Standalone Chat

Note

This feature is available for customers with the AI module.

The Standalone Chat is your personal AI assistant within StoryVault — independent of transcripts. You can ask any questions and upload files: images, PDFs, Word documents, Excel spreadsheets, and PowerPoint presentations.

How It Works

1. Open chat

   Sidebar → Chat. On the left you see your previous chats, on the right the conversation window.

   

2. Start a new chat

   Click “New Chat”.

3. Ask a question

   Type your question or request and send the message.

4. Optional: upload a file

   Use the paperclip icon to upload a file. The AI analyzes the content and incorporates it into its response.

Supported File Formats

Category	Formats	What the AI does with it
Images	PNG, JPG, GIF, WebP	Recognize and describe content (tables, diagrams, screenshots)
PDF	PDF	Read and analyze text
Text	TXT, MD, CSV	Use content directly as context
Office	DOCX, XLSX, PPTX	Automatically extract and analyze text

Caution

For very extensive documents (over approx. 50,000 words), the text is automatically truncated. You will receive a notice when this happens.

Attaching Files to Chats

There are two ways to include files:

• Permanently attach to a chat: The file is available for all future messages in this chat. Handy when you want to analyze a document across multiple questions.
• Send once with a message: The file is only considered for that one response.

Practical Examples

Tip

Review a grant application: Upload the draft of a grant application as a PDF and ask: “Check this application for completeness and point out any missing information.” The AI goes through the text and provides specific notes.

Typical use cases in