubmit | Accepted in principle, with changes requested before it is final. | Each submission records who reviewed it and when, along with any notes you leave, so the history of a document is never lost to an email thread. ## Transmittals Transmittals are the outbound side. You bundle a set of documents — a drawing set, a revised specification — and issue it to named recipients. A transmittal starts as a `draft` and becomes `issued`when you send it, at which point recipients can download the documents and acknowledge receipt from their guest page. Because acknowledgement is tracked per recipient, you can see who has received a package and who is still outstanding, rather than assuming a document landed because you attached it to an email. ## RFIs A request for information (RFI) is a numbered, trackable question between you and an external party. Each RFI carries a code, a subject, a discipline and a priority, and moves through `open`,`answered` and `closed`. Either side can raise one, and the party who owes the next response — the ball-in-court — is always visible. ### Answering and drafting An external party answers an RFI directly from their guest link. On your side, Portal can draft a cited response from the project documents as a starting point, and can run a triage pass that estimates cost and schedule impact and matches the question to a specification section. These are advisory aids — a person reviews and sends the answer. RFIs may be enabled separately The RFI area is controlled independently of the rest of Portal. It is possible to run submissions and transmittals with RFIs hidden, so treat RFIs as a capability to confirm rather than assume. ## The overview board The overview pulls the loop together into a single status view for the project: open, answered and overdue RFIs with average turnaround; submissions by status and trade; transmittals issued versus acknowledged; and trade packages by state. It is the answer to “where does everything stand” without opening each tab in turn. Portal sits alongside [Exchange](/en/docs/guides/exchange), which handles versioned document sharing across company boundaries. Portal is the structured intake and issue loop with your trades; Exchange is peer-to-peer sharing with an audit trail. They are separate capabilities and are enabled independently. --- Canonical page: https://www.alloovium.com/en/docs/guides/portal --- ## Document Hub Source: https://www.alloovium.com/en/docs/guides/projects Document Hub # Document Hub Upload, organise, and manage your documents securely in projects. Projects are the foundation of everything in Alloovium. ## Overview The Document Hub is the central repository for all files in a project. Every document you upload is automatically processed — text is extracted via OCR if needed, chunked into semantically meaningful segments, and embedded for fast AI retrieval. Once a document is processed, it is immediately available for querying in the AI Assistant, template filling, document generation, and use in analysis tools like Change Impact. ## Uploading Documents You can upload documents to a project in several ways: by dragging files directly onto the upload area, by clicking the "Upload" button and selecting files from your computer, or by syncing from a connected cloud storage provider (SharePoint, Google Drive, Procore). 1. 1 Open the project Navigate to Projects in the sidebar and open the project you want to upload into. 2. 2 Upload your files Drag and drop files onto the upload area, or click "Upload" and select files from your computer. You can upload multiple files at once. 3. 3 Wait for processing Alloovium processes each document automatically. You will see a progress indicator next to each file. Processing typically takes 30–120 seconds depending on file size. 4. 4 Start querying Once processing is complete, the document status changes to "Ready". You can now query it via the AI Assistant. Batch uploads You can upload up to 50 files at once. Large batches are queued and processed in parallel — you do not need to wait for one batch to finish before uploading another. ### Supported Formats | Format | Extension | Notes | | ---------- | ----------------- | ---------------------------------------------------- | | PDF | .pdf | Includes scanned PDFs — OCR is applied automatically | | Word | .docx | Tracked changes and comments are included | | Excel | .xlsx, .xls | All sheets are processed; tables extracted | | PowerPoint | .pptx | Slide text and speaker notes extracted | | Images | .png, .jpg, .tiff | OCR applied; useful for scanned drawings | | Plain text | .txt, .csv | Processed directly; no OCR required | ## Managing Projects Documents are always organised inside a project. A project is a workspace that holds a set of related documents — for example, all documents related to a specific contract or tender. You can create as many projects as you need and invite different team members to each one. Within a project, you can create **folders** to further organise your documents. Folders are optional — all documents in a project are available for querying regardless of which folder they are in. Storage limits Storage limits depend on your subscription plan. Contact support if you need to increase your storage quota. ## AI Organizer & Auto-Sort If you have a loose batch of mixed files with no folder structure, use the AI Organizer from the main Projects page. It previews a project-and-folder layout before anything is created, so you can sort a messy intake of specifications, drawings, registers, memos, standards, and instructions in one pass. 1. 1 Open Projects and start AI Organizer From the main Projects page, click "AI Organizer". This flow is designed for unsorted batches that are not yet inside a project. 2. 2 Upload the loose files Drop in the whole intake at once. The organizer reads filenames, paths, and extracted content to infer likely projects and document types. 3. 3 Review the proposed structure Alloovium shows the suggested projects and target folders before upload. Low-confidence files are flagged so they can be checked manually. | Loose file type | Suggested folder | Typical examples | | ---------------------------- | ------------------------------------------------------------ | --------------------------------------------------------------------- | | Specifications and standards | 03 Specifications & Technical / 03.01 Specifications | Specifications, scopes, standards, technical requirements, manuals | | Drawings and issued sheets | 02 Drawings & Models / 02.01 Sheets & Issued Drawings | Drawings, plans, elevations, details, issued sketches | | Registers and logs | 06 Controls & Schedules / 06.02 Registers & Logs | Registers, trackers, logs, schedules, look-aheads | | Memos and correspondence | 07 Meetings & Correspondence / 07.02 Correspondence & Emails | Memos, letters, general correspondence, email exports | | Instructions and notices | 08 Changes & Instructions / 08.02 Instructions & Notices | Site instructions, architect instructions, notices, formal directions | Use the whole batch The organizer works best when you upload the full unsorted intake together. That gives it enough context to separate projects and choose the right folder paths. Review safeguards Low-confidence files are marked for review instead of being silently moved into a folder you did not expect. ## Document Types Alloovium automatically classifies uploaded documents into categories to help with organisation and to optimise analysis. Common types include contracts, specifications, drawings, reports, and correspondence. You can also assign a custom type to any document. | Type | Description | Best used for | | -------------- | -------------------------------------- | ---------------------------------------------- | | Contract | Legal agreements and subcontracts | Payment terms, obligations, liquidated damages | | Specification | Technical and performance specs | Scope verification, compliance checking | | Drawing | Engineering and architectural drawings | Clash detection, revision tracking | | Report | Site reports, inspection reports | Issue tracking, defect management | | Correspondence | Emails, RFIs, instructions | Notice tracking, variation history | ## Processing Pipeline Understanding how Alloovium processes your documents helps you get the most out of the platform. Each document goes through the following stages: 1. **Text extraction** — Alloovium reads the raw text from each page. For scanned PDFs and images, GPU-accelerated OCR is applied automatically. 2. **Layout analysis** — The document structure is analysed: headings, tables, figures, and paragraph blocks are identified and tagged. 3. **Chunking** — The document is split into semantically meaningful segments (typically 200–500 tokens each) that are small enough for precise retrieval. 4. **Embedding** — Each chunk is converted into a vector embedding using a high-dimensional model trained on technical and legal language. 5. **Indexing** — Embeddings are stored in a vector index for fast similarity search, enabling sub-second retrieval during AI queries. GPU extraction Alloovium uses GPU-accelerated document extraction for complex PDFs and engineering drawings. This means higher accuracy on scanned documents, tables with merged cells, and multi-column layouts. --- Canonical page: https://www.alloovium.com/en/docs/guides/projects --- ## Document Types Source: https://www.alloovium.com/en/docs/guides/projects/document-types Projects # Document Types Alloovium automatically classifies documents to optimise analysis. Learn what types are supported and how the processing pipeline works. ## Document Types Alloovium automatically classifies uploaded documents into categories to help with organisation and to optimise analysis. Common types include contracts, specifications, drawings, reports, and correspondence. You can also assign a custom type to any document. | Type | Description | Best used for | | -------------------------- | ------------------------------------------------ | ---------------------------------------------- | | Contract | Legal agreements and subcontracts | Payment terms, obligations, liquidated damages | | Specification | Technical and performance specs | Scope verification, compliance checking | | Drawing | Engineering and architectural drawings | Discipline and revision tracking | | RFI / RFI Response | Requests for information and their answers | Open-item tracking, notice history | | Submittal | Shop drawings, samples, product data | Approval status, review turnaround | | ITP | Inspection & test plans | Hold points, quality verification | | SWMS / JSA | Safe work method statements, job safety analyses | Safety compliance, high-risk work | | Register / Log | Schedules, registers, and logs | Variation, defect, and notice tracking | | Report | Site and inspection reports | Issue tracking, defect management | | Correspondence | Emails, letters, instructions | Notice tracking, variation history | | Meeting Minutes | Records of site and project meetings | Actions, decisions, attendance | | Permit / Transmittal | Permits and document transmittals | Approvals, issue records | | Environmental (EMP / CEMP) | Environmental management plans | Compliance obligations, conditions | Around twenty categories are recognised in total, plus a general fallback. You can override the type on any document. ## Processing Pipeline Understanding how Alloovium processes your documents helps you get the most out of the platform. Each document goes through the following stages: 1. **Text extraction** — Alloovium reads the raw text from each page. For scanned PDFs and images, GPU-accelerated OCR is applied automatically. 2. **Layout analysis** — The document structure is analysed: headings, tables, figures, and paragraph blocks are identified and tagged. 3. **Chunking** — The document is split into semantically meaningful segments (typically 200–500 tokens each) that are small enough for precise retrieval. 4. **Embedding** — Each chunk is converted into a vector embedding using a high-dimensional model trained on technical and legal language. 5. **Indexing** — Embeddings are stored in a vector index for fast similarity search, enabling sub-second retrieval during AI queries. GPU extraction Alloovium uses GPU-accelerated document extraction for complex PDFs and engineering drawings. This means higher accuracy on scanned documents, tables with merged cells, and multi-column layouts. --- Canonical page: https://www.alloovium.com/en/docs/guides/projects/document-types --- ## Drawing Intelligence Source: https://www.alloovium.com/en/docs/guides/projects/drawing-intelligence Projects # Drawing Intelligence Alloovium automatically extracts structured metadata from construction drawings on upload — no configuration required. Sheet numbers, revisions, disciplines, and title block data are indexed for search and AI queries. ## Overview When a drawing PDF is uploaded to a project, Alloovium reads the title block and extracts structured metadata — discipline, sheet number, revision, title, date, and scale. This happens automatically as part of the standard processing pipeline. Once indexed, drawings are queryable by any of these fields in both the project search and the AI assistant. The assistant can answer questions like "what is the latest revision of A-101?" or "list all structural drawings issued after June" without any manual tagging. No workflow required Drawing intelligence is not a workflow step. It runs automatically on every drawing uploaded to a project — there is nothing to configure or trigger. Drawing detail view showing extracted title block metadata: sheet number, revision, discipline, and date ## What Gets Extracted Alloovium reads the title block from each drawing page and extracts the following fields where present: | Field | Example | Notes | | ----------------------------- | -------------------------------------------- | ------------------------------------------------------------------------- | | Sheet number | A-101, S-03, M-204 | Indexed for search; used to group revisions of the same sheet | | Discipline | Architectural, Structural, Mechanical, Civil | Indexed for search; inferred from the sheet number prefix if not explicit | | Drawing title | Ground Floor Plan, Column Schedule | Indexed for search; from the title block title field | | Revision | Rev C, Rev 3, P4 | Read from the title block; used to link successive revisions of a sheet | | Date, scale, and other fields | 14 Apr 2025, 1:100 | Read where present, but not currently exposed as separate search filters | Scanned drawings Scanned drawing PDFs are processed using GPU-accelerated OCR before title block extraction. Accuracy is high for standard title blocks, but may be lower for handwritten annotations or non-standard layouts. ## Searching Drawings Drawing metadata is searchable directly in the project and through the AI assistant. Both support natural language queries using any extracted field. 1. 1 Project search Type a sheet number (e.g. "A-101"), discipline ("structural"), or keyword from a drawing title. Results are filtered to matching drawings with revision context shown. 2. 2 AI assistant Ask in plain language — "What does drawing S-04 show?", "Are there any civil drawings for the eastern retaining wall?", or "Show me the latest revision of the floor plans." 3. 3 Filter by discipline In the project drawing view, use the discipline filter to narrow results to Architectural, Structural, Mechanical, Electrical, or Civil drawings. Best results For best AI results, upload full drawing sets rather than individual sheets. The assistant uses cross-sheet context — for example, it can correlate a structural column grid from one sheet with a detail on another. ## Limitations | Limitation | Detail | | ------------------------- | ------------------------------------------------------------------------------------------ | | Non-standard title blocks | Extraction accuracy drops on highly customised or handwritten title blocks | | Raster-only PDFs | Very low-resolution scans (below \~150 DPI) may produce lower-accuracy OCR results | | Multi-page sheets | Each page is processed independently; multi-page assemblies are treated as separate sheets | --- Canonical page: https://www.alloovium.com/en/docs/guides/projects/drawing-intelligence --- ## Managing Projects Source: https://www.alloovium.com/en/docs/guides/projects/projects Projects # Managing Projects Projects are the primary unit of organisation in Alloovium. Each project holds a set of related documents with its own team and settings. ## Managing Projects Documents are always organised inside a project. A project is a workspace that holds a set of related documents — for example, all documents related to a specific contract or tender. You can create as many projects as you need and invite different team members to each one. Within a project, you can create **folders** to further organise your documents. Folders are optional — all documents in a project are available for querying regardless of which folder they are in. Storage limits Storage limits depend on your subscription plan. Contact support if you need to increase your storage quota. --- Canonical page: https://www.alloovium.com/en/docs/guides/projects/projects --- ## Uploading Documents Source: https://www.alloovium.com/en/docs/guides/projects/uploading Document Hub # Uploading Documents Upload files to a project by drag-and-drop, file picker, or connected cloud storage. Alloovium handles the rest automatically. ## Uploading Documents You can upload documents to a project in several ways: by dragging files directly onto the upload area, by clicking the "Upload" button and selecting files from your computer, or by syncing from a connected cloud storage provider (SharePoint, Google Drive, Procore). 1. 1 Open the project Navigate to Projects in the sidebar and open the project you want to upload into. 2. 2 Upload your files Drag and drop files onto the upload area, or click "Upload" and select files from your computer. You can upload multiple files at once. 3. 3 Wait for processing Alloovium processes each document automatically. You will see a progress indicator next to each file. Processing typically takes 30–120 seconds depending on file size. 4. 4 Start querying Once processing is complete, the document status changes to "Ready". You can now query it via the AI Assistant. Batch uploads You can upload up to 50 files at once. Large batches are queued and processed in parallel — you do not need to wait for one batch to finish before uploading another. ### Supported Formats | Format | Extension | Notes | | ---------- | ----------------- | ---------------------------------------------------- | | PDF | .pdf | Includes scanned PDFs — OCR is applied automatically | | Word | .docx | Tracked changes and comments are included | | Excel | .xlsx, .xls | All sheets are processed; tables extracted | | PowerPoint | .pptx | Slide text and speaker notes extracted | | Images | .png, .jpg, .tiff | OCR applied; useful for scanned drawings | | Plain text | .txt, .csv | Processed directly; no OCR required | --- Canonical page: https://www.alloovium.com/en/docs/guides/projects/uploading --- ## Reports & Document Generation Source: https://www.alloovium.com/en/docs/guides/reports Reports # Reports & document generation Turn the documents already in your project into finished long-form outputs — a monthly report, an infrastructure report, a tender review or a management plan — with the source material cited and a review step before anything leaves your hands. ## Overview Reports are Alloovium's long-form generated documents. Rather than writing them from a blank page, you choose the report type, point it at the right period and sources, and Alloovium drafts the sections from the documents in your project. You then review, edit and export. These outputs draw on your project corpus — uploaded documents, connected sources and prior conversations — so the content reflects your project rather than generic text. Everything remains a draft until you approve it. A generated monthly report in the editor, with the section list on the left and sources alongside. ## Report types Each type is shaped for a different purpose and audience. Alloovium offers several distinct report and document types. Which one you reach for depends on what you are producing and who will read it. | Report type | What it produces | Notes | | --------------------- | ----------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------- | | Monthly report | A recurring project report covering progress, schedule, financials, risks, safety and quality. | Template-based; pick a reporting period and an audience (client, internal or executive). | | Infrastructure report | A branded project report generated without a template — overview, progress, safety, quality, risks and recommendations. | Sections are written from scratch and assembled into a branded document, following a fixed section set. | | Management plan | A plan built section by section against a template you provide, with a review gate on each section. | Best when you have an existing plan template to fill and want to sign off section by section. | | Tender review | A side-by-side review comparing a tender document against a response. | Produced as an in-page review rather than a downloadable file. | Audiences change the emphasis For the monthly report you can choose an audience — client, internal or executive — which adjusts which sections are included and how they are framed. The infrastructure report uses a fixed section set and does not take an audience. ## How generation works From template and sources to a finished draft. Generation follows the same broad shape across report types. You configure the report, Alloovium gathers the relevant material from your sources, drafts each section, and assembles the result into a document you can open and edit. 1. 1 Configure the report Choose the type, the reporting period where relevant, and which data sources to draw on. 2. 2 Aggregate the sources Alloovium pulls the relevant content from your project documents, connected sources and conversation history. 3. 3 Draft the sections Each section is written from the gathered material — filled into a template, or generated and assembled for template-free reports. 4. 4 Assemble the document Sections are combined into the finished output, ready to open in the editor. You can select the sources a report considers — for example your project documents, connected storage and integrations, and past conversations — so the draft reflects the material you trust. ### Templates vs. template-free A monthly report and a management plan are `template-based`: they fill a document you supply. An infrastructure report is `template-free`: it writes and assembles the sections without a pre-built layout. If you mainly want to fill a fixed form or template with project data, see [Template Filling](/en/docs/guides/template-filling), which is a distinct, more structured feature. ## Grounding & citations Generated content points back to the documents it came from. Reports are grounded in your project material. As Alloovium drafts, it retrieves the relevant passages from your documents and uses them to write each section, so the output is anchored to real source content rather than invented. Where citations are surfaced, each cited claim links back to the source document — and the specific passage within it — so a reviewer can open the original and check it side by side. Citation support is most complete in the document-generation editor, where a sources view groups citations by document and lets you jump straight to the underlying text. Check the sources, not just the prose Grounding reduces error, but it does not remove your judgement. Open the cited passages for anything material — figures, dates and commitments especially — before the report goes out. ## Review before you send Nothing is final until you approve it. Every report is a draft when it finishes generating. You open it in the editor, read through it, make edits directly, and export only when you are satisfied. This human review step is deliberate: the report is a first draft to refine, not a document to send unread. The management plan makes this explicit with a per-section review gate. Each section carries a status — pending, generating, generated, then approved, edited or rejected — and the plan cannot be finalized until you have signed off every section. You can edit a section's text, or regenerate it with your own instructions, before approving it. You are accountable for the output Generated reports can be exported to editable documents. Treat them as drafts prepared by an assistant: review, correct where needed, and confirm the facts before they represent your project externally. ## Generating a report The path from a new report to an exported document. The flow is consistent across report types. You start a new report, work through a short configuration, watch it generate, then review and export. 1. 1 Start a new report Choose the report type you want to produce and begin the setup. 2. 2 Set the period and audience Pick the reporting window where relevant; for the monthly report, also choose the audience it is written for. 3. 3 Choose sources and sections Select which sources to draw on and confirm the sections to include; audience presets pre-select sensible sections. 4. 4 Generate and watch progress Alloovium works through analysis, aggregation, drafting and assembly, showing progress as it goes. 5. 5 Review, edit and export Open the finished draft in the editor, refine it, check the cited sources, then export or save it to your project. Longer report types show their progress as they run — a management plan streams sections in as each one is drafted, so you can begin reviewing early sections while later ones are still being written. --- Canonical page: https://www.alloovium.com/en/docs/guides/reports --- ## Routines Source: https://www.alloovium.com/en/docs/guides/routines ROUTINES # Routines A routine is a repeatable piece of work you set up once and let Alloovium run for you — starting on a trigger, then working through an ordered chain of blocks that check the inbox, read the documents, ask the team, and produce a draft, before handing it back to you for review. ## Overview Routines are Alloovium's automations. If you have found yourself running the same sequence week after week — check the drawings for new revisions, ask the site team for an update, draft the report — a routine captures that sequence so it happens on its own. Every routine follows the same shape: a **trigger** starts it, then an **ordered chain** of blocks runs one after another. Each step does its one job and passes what it produced to the next — a check of the documents feeds the draft that follows it. When a step would send something outward, the routine stops at a **human review gate** before it acts, and the result surfaces in the [Today](/en/docs/guides/today) feed. The review gate is not optional. Naming Routines were previously called Workflows, and you may still see that word in some screens and technical references. They are the same thing. ## The block model A routine is an ordered chain of blocks. It starts with one trigger, then runs its action and logic blocks in the order you placed them. Rather than a single opaque prompt, a routine is assembled from typed blocks. A routine begins with exactly one **trigger** that decides when it runs, followed by a sequence of **action** and **logic**blocks. The chain runs top to bottom, in order: "ask the team, then draft the minutes, then text the client" runs those three steps one after another, and the context each step gathers is available to the steps below it. It is a straight chain, not a branching or merging graph. A routine runs up to 20 action steps A single run executes at most 20 action steps. This is a blast-radius guard — a routine that would fire more than 20 side-effecting steps (texts, calls, drafts) in one run is almost certainly misconfigured. If a chain is longer, the remaining steps are left for you as a reminder rather than fired in a storm. ### Triggers A trigger decides when a routine runs. You choose exactly one when you set the routine up. | Trigger | When it fires | | ------------------------- | ----------------------------------------------------------------------------------------------------------- | | Run manually | You open the routine and press Run. Good for anything you do on demand rather than on a clock. | | On a schedule | Runs on a cadence you set — daily, weekdays, weekly, fortnightly, or monthly, at a chosen time. | | Around a calendar event | Fires before or after a matching calendar event, so prep or follow-up happens around a meeting. | | When an email arrives | Fires when a message lands in a connected Gmail or Outlook inbox, optionally filtered by sender or subject. | | When a document arrives | Fires when a document lands from a watched source — SharePoint, Procore, Google Drive, or a direct upload. | | When a drawing is revised | Fires when a new revision of a drawing or spec is detected. | Some triggers are gated Scheduled and on-arrival triggers are rolled out per workspace and may be off by default. If you only see manual runs, those triggers have not been enabled for your account yet. ### Action blocks Action blocks are the steps that do the work. They fall into a few families. Availability can vary by workspace and some blocks depend on a connected inbox or calendar. | Block | Family | What it does | | -------------------------- | -------------- | ------------------------------------------------------------------------------------------------------------------------ | | Ask the team for an update | Talk to people | Opens an update cycle — asks named people by text, email, in-app, or phone and captures their replies back into the run. | | Send a text message | Talk to people | Sends a one-off text to the crew. No reply is captured. | | Send an email | Talk to people | Sends an email to chosen recipients from your mailbox or the Alloovium service. | | Call someone | Talk to people | Places a phone call that speaks a short script you provide. | | Check the inbox | Inbox | Reads recent mail from a connected Gmail or Outlook inbox into the run, optionally filtered by search or sender. | | Reply to the email | Inbox | Replies to the email that fired the routine (with the “when an email arrives” trigger). | | Forward the email | Inbox | Forwards the email that fired the routine to chosen recipients, with an optional covering note. | | Check the documents | Documents | Searches your project documents by query, type, or source and reads the matches into the run. | | Fill a template | Produce | Fills a saved template from matching documents. See Template Filling. | | Generate a document | Produce | Drafts a new document — a letter, notice, report, or similar — as Word or PDF. | | Add to the calendar | Track | Creates a calendar event from a description or a set date and time. | | Move a calendar event | Track | Reschedules or edits an existing calendar event. | | Cancel a calendar event | Track | Cancels an existing calendar event. | | Add to your to-do list | Track | Posts an item to your to-do list in Today. | Start from a card, not a blank canvas Most people never assemble blocks by hand. The routine catalogue offers ready-made cards — draft a report from a site update, check drawings for revisions each week — that you fork into a project and adjust. Building from scratch is there when you need it. ### Logic blocks Logic blocks shape how the chain flows without acting on the outside world themselves. | Block | What it does | | -------------------- | --------------------------------------------------------------------------------------------- | | Split on a condition | Evaluates a condition against the run so far and continues only when it holds. | | For each | Repeats the steps that follow once per item the run gathered. | | Wait | Pauses the run for a set time or until a moment before continuing. | | Await replies | Pauses the run until people respond to an earlier ask; when a reply arrives, the run resumes. | ## The builder Where you assemble the ordered chain and see the routine end to end. The builder is where you assemble the chain. You add a trigger, then add the action and logic blocks in the order they should run, and configure each block in a side panel. Because a routine is a straight ordered chain, the steps run top to bottom — there are no branches to wire up or separate paths to merge back together. The routine builder — a trigger at the top, then a top-to-bottom chain of action and logic blocks, with a configuration panel open on the right. 1. 1 Open the builder From Routines, choose a catalogue card to fork or start a blank routine. The builder opens ready for your trigger and first steps. 2. 2 Choose a trigger Pick how the routine starts — manually, on a schedule, around a calendar event, or when an email, document, or drawing revision arrives. 3. 3 Add blocks in order Add the action and logic blocks the routine should run, in the sequence you want them to fire. Each step can use the context the steps above it gathered. 4. 4 Configure each block Select a block to set its options in the side panel — who to ask, the query for a document check, the template for a fill, what a drafted document should include. 5. 5 Save and test Save the routine, then run it once to confirm each step behaves as expected before you rely on it. ## Running a routine Watch each step as it happens, with its output in view. When a routine runs, it does so a block at a time, in order. The run sidebar shows each step with its live status — running, waiting, done, or failed — and the output it produced. You can follow a document check pulling matches, an ask-the-team step going out, and a draft composing a letter, then open any step to inspect what it returned. If a routine reaches a logic block, it can pause and wait. An _await replies_step holds the run until people respond to an earlier ask; when the replies arrive, the run resumes from where it stopped and their answers feed the steps below. Completed runs stay in the routine's history so you can revisit the output and see how it was produced. Everything is cited When a routine reads your documents, that retrieval is grounded and carries citations through to the output, so a drafted notice or a figure it used can be traced back to the source document it came from. ## Project and cross-project scope A routine belongs to a project. Retrieval respects your permissions. A routine instance lives inside a single project. The catalogue card it was forked from is reusable across your company, but the running routine — its configuration, its history, and the documents it touches — is bound to one project and is removed with that project. Retrieval is permission-filtered. A routine only reads documents the person who owns the run is allowed to see, so automation never widens access to material a user could not open themselves. Steps that reach beyond a single project's folders are constrained the same way. ## The human review gate Nothing leaves the workspace or acts on your behalf until you approve it. The review gate is the core promise of routines. A routine drafts; it does not send. When a run produces something that would go outward — a filled document, an email, a notice — it stops and places the result in a queue for you to review. You read it, edit it if needed, and approve or discard it. Approval is what triggers the downstream action. Workspaces that have enabled it can raise the level of autonomy per routine, from _suggest only_ to _run and hold for review_. Even at higher levels the reviewed output waits in your queue; the gate remains. This is deliberate — the routine does the tedious assembly, and a person makes the call. Available capability varies Routines and their triggers are enabled per workspace and several capabilities are still rolling out. If a block, trigger, or autonomy option described here is not visible in your account, it has not yet been turned on for you. For the schedule-risk view that routine runs help produce, see [Lookahead](/en/docs/guides/lookahead). For the template mechanics behind the fill block, see [Template Filling](/en/docs/guides/template-filling). --- Canonical page: https://www.alloovium.com/en/docs/guides/routines --- ## Settings Source: https://www.alloovium.com/en/docs/guides/settings Settings # Settings Configure your account preferences, notification settings, security options, and API access. ## Account Open the account menu by clicking your avatar at the bottom of the left sidebar, then choose **Settings**. The **Profile** tab is where you set your display name and company, and pick a role so Alloovium can tailor its AI suggestions to the way you work. Your profile photo and sign-in email live in your account profile — click your avatar and open your profile to change them. On the Settings page the email field is read-only and labelled "Managed by your authentication provider", because it comes from how you sign in; if your organisation uses single sign-on, update it through your identity provider. Settings Profile tab showing display name, company, role, and a read-only email field ## Notifications Alloovium can notify you by in-app notification and email when important events occur. You can configure which events trigger notifications in **Account Settings → Notifications**. * **Document generation complete** — notified when a document generation job finishes. * **Background AI queries** — notified when a background mode query completes. * **Shared with me** — notified when a colleague shares a conversation or document with you. * **Document processing** — notified when a large document batch finishes processing. * **SharePoint sync errors** — notified if a sync job encounters an error. Email digests Instead of individual notification emails, you can switch to a daily digest that summarises all activity from the previous day. This is recommended for high-activity projects. ## Security Alloovium uses **Clerk** for authentication, which supports single sign-on (SSO) via your organisation's identity provider, multi-factor authentication (MFA), and session management. * **Multi-factor authentication (MFA)** — enable MFA in Account Settings → Security. Supported methods include authenticator apps (TOTP) and SMS. * **Active sessions** — view all active sessions for your account and remotely terminate any session you do not recognise. * **Organisation SSO** — contact your organisation admin to configure SSO via Microsoft Entra ID or Google Workspace. Security settings page showing MFA setup and active sessions list BYOK encryption Enterprise plans support Bring Your Own Key (BYOK) encryption for data at rest. With BYOK, Alloovium uses your organisation's AWS KMS key to encrypt all stored data. Contact sales to enable BYOK. ## API Keys If you need to access the Alloovium API programmatically (for example, to build a custom integration), you can generate API keys from **Account Settings → API Keys**. API keys are scoped to your user account and inherit your project permissions. Keys can be given a name and an optional expiry date. You can revoke a key at any time. Keep your API keys secret API keys provide full access to your Alloovium account. Never commit them to source control or share them in chat. If a key is compromised, revoke it immediately and generate a new one. --- Canonical page: https://www.alloovium.com/en/docs/guides/settings --- ## Notifications Source: https://www.alloovium.com/en/docs/guides/settings/notifications Settings # Notifications Configure which events trigger in-app and email notifications so you stay informed without being overwhelmed. ## Notifications Alloovium can notify you by in-app notification and email when important events occur. You can configure which events trigger notifications in **Account Settings → Notifications**. * **Document generation complete** — notified when a document generation job finishes. * **Background AI queries** — notified when a background mode query completes. Email digests Instead of individual notification emails, you can switch to a daily digest that summarises all activity from the previous day. This is recommended for high-activity projects. --- Canonical page: https://www.alloovium.com/en/docs/guides/settings/notifications --- ## Security Source: https://www.alloovium.com/en/docs/guides/settings/security Settings # Security Configure multi-factor authentication, manage active sessions, and set up single sign-on for your organisation. ## Security Alloovium uses **Clerk** for authentication, which supports single sign-on (SSO) via your organisation's identity provider, multi-factor authentication (MFA), and session management. * **Multi-factor authentication (MFA)** — enable MFA in Account Settings → Security. Supported methods include authenticator apps (TOTP) and SMS. * **Active sessions** — view all active sessions for your account and remotely terminate any session you do not recognise. * **Organisation SSO** — contact your organisation admin to configure SSO via Microsoft Entra ID or Google Workspace. * **docs.guides.security.item4** — docs.guides.security.item4\_desc Security settings page showing MFA setup and active sessions list BYOK encryption Enterprise plans support Bring Your Own Key (BYOK) encryption for data at rest. With BYOK, Alloovium uses your organisation's AWS KMS key to encrypt all stored data. Contact sales to enable BYOK. --- Canonical page: https://www.alloovium.com/en/docs/guides/settings/security --- ## Template Filling Source: https://www.alloovium.com/en/docs/guides/template-filling Routines # Template Filling Template Filling takes a DOCX template you provide and fills its placeholders using information extracted from the documents in your project. Useful for RFIs, variation notices, transmittals, submittal cover sheets, ITPs, monthly reports, or any recurring document your team produces from a standard format. ## Overview Template Filling takes a DOCX template you provide and fills its placeholders using information extracted from the documents in your project. Useful for RFIs, variation notices, transmittals, submittal cover sheets, ITPs, monthly reports, or any recurring document your team produces from a standard format. When to use which If you have a blank DOCX template with placeholders, use **Template Filling**. If you need a brand-new document and don't have a template, use **Document Generation**. ## Template Filling 1. 1 Click "Template Filling" in the sidebar The page loads with upload zones for your source documents and blank template. 2. 2 Upload your files and click "Fill Template" Drop in your source documents and blank DOCX template, then click "Fill Template". The filled document appears with every value cited back to its source — export as DOCX when ready. ## History Every filled template and generated document is saved under **History** in the left sidebar. From there you can re-open, re-export, or regenerate any past document. Running the same template again on an updated project pulls the latest information without losing the edits you made to earlier versions. Citations stay with the document When you re-open a past document from History, the original citations remain intact. You can click any cited value to jump straight to the source document and page. --- Canonical page: https://www.alloovium.com/en/docs/guides/template-filling --- ## Today Source: https://www.alloovium.com/en/docs/guides/today DAILY WORKFLOW # Today Today is the home you open first each morning. It brings the calendar, the items waiting on you, and everything that changed across the project into one place, so the day starts with context rather than surprises. ## Overview Today is designed as a cockpit for the project manager. Rather than asking you to check email, then the schedule, then site reports, then approvals, it assembles those streams into a single surface. The intent is simple — a “no surprises” view of the project you can scan in a minute and act on without leaving the page. Two things sit side by side. On the left is the calendar, the spine that anchors the day in time. On the right is `Needs you`, the queue of items waiting on a decision from you. Below the queue is a recent activity feed that answers “what happened since I last looked?” across documents, meetings, site updates, routines, and more. The Today dashboard — calendar on the left, Needs you queue and recent activity on the right ## How Today is laid out The left column toggles between two views. `Calendar` is the default and shows your schedule as a timeline. `Inbox` switches the same column to your connected mailbox when you want to read and triage email in context. The right column holds the `Needs you` queue with a set of filter tabs across the top, followed by the recent activity feed. Every item in Today is scoped to your projects, so the view reflects your work rather than the whole organisation. ## The calendar spine The calendar is the core of Today. It offers `Day`, `Week`, and `Month` views, and defaults to Week. Day and Week lay hours down the side so meetings and scheduled work read at a glance; Month gives you the wider shape of the period ahead. The timeline is continuous — calendar events, task due dates, scheduled activities, site updates, and routine runs all appear on the same rail so the day reads as one picture rather than several disconnected lists. Your chosen view is remembered between visits. Meetings appear here Recorded meetings and their outcomes flow onto the calendar and into the activity feed. See [Meetings](/en/docs/guides/meetings) for how recording and transcription work. ## Needs you `Needs you` is the queue of items that require a decision. It gathers approval requests, compliance items, and site and team updates awaiting review, and lets you narrow the list with filter tabs. Tabs only appear when they have something in them, so the queue stays quiet when there is nothing to do. | Tab | What it shows | | ----------------- | -------------------------------------------------------------------- | | All | Every item waiting on you, in one list. This is the default. | | Approvals | Requests waiting for your sign-off, including held document outputs. | | Compliance | Compliance gaps and conformance items surfaced for review. | | Site/team updates | Field and team updates rolled up for you to review. | Opening an item reveals its detail alongside the queue, including where it came from and any deadline attached to it. From there you can act on it, mark it done, or set it aside. The Compliance lens Compliance surfaces inside Today as its own filter rather than a separate destination for most teams. Organisations that run the full compliance engine also get a dedicated console — see [Compliance](/en/docs/guides/compliance). ## Action items and drafts Some items in `Needs you` are action items — a specific piece of downstream work that Alloovium has recognised and staged for you. An action item is typically raised automatically from a source such as a site-walk call, a meeting summary, a routine run, or an email, and it carries a link back to that source so you can see exactly where it came from. For typed action items — a variation, an RFI, or a purchase order — the point is not just the reminder but the head start. Alloovium opens an intake pre-filled from the source context, you complete the remaining details, and it produces a draft you can refine. A variation raised from a note on site can therefore arrive on Monday morning already framed, rather than as a blank page. 1. 1 An item is raised A routine run, meeting summary, call, or email produces an action item that lands in Needs you with a link to its source. 2. 2 Open it and review the context The detail view shows where the item originated and any deadline. For a variation or RFI, it also offers to start a pre-filled draft. 3. 3 Complete the intake Alloovium fills what it can from the source and asks you for the rest, so you confirm rather than compose from scratch. 4. 4 Produce and refine the draft The finished intake generates a variation or RFI draft, linked back to the action item, ready for you to review. You can also mark an action item done, dismiss it, hand it to a teammate, or take it to the assistant for help. Items that have produced a draft show as drafted so you can see progress at a glance. For the document side of variations and RFIs, see [Variations](/en/docs/guides/variations). Contractual notice clocks Some action items — such as a latent-condition variation — carry a notice deadline shown directly on the item. Treat these as time-sensitive; they exist so a contractual clock does not quietly run out. ## The activity feed Below the queue, the activity feed answers “what changed since yesterday?” It pulls together events from across the project — documents added, meetings recorded, RFIs and change requests, calendar changes, routine and automation runs, team check-ins from site, call transcripts, and assistant conversations — into one time-ordered stream. When many similar events happen together, they collapse into a single line so a bulk upload reads as “several documents added” rather than flooding the feed. Meetings, site calls, and messages stay as individual rows because each one usually matters on its own. The feed refreshes as new activity arrives, so a call that just finished shows up without a manual reload. ## Inbox Switching the left column to `Inbox` opens your connected mailbox inside Today. This keeps email beside the calendar and the queue, so you can read a message and act on the item it raised without moving between tools. Email that carries a task or decision can be turned into an action item so it is not buried in a thread — see [Action items and drafts](#action-items) below. Connecting a mailbox is covered in [Integrations](/en/docs/guides/integrations). ## What feeds Today Today is a reflection of the rest of Alloovium rather than a place you fill in by hand. The more of the platform you use, the more complete the view becomes. ### Routines Scheduled routines run on their own cadence and post their results into Today — upcoming fires and recent completions appear on the calendar and in the activity feed, and a routine can raise an action item for you to finish. See [Routines](/en/docs/guides/routines). ### Meetings and calls Recorded meetings and site-walk calls contribute their outcomes to Today. A summary can surface the commitments and decisions from a conversation and raise the follow-up work as action items. See [Meetings](/en/docs/guides/meetings). ### Email and site updates Connected email and updates from site both feed Today. Email produces triage-ready action items, and team check-ins from the field appear in the activity feed and roll up for review, so what happens on site is visible without chasing it. --- Canonical page: https://www.alloovium.com/en/docs/guides/today --- ## Variations Source: https://www.alloovium.com/en/docs/guides/variations CHANGE MANAGEMENT # Variations A variation is a change to the scope, cost or programme of your contract. Alloovium helps you catch one early, turn it into a claim while the detail is fresh, and keep track of it through to approval — so entitlement is not lost to the paperwork. ## Overview Variations in Alloovium are more than a list. Each one records the change itself, the contract clause that entitles you to claim it, the cost impact, and the time impact — and it remembers where the change was first mentioned, whether that was a site update, an email, or a phone call. Most variations do not begin life as a variation. They begin as a signal in the day-to-day flow of the job. Alloovium surfaces that signal as an action item on [Today](/en/docs/guides/today), helps you draft the variation from it, and then follows the draft as it is submitted and approved. Why this matters On a live job the risk is not that you raise a bad variation — it is that a legitimate change is never claimed because no one wrote it up in time. Surfacing the signal and pre-filling the draft is how Alloovium reduces that under-claim risk. ## From signal to claim A variation moves through a predictable path. You are always in control of each transition; Alloovium does the retrieval and the first draft, and you decide what is submitted. 1. 1 Surface A potential change is detected in a site update, email or call and appears as an action item on Today with the kind set to variation. 2. 2 Intake Alloovium pre-fills the variation questions — scope, trigger, clause, cost basis, time impact — from the surrounding context, leaving you to confirm or correct. 3. 3 Draft From your answers, Alloovium creates a variation record and links it back to the action item so the trail is preserved. 4. 4 Submit You review the draft, then submit it. Alloovium renders the document and the status moves to submitted. 5. 5 Track When the contract-side signer responds, you record the outcome and the variation moves to approved or rejected. A variation action item on Today, showing where the change was first raised and the pre-filled intake questions ## Where variations start The starting point for most variations is an action item. Action items are the short list of things that need a decision from you, and they carry the provenance of where each one came from so you can trace a claim back to its source. An action item destined to become a variation has its kind set to `variation`. It records the source of the signal, a verbatim quote where one is available, and any citations to the underlying update. Working an action item through to a draft is done from [Today](/en/docs/guides/today). Meetings feed the same flow. When a change is discussed in a recorded meeting, Alloovium can surface it for your review and route it to a draft variation. See [Meetings](/en/docs/guides/meetings) for how items extracted from a transcript are dispatched. ## Intake and drafting Drafting a variation happens in two moves. First, intake gathers the facts. Second, the draft turns those facts into a variation record you can edit and submit. ### Intake When you open the action item, Alloovium pre-fills a set of variation questions from the context it already has. Each question is pre-populated where possible and clearly marked so you know what was inferred and what still needs your input. The questions cover the scope of the change, what triggered it, the entitling clause, who identified it and when, the cost impact and its basis, the time impact and the affected activities, and whether the client has been notified. ### Draft Once you confirm the answers, Alloovium creates the variation. The cost impact and time impact you entered are written to the record, the entitling clause is stored as the source clause reference, and the citations and supporting evidence are kept alongside the draft. The action item is then linked to the new variation, so the two remain connected. Grounded in your documents The clause reference and supporting citations point back to the contract and correspondence in your workspace, not to generated text. Review them before you submit. ## Status and impact fields A variation carries a small set of fields that together describe the change, its commercial effect, and where it sits in the approval process. | Field | Meaning | | ----------------------- | ------------------------------------------------------------------------------------------------ | | Variation number | Your reference for the change, for example VO-042. | | Title | A short description of the change. | | Cost impact | The value of the change in the contract currency (default AUD). | | Time impact (days) | Positive delays completion, negative recovers schedule, and empty means the change is cost-only. | | Source clause reference | The contract clause that entitles the claim, for example cl 25.3. | | Approver | The name of the contract-side signer, such as the Superintendent. | | Disputed | A flag for a change that is contested. | The status field follows a fixed sequence: | Status | What it means | | --------- | ----------------------------------------------- | | Draft | Under composition — not yet sent to the client. | | Submitted | Rendered and sent to the client for review. | | Approved | The client accepted the change. | | Rejected | The client declined the change. | Rejected is not the end of it A rejected variation is worth keeping. Understanding why a claim was declined informs how you frame the next one, and the record of the change stays available for reference. ## Notice deadlines Some changes — latent conditions in particular — carry a contractual obligation to give notice within a set window of discovering them. When a discovery date is captured, Alloovium tracks the notice deadline against it and shows how many business days remain. The countdown appears on the action item so the deadline stays visible while you work. Items with a notice deadline are given prominence on [Today](/en/docs/guides/today), with the soonest due first, so a notice period does not quietly expire. ## The variation register The variations for a project can be listed together, with their number, title, status, cost impact and time impact, and the dates they were submitted and approved. This gives you a single view of every open and resolved change on the job. The register is also available to the Excel add-in, so you can pull the current state of your variations into a spreadsheet seeded directly from your workspace rather than maintained by hand. A variation register listing number, title, status, cost impact and time impact for a project --- Canonical page: https://www.alloovium.com/en/docs/guides/variations --- ## Open-Source Acknowledgements Source: https://www.alloovium.com/en/docs/legal/acknowledgements Legal # Open-Source Acknowledgements Alloovium is built on the shoulders of outstanding open-source software. This page lists the projects whose licenses ask for attribution, along with how we use them. ## Overview The acknowledgements below cover open-source components used in Alloovium's document processing services. Each entry links to the upstream project and names its license. This list is reviewed when we upgrade or replace pipeline components. ## MinerU Alloovium uses MinerU for document parsing within our extraction pipeline. Portions of drawing and document layout analysis are powered by MinerU and the MinerU2.5-Pro model from OpenDataLab. Project: License: MinerU Open Source License (Apache 2.0-based) ## Docling Document conversion and layout understanding for text documents uses the Docling toolkit and the granite-docling models. Project: License: MIT License (models: Apache 2.0) ## vLLM High-throughput model serving for our self-hosted extraction models. Project: License: Apache 2.0 --- Canonical page: https://www.alloovium.com/en/docs/legal/acknowledgements --- ## Data Handling Commitments Source: https://www.alloovium.com/en/docs/legal/data-handling Legal # Data Handling Commitments How Alloovium accesses, stores, and protects your documents and data when you connect an integration. ## Our Principles Alloovium is built for construction professionals who trust us with sensitive project documents. We treat your data with the same care you would apply to a physical filing cabinet: we only touch what you give us access to, we use it only to provide the service you asked for, and we delete it when you ask us to. Every integration you connect is scoped to read-only access. We never write, modify, or delete files in your connected systems. ## What we store When you connect an integration (SharePoint, Google Drive, Procore, etc.), Alloovium retrieves document content and stores it in your organisation's encrypted vault on our infrastructure. We store: the full text of documents (for AI querying), document metadata (file name, size, last modified date), and where available, the original file (for full-fidelity preview). We also store the OAuth access tokens required to read your files. These tokens are encrypted at rest using AES-256 and are scoped to the minimum permissions required for each integration. ## What we do not do We do not use your documents to train AI models. We do not share your documents with other Alloovium customers. We do not sell or broker access to your data. We do not retain copies of your documents after you disconnect an integration beyond the deletion SLA described below. ## Retention and deletion When you disconnect an integration or delete a project, Alloovium begins purging the associated documents from its storage. Complete deletion from all systems (including backups) takes up to 30 days. If you close your Alloovium account, all your data is deleted within 30 days of account closure. You can request an accelerated deletion by contacting support. ## Security All data is encrypted in transit (TLS 1.2+) and at rest (AES-256). Infrastructure is hosted on AWS with SOC 2 Type II compliant controls. Access to production data is restricted to authorised Alloovium engineers on a need-to-know basis and is logged. ## Integration vendor compliance Alloovium is built to be compatible with the developer policies of every construction platform we integrate with. We do not bulk-export, mirror, or warehouse data from third-party platforms (Procore, Autodesk Construction Cloud, Aconex, SharePoint, etc.). We read documents on demand to answer a specific query, surface the result, and discard the raw retrieval. We do not train, fine-tune, or benchmark any AI model on data sourced from these platforms — including aggregate or de-identified data. Large-language-model use is strictly inference-time, scoped to the question the user is asking in the moment — the same operational pattern as Procore Assist's own Azure OpenAI usage. This stance is contractually binding under our DPA with each customer and is designed to keep Alloovium on the right side of every integration partner's terms of service. ## Questions Questions about how your data is handled? Contact us at privacy@alloovium.com or through the in-app support chat. --- Canonical page: https://www.alloovium.com/en/docs/legal/data-handling --- ## Privacy Policy Source: https://www.alloovium.com/en/docs/legal/privacy Legal # Privacy Policy How Alloovium Pty Ltd collects, uses, stores, and protects your personal information. Alloovium Pty Ltd · ABN: 49 693 653 244 11 Fortune St, Scarborough, QLD 4020, Australia Effective: 23 February 2026 · Last updated: 23 February 2026 Contact: [zander@alloovium.com](mailto:zander@alloovium.com) ## 1. Purpose and Scope This Privacy Policy (the "Policy") describes how Alloovium Pty Ltd ("Alloovium", "we", "us", "our") collects, uses, stores, and protects personal information in connection with the Services. Alloovium provides an AI-driven platform and related offerings for business workflows. The Services may include, without limitation: hosted software, APIs/SDKs, document processing and retrieval, analytics, dashboards, model-assisted outputs, integrations, professional/consultancy services, onboarding, training, configuration, data preparation/labelling, and support (collectively, the "Service"). This Policy applies to personal information processed in connection with the Service, including information relating to customer representatives, users, partners, and visitors to our websites or platforms. ## 2. Legal Framework Alloovium handles personal information in accordance with: * •The Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) (Schedule 1 to the Privacy Act); * •The Notifiable Data Breaches (NDB) scheme (Part IIIC of the Privacy Act); * •The Spam Act 2003 (Cth) in respect of electronic communications and marketing; and * •Other mandatory Australian Commonwealth or state laws and regulatory guidance applicable to data protection and privacy. Where Alloovium processes personal information of individuals located in the European Economic Area (EEA) or United Kingdom, the EU General Data Protection Regulation (GDPR) and applicable UK data protection law may also apply. ## 3. Categories of Personal Information Depending on the Service and relationship, we may collect and process the following categories of personal information: 1. 1.**Account and Contact Information:** name, email, phone, job title, organisation, and login details. 2. 2.**Billing and Payment Information:** invoicing contact, bank details, GST/ABN data. 3. 3.**Service Use Data (Usage Data):** technical/telemetry data about how the Service runs and is used (e.g., feature interactions, performance, error rates, device/browser information); excludes Customer Content. 4. 4.**Customer Content:** files, documents, and information provided or generated through use of the Service (as defined in the Terms of Service). 5. 5.**Communications Data:** support requests, chat/email correspondence, and service feedback. 6. 6.**Cookies and Online Identifiers:** session and preference cookies used for secure access and analytics. We do not collect sensitive information (as defined under the APPs, including health, racial or ethnic origin, political opinions, religious beliefs, sexual orientation, criminal record, or biometric data) unless explicitly agreed and governed by a written data processing agreement. ### 3.1 Cookies Cookies are small text files placed on your device when you visit a website. Alloovium uses cookies to ensure our website functions properly, to understand how it is used, and to improve the user experience. **Essential Cookies.** Necessary for the operation of our website, enabling core features such as navigation and access to secure areas. **Performance and Analytics Cookies.** Help us understand how visitors use our website. We may use third-party tools such as Google Analytics. **Functional Cookies.** Remember choices you make (such as language or region preferences) to provide a more personalised experience. **Managing Cookies.** You can control or disable cookies through your browser settings at any time. ## 4. Purposes & Bases Alloovium collects, uses, and discloses personal information only when it is reasonably necessary for one or more of our functions or activities, in accordance with the Australian Privacy Principles. * •**APP 3 (Collection)** — we only collect personal information that is reasonably necessary for our functions or activities, by lawful and fair means, and directly from the individual where reasonably practicable. * •**APP 6 (Use and Disclosure)** — we only use or disclose personal information for the primary purpose of collection, or for a secondary purpose where the individual would reasonably expect, has consented, or where required or authorised by law. * •**APP 8 (Cross-border Disclosure)** — before disclosing personal information to an overseas recipient, we take reasonable steps to ensure the recipient does not breach the APPs. See Section 7 (International Transfers). | Purpose | APP Basis | Description | | -------------------------------------------- | --------------------------------------------------------------- | ---------------------------------------------------------------------------- | | To provide and operate the Service | APP 3 & 6 — reasonably necessary to perform the contract | Account setup, authentication, billing, and delivery of subscribed features. | | To maintain and improve security | APP 6 — related secondary purpose / legitimate operational need | Detection, monitoring, and prevention of unauthorised access or abuse. | | To analyse Service performance (Usage Data) | APP 6 — related secondary purpose / with reasonable expectation | Product development, troubleshooting, and feature optimisation. | | To provide support and communications | APP 3 & 6 — reasonably necessary to perform the contract | Responding to support requests, notices, and operational updates. | | To comply with legal obligations | APP 6 — required or authorised by law | Accounting, taxation, audit, and regulatory compliance. | | To send administrative or commercial notices | APP 6 — related purpose / consent where required | Product notices, subscription information, and limited marketing. | ## 5. Data Retention We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, or as required by applicable Australian law. Financial and accounting records are retained for seven (7) years in accordance with obligations under the Corporations Act 2001 (Cth) and the Tax Administration Act 1953 (Cth). Security logs and telemetry data are retained for twelve (12) to twenty-four (24) months to ensure system integrity and detect security incidents. Upon termination of the Service, we will delete or anonymise Customer Content within ninety (90) days, unless a longer retention period is required to comply with legal obligations or to establish, exercise, or defend legal claims. ## 6. Data Sharing Alloovium may engage third-party processors (e.g., hosting, analytics, email providers) under written agreements that require them to handle personal information in a manner consistent with the Australian Privacy Principles. A current list of sub-processors is set out in Appendix 1 and is available upon request to [zander@alloovium.com](mailto:zander@alloovium.com). Alloovium does not sell or lease personal information to third parties. ## 7. International Transfers Alloovium is based in Australia and primarily processes personal information in Australia. Some of our third-party sub-processors are located or operate outside Australia (e.g., in the USA, Singapore, or the EEA). Before disclosing personal information to an overseas recipient, Alloovium takes reasonable steps to ensure the overseas recipient does not breach the Australian Privacy Principles in relation to that information, consistent with APP 8. Where an individual consents to the overseas disclosure, or where the disclosure is required or authorised by Australian law, we rely on those grounds in accordance with APP 8.2. Where we process personal information of individuals in the EEA or UK, we rely on EU Standard Contractual Clauses (SCCs) or equivalent transfer mechanisms in addition to our APP 8 obligations. ## 8. Data Security Alloovium implements appropriate technical and organisational measures consistent with ISO 27001-aligned controls to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure (APP 11). These measures include: * •Encryption at rest and in transit; * •Access control and least-privilege principles; * •Audit logging and monitoring; * •Regular vulnerability assessments; and * •Employee confidentiality and data-protection training. ### Notifiable Data Breaches In the event of an eligible data breach, Alloovium will comply with the Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act 1988 (Cth). Where there are reasonable grounds to believe an eligible data breach has occurred, we will notify the Office of the Australian Information Commissioner (OAIC) and affected individuals as soon as practicable. For individuals located in the EEA, we will additionally comply with GDPR breach notification requirements (including the 72-hour notification obligation) where applicable. ## 9. Individual Rights We verify identity and respond without undue delay, typically within 30 days. Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, individuals have the following rights: * •**Access (APP 12):** obtain confirmation and a copy of the personal information we hold about you. * •**Correction (APP 13):** request correction of inaccurate, out-of-date, incomplete, irrelevant, or misleading personal information. * •**Complaint:** lodge a privacy complaint with Alloovium; if not resolved to your satisfaction, you may escalate to the Office of the Australian Information Commissioner (OAIC) at [oaic.gov.au](https://oaic.gov.au). As a matter of policy, Alloovium will also consider requests to delete personal information, restrict processing in certain circumstances, and provide a portable copy of your personal information. For individuals located in the EEA or UK, the full suite of GDPR/UK GDPR rights apply in addition to the above. All requests may be sent to [zander@alloovium.com](mailto:zander@alloovium.com). We may require reasonable verification of identity before fulfilling a request. ## 10. Cookies & Tracking Alloovium uses product analytics consistent with our Usage Data definition; see Section 3.1 for details of the types of cookies we use and how to manage them. We may also use third-party analytics tools that set their own cookies in accordance with their privacy policies. ## 11. Customer Content We do not use Customer Content or personal information to train foundation AI models unless you have expressly opted in in writing. You retain all right, title, and interest in personal information, inputs, uploads, files, and other information you or your organisation provide to the Service ("Customer Content"). You grant Alloovium a non-exclusive, worldwide licence for the term of the Agreement to host, process, transmit, display, and create technical copies of Customer Content as reasonably necessary to provide the Service. * •**Model training.** Alloovium does not use Customer Content to train foundation models unless you have expressly opted-in in writing. * •**Business-critical materials.** Alloovium will not use business-critical or sensitive Customer Content for product improvement except as necessary to operate or support the Service, or where you have expressly opted in in writing. ## 12. Aggregated Data Alloovium may create and use data that is (a) Aggregated so that no individual or Customer is identifiable, and/or (b) De-Identified so that it cannot reasonably be used to identify an individual or Customer. Alloovium may use such data for benchmarking, trend analysis, capacity planning, and product improvement. Alloovium will not attempt to re-identify Aggregated or De-Identified Data and will contractually restrict sub-processors from doing so. ## 13. Confidentiality Each party will protect the other's non-public information with reasonable care and use it only to perform under the Terms of Service. Australian common law obligations of confidence and any applicable provisions of the Corporations Act 2001 (Cth) may also apply. ## 14. SMS & Text Messaging If you provide your mobile number and opt in — for example, by verifying it in the Alloovium app or by texting our assistant number — we use it to send you service messages such as task and routine reminders, routine confirmations, site updates, and replies to your texts. Message frequency varies based on your activity and the routines you set up. Message and data rates may apply. Reply **STOP** at any time to opt out, or **HELP** for help. **Alloovium does not sell, rent, or share mobile numbers, opt-in information, or SMS consent with any third party or affiliate for their own marketing or promotional purposes. This restriction applies to all categories of SMS content, including transactional, informational, and conversational messages.** Mobile information is used only to operate the messaging features of the Service and is shared with our messaging provider (Twilio) solely to deliver your messages. For full program details, message samples, and the opt-in call-to-action, see our [SMS Program & Consent page](/en/sms-consent). ## 15. Policy Updates We may update this Privacy Policy from time to time. Material changes will be notified in advance by email or prominent notice on our platform. Continued use of the Service after the effective date of the updated Policy constitutes acceptance. ## 16. Contact Info Alloovium Pty Ltd is the APP entity responsible for the personal information described in this Policy. For privacy enquiries, complaints, or to exercise your rights, please contact us at: Alloovium Pty Ltd ABN: 49 693 653 244 11 Fortune St, Scarborough, QLD 4020, Australia Email: [zander@alloovium.com](mailto:zander@alloovium.com) If your complaint is not resolved to your satisfaction, you may contact the Office of the Australian Information Commissioner (OAIC) at [www.oaic.gov.au](https://www.oaic.gov.au) or by calling 1300 363 992. ## 17. Governing Law This Privacy Policy is governed by the laws of Queensland, Australia. Any dispute, claim, or matter arising out of or in connection with this Policy shall first be subject to good-faith negotiation between the parties. If not resolved within 30 days, the dispute shall be finally resolved by arbitration administered by the Australian Centre for International Commercial Arbitration (ACICA) in accordance with the ACICA Arbitration Rules, seated in Brisbane, Queensland. Proceedings will be conducted in English and are confidential. ## Appendix 1 — Pre-Approved Sub-Processors We maintain this list and note material changes. For each sub-processor, we apply the principle of least privilege — each third-party system shall only have access to the minimum personal information required to fulfil its purpose. | Sub-Processor | Purpose | Data Categories | Location & Transfer Basis | Legal Entity | | --------------- | ------------------------------------------------ | -------------------------------------------- | ------------------------- | --------------------------------------------- | | Microsoft Azure | Primary Hosting Infrastructure | Content, User, Performance, Device, Activity | Australia/EEA; APP 8 | Microsoft Corporation (Australian operations) | | Google Cloud | Hosting Infrastructure (Redundancy) | Content, User, Performance, Device, Activity | Australia/EEA; APP 8 | Google LLC (Australian operations) | | OpenAI | AI model inference and processing | Content | USA; APP 8 | OpenAI Ireland Ltd | | Langsmith | Application Observability, debugging and tracing | Content, Activity | USA; APP 8 | LangChain Inc. San Francisco, CA, USA | | Supabase | Database hosting and authentication | User, Content | Singapore; APP 8 | Supabase Inc. Singapore 049513 | | Anthropic | Model inference and analysis | Content | USA/EEA; APP 8 | Anthropic Ireland, Limited Dublin 4, Ireland | | Circleback | Meeting transcriptions and summarisation | User, Content | USA; APP 8 | CircleBack, Inc. McLean, VA, USA | | HubSpot | CRM, marketing, customer communications | User, Content, Support | EEA/USA; APP 8 | HubSpot Dublin 2, Ireland | | PostHog | Analytics, session tracking | User, Content | USA; APP 8 | PostHog Inc San Francisco, CA, USA | Alloovium Pty Ltd ABN: 49 693 653 244 · [zander@alloovium.com](mailto:zander@alloovium.com) 11 Fortune St, Scarborough, QLD 4020, Australia --- Canonical page: https://www.alloovium.com/en/docs/legal/privacy --- ## Terms of Service Source: https://www.alloovium.com/en/docs/legal/terms Legal # Terms of Service These Terms of Service govern access to and use of the software, APIs, websites, documentation, and related offerings provided by Alloovium Pty Ltd. Effective date: 23 February 2026 · Last updated: 23 February 2026 Alloovium Pty Ltd · ABN: 49 693 653 244 Contact: [zander@alloovium.com](mailto:zander@alloovium.com) B2B only. The Services are intended for business users and not for consumers. ## 1.Scope of Services Alloovium provides an AI-driven platform and related offerings for business workflows. The Services may include, without limitation: hosted software, APIs/SDKs, document processing and retrieval, analytics, dashboards, model-assisted outputs, integrations, professional/consultancy services, onboarding, training, configuration, data preparation/labelling, and support (collectively, the “Service”). Features may vary by plan and may be added, modified, or deprecated over time with reasonable notice. ## 2.Eligibility & Authority You represent that you have the legal capacity and authority to bind your organisation. You must comply with applicable law when using the Service. ## 3.Accounts & Security Provide accurate registration information, keep credentials confidential, and promptly notify us of suspected compromise. You remain responsible for activity under your account. ## 4.Subscriptions, Fees & Billing #### 4.1Fees and Taxes Fees are stated in an order form or pricing page and are exclusive of Goods and Services Tax (GST) and other applicable taxes and duties. You authorise recurring charges for each subscription term unless cancelled under §4.2. #### 4.2Auto-Renewal & Cancellation Subscriptions renew automatically for successive terms unless you cancel no later than 60 days before the end of the current term (via the billing portal or written notice to zander@alloovium.com). A notice is effective when received and valid only upon our written confirmation. You retain access through the end of the paid term; refunds are not provided unless required by applicable law. #### 4.3Price Changes with CPI Safeguard We may change pricing with 60 days’ prior notice before your next term. If an increase materially exceeds the Consumer Price Index (CPI) as published by the Australian Bureau of Statistics (ABS), or otherwise materially worsens your commercial terms, you may terminate by written notice before the change takes effect; otherwise, new pricing applies at renewal. #### 4.4Invoicing; Late Payment Unless otherwise agreed, fees are due in advance of each billing period. We may charge reasonable late-payment interest and recovery costs in accordance with applicable Australian law for overdue amounts. #### 4.5Currency & Payments Invoices are issued in AUD. If you pay from a non-AUD account or via a method that triggers currency conversion, you are responsible for bank charges and foreign exchange costs so that the invoiced AUD amount is received in full. #### 4.6Trials No free trial is offered by default. We may, at our discretion, offer a written trial arrangement for specific customers or plans. Any trial terms (duration, scope, data handling, transition to paid) will be specified in writing at the time of offer; absent such written terms, no trial applies. ## 5.Service Changes, Updates & Deprecations We continuously improve the Service. You agree to use supported versions and understand older versions/endpoints may be deprecated after reasonable notice. For any locally installed component or client, you agree to update within a reasonable period (typically 30 days) to maintain security and compatibility. ## 6.Acceptable Use You will not: (a) violate any applicable law; (b) disrupt or probe the Service; (c) reverse engineer or bypass controls; (d) use the Service to train competing models without consent; (e) upload unlawful or infringing content; (f) present outputs as professional advice (legal, accounting, engineering, safety, etc.); or (g) submit special-category or highly sensitive personal data without a valid legal basis and a written data processing agreement. ## 7.AI Outputs, Human Review & No Responsibility for Errors AI outputs may be inaccurate, incomplete, outdated, or non-fit for your specific purpose. You are solely responsible for human review and independent verification of any outputs before relying on them. To the fullest extent permitted by applicable law, Alloovium assumes no responsibility or liability of any kind, in any form, for mistakes, omissions, inaccuracies, misinterpretations, or miscalculations produced by or derived from AI outputs or the Service. This includes, without limitation, any errors or defects relating to data analysis, classifications, recommendations, risk assessments, or any other outputs generated by the Service, as well as any downstream decisions, actions, or losses that you or third parties take based on such outputs. You acknowledge the Service is not a substitute for professional judgment, and you must apply appropriate internal controls, audits, and expert review before use in production. ## 8.Data Protection & Privacy We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Our Privacy Policy and, where applicable, our Data Processing Agreement (DPA) set out roles, sub-processors, international transfers, security measures, and individual rights. We also process Usage Data (as defined in §9) to deliver, secure, monitor, and improve the Service under applicable legal bases including legitimate interests and, where applicable, performance of a contract. Where Usage Data contains personal information, it is handled in line with our Privacy Policy. ## 9.Customer Content; Usage Data; Aggregated and De-Identified Data #### 9.1Customer Content — Ownership and Licence You retain all right, title, and interest in inputs, uploads, files, and data you provide to the Service (“Customer Content”). You grant Alloovium a non-exclusive, worldwide licence for the term of the Agreement to host, process, transmit, display, and create technical copies of Customer Content as reasonably necessary to provide the Service, support, troubleshooting, security, backups, and related operations. Model training. Alloovium does not use Customer Content to train foundation models unless you have expressly opted in in writing. Business-critical materials. Alloovium will not use business-critical or sensitive Customer Content for product improvement except as necessary to operate or support the Service, or where you have expressly opted in in writing. #### 9.2Usage Data — Collection and Use “Usage Data” means telemetry and technical information generated by or relating to the use and performance of the Service (for example: feature interactions, UI clicks, API calls, response times, error rates, device/browser metadata, configuration parameters), but excludes Customer Content. You acknowledge and agree that Alloovium may collect and process Usage Data to provide, secure, monitor, and improve the Service, develop new features, and generate analytics and insights about Service performance. Usage Data is not used to train foundation models unless you have separately opted in in writing. #### 9.3Aggregated and De-Identified Data Alloovium may create and use data that is (a) Aggregated so that no individual or Customer is identifiable, and/or (b) De-Identified so that it cannot reasonably be used to identify an individual or Customer. Alloovium may use such data for benchmarking, trend analysis, capacity planning, and product improvement, including public or customer-facing reports, provided it does not identify you or any individual. Alloovium will not attempt to re-identify Aggregated or De-Identified Data and will contractually restrict sub-processors from doing so. #### 9.4No Transfer of IP in Analytics Except for your rights in Customer Content, Alloovium retains all right, title, and interest in (i) Usage Data, (ii) Aggregated and De-Identified Data, and (iii) learnings, know-how, and analytics derived therefrom, together with any improvements to the Service. ## 10.Intellectual Property Alloovium and its licensors own the Service, software, models, and documentation. Except as expressly granted, no rights are implied. ## 11.Third-Party Services & Open Source Certain features rely on third-party services or open-source components; their terms may apply. We are not responsible for third-party services outside our control. ## 12.Confidentiality Each party will protect the other’s non-public information with reasonable care and use it only to perform under these Terms. #### 12.1Customer Name & Logo As a standard term, the customer permits Alloovium to display Customer’s name and logo to identify Customer as a user of the Service in routine marketing (e.g., website, decks, sales materials). This does not allow disclosure of Confidential Information or any non-public details of the relationship; such specifics require a jointly approved customer story or press release, or a legal obligation to disclose (with prior notice where lawful). Customer may opt out by written notice; Alloovium will cease new uses promptly and remove from digital materials under its control immediately (archives/unrecallable copies excluded). #### 12.2Enterprise NDAs Alloovium can enter into a separate mutual non-disclosure agreement with enterprise organisations if needed. If that NDA conflicts with this §12, the NDA controls for its subject matter. ## 13.Warranties & Disclaimers The Service is provided “as is” and “as available” without warranties of any kind, express or implied, to the fullest extent permitted by law. Nothing in these Terms excludes, restricts, or modifies any consumer guarantee, right, or remedy conferred by the Competition and Consumer Act 2010 (Cth) or any other applicable Australian Consumer Law that cannot be excluded, restricted, or modified by agreement. ## 14.Limitation of Liability To the fullest extent permitted by law, neither party is liable for indirect, incidental, consequential, special, or punitive damages. Except for payment obligations, IP infringement, misuse of the Service, or breaches of §12 (Confidentiality), each party’s aggregate liability is limited to the fees paid or payable in the 12 months preceding the event giving rise to the claim. ## 15.Force Majeure We are not liable for delays or failures caused by events beyond reasonable control, including war, civil unrest, government action, widespread energy shortages, fire, labour disputes, shortages of materials, transport delays, or internet disruptions. If performance is substantially impeded for more than six months, either party may terminate on written notice. ## 16.Suspension & Termination We may suspend or terminate for material breach if not cured within 30 days of notice, or immediately for unlawful or unsafe use. Upon termination, you must cease all use and delete local copies of materials we provided for offline use. ## 17.Assignment We may assign these Terms (e.g., merger, acquisition, reorganisation) to a successor assuming our obligations. You may not assign without our prior written consent. ## 18.Changes to Terms We may update these Terms; material changes will be notified in advance. Continued use after the effective date constitutes acceptance. For pricing changes, §4.3 applies (CPI safeguard and termination right). ## 19.Export, Sanctions & Anti-Corruption You will comply with all applicable export controls, sanctions, and anti-bribery laws, including those applicable in Australia and any other jurisdiction relevant to your use of the Service. ## 20.Governing Law & Dispute Resolution These Terms are governed by the laws of Queensland, Australia. Any dispute arising out of or in connection with these Terms shall first be subject to good-faith negotiation between the parties. If not resolved within 30 days, the dispute shall be finally resolved by arbitration administered by the Australian Centre for International Commercial Arbitration (ACICA) in accordance with the ACICA Arbitration Rules. The seat of arbitration shall be Brisbane, Queensland, Australia. The language of the proceedings shall be English. Information relating to proceedings is confidential. ## 21.Non-Exclusivity #### 21.1 Alloovium does not accept or grant exclusivity undertakings with any customer or partner. Access to, licensing of, and availability of the Service — including the core platform and standard product packages — are non-exclusive and may be offered to any customer that lawfully, properly, and safely uses the Service in accordance with these Terms. #### 21.2 Alloovium may provide the same or similar functionality, services, or integrations to multiple customers without restriction. #### 21.3 Any bespoke or professional services (e.g., configurations, custom features, accelerators, or documentation) are provided on a non-exclusive basis. Alloovium may reuse generalised know-how, methods, and non-Customer-Content code that do not disclose Customer Confidential Information. #### 21.4 For the avoidance of doubt, each Customer’s Customer Content and Confidential Information remain owned by, and safeguarded for, that Customer as set out in §9 and §12\. Alloovium will, within its absolute best ability and employing commercially reasonable measures, not share, disclose, or reuse such materials in any manner that could identify the Customer or expose the Customer’s trade secrets or other sensitive information, nor in any way that violates Alloovium’s data protection, compliance, or security standards. #### 21.5 No most-favoured-nation or parity commitment is provided unless expressly agreed in a separate written amendment signed by both parties. #### 21.6 Availability remains subject to compliance with these Terms, including §6 (Acceptable Use) and §16 (Suspension & Termination). ## 22.Miscellaneous These Terms (together with any order) form the entire agreement and prevail over conflicting terms. If a provision is unenforceable, the remainder remains in effect. No waiver is implied by delay or omission. Nothing creates a partnership, joint venture, or agency. ## 23.SMS & Text Messaging If you provide your mobile number and opt in (for example, by verifying it in the Alloovium app or by texting our assistant number), we may send you service messages such as task and routine reminders, routine confirmations, site updates, and replies to your texts. Message frequency varies; message and data rates may apply. Reply STOP to opt out at any time and HELP for help. We do not sell or share your mobile number, opt-in information, or SMS consent with any third party for that party's own marketing purposes. We use your mobile information only to operate the messaging features of the Service, and share it with our messaging provider (Twilio) solely to deliver your messages. Alloovium Pty Ltd ABN: 49 693 653 244 Contact: [zander@alloovium.com](mailto:zander@alloovium.com) 11 Fortune St, Scarborough, QLD 4020, Australia --- Canonical page: https://www.alloovium.com/en/docs/legal/terms --- ## Use Cases Source: https://www.alloovium.com/en/docs/use-cases Use Cases # How construction teams use Alloovium Real-world scenarios from project managers, contract administrators, and site supervisors who use Alloovium every day to work faster and reduce risk. ## Pre-Tender Document Review Bidding on a complex project means reading hundreds of pages of tender documents under time pressure. Alloovium lets you upload the full tender package — specification, drawings register, conditions of contract, and any addenda — and ask questions before you commit to a price. ### What to look for before you bid Upload the tender package to a new project and use the AI Assistant to quickly surface the clauses that affect your risk and price. Useful questions include: * **“What are the liquidated damages provisions and daily rates?”** — Get the exact clause reference and dollar figure without searching page by page. * **“Are there any unusual insurance or bonding requirements?”** — Surface anything above standard so you can get the right quotes before submission. * **“What does the specification say about working hours and noise restrictions?”** — Identify programme constraints that affect your method and cost. * **“Does the contract include a rise-and-fall or fixed-price clause?”** — Know your exposure to material cost movements before you sign. ### Finding contradictions between documents Tender packages often include conflicts between the specification and the drawings, or between addenda and the original conditions. Ask Alloovium to compare documents: “Does the specification for concrete finishes in Section 03 30 00 contradict anything in the architectural drawings notes?” Every answer includes citations — numbered references to the exact pages and clauses the answer was drawn from. Use these to verify the finding and decide whether to raise a pre-tender query. Generate a tender review document Once you have your answers, use Document Generation to draft a structured tender review report grounded in your uploaded files — ready to download as DOCX. ## Payment Claim Preparation Preparing a monthly payment claim requires cross-referencing the contract schedule of rates, progress reports, variation orders, and the programme. Alloovium brings all of these documents into one place so you can build your claim with cited evidence rather than relying on memory or manual searching. ### Establishing entitlement from the contract Start by uploading the contract and any approved variations to a project. Then ask questions to establish the basis for your claim: * **“What milestones have been completed according to the programme?”** * **“List all approved variations and their amounts.”** * **“What is the payment claim submission deadline under this contract?”** * **“Are there any conditions precedent to a payment claim under Clause 37?”** ### Supporting your claim with progress evidence Add your progress photos register, site diary, and inspection records to the project. Then ask the AI to help you draft the claim narrative: “Summarise the progress achieved on the stormwater drainage works between 1 March and 31 March 2026 based on the site diary and progress photos register.” Copy the cited summary directly into your claim narrative. The citation numbers mean you can point the superintendent to the exact source document if the claim is queried. ## New Project Onboarding When you take over a project mid-stream — or bring on a new site supervisor — getting up to speed quickly is critical. Alloovium turns weeks of document reading into hours by letting your team ask questions about the full project document set from day one. ### Building a project knowledge base Create a project in Alloovium and upload all the key documents: head contract, scope of works, subcontract packages, approved drawings register, meeting minutes, and any RFI log. Once processed, everyone in your team can query the full set. ### Common onboarding questions * **“What are the principal's representative's contact details and approval authorities?”** * **“Summarise the project programme — what are the key dates and critical path items?”** * **“What subcontractor packages are let and who are the subcontractors?”** * **“What are our notification obligations if we encounter unexpected ground conditions?”** * **“What are the approved materials for the structural concrete?”** Invite your whole team Project members can all query the same project simultaneously. An estimator preparing a variation, a site supervisor checking a specification, and a contract administrator reviewing a notice period can all work from the same document set at the same time. Go to **Project Settings → Members** to manage access. ## Dispute Resolution Support When a dispute arises — over a variation claim, a delay, or defective work — the key is getting the facts documented quickly and finding the contractual basis for your position. Alloovium helps you find contradictions, track a sequence of events across correspondence, and build a clear evidence bundle. ### Finding contradictions between contract and correspondence Upload both the head contract and the correspondence log (email chain, meeting minutes, site instructions). Then ask Alloovium to surface inconsistencies: * **“Does the superintendent's instruction dated 15 Feb contradict the approved scope in the contract?”** * **“Has the principal ever acknowledged the delay in writing? Show me the evidence.”** * **“Compare the defect rectification requirements in the contract with what the superintendent directed in Site Instruction 47.”** ### Building a chronology A chronology is the foundation of any dispute. Ask Alloovium to extract a timeline: “Create a chronological list of all correspondence about the rock excavation variation, including dates, parties, and the key point of each document.” Use the cited response to build your formal chronology. Every fact in the Alloovium answer links back to a source document and page number. Alloovium is not legal advice Alloovium surfaces information from your documents and helps you analyse them. For legal strategy and formal dispute proceedings, always engage a construction lawyer. ## Handover Package Preparation Practical completion requires submitting a complete handover package — O&M manuals, as-built drawings, warranties, commissioning records, and test results. Alloovium helps you verify completeness and find gaps before the superintendent does. ### Checking what is required Upload the contract and any handover schedule to Alloovium. Ask: * **“What documents are required for practical completion under the contract?”** * **“What warranty periods apply to each major system — HVAC, electrical, hydraulic?”** * **“Are there any requirements for commissioning witnesses from the principal?”** ### Verifying documents are complete As you compile the handover package, upload the draft O&M manuals and commissioning records and ask Alloovium to check them against the contractual requirements: “Does the HVAC O&M manual submitted on 12 April include all the sections required by Specification Section 23 05 00?” This cross-check can be run in minutes on each document. Use it to catch gaps before you formally lodge the package with the superintendent. ### Next steps Ready to get started? Create your first project and upload your documents: * →[Getting Started](/en/docs/guides/getting-started) create your account and first project in five minutes. * →[Uploading Documents](/en/docs/guides/projects/uploading) supported file types and upload tips. * →[AI Assistant](/en/docs/guides/ai-assistant) how to ask good questions and use citations. * →[Document Generation](/en/docs/guides/reports#document-generation) draft documents grounded in your uploaded files. --- Canonical page: https://www.alloovium.com/en/docs/use-cases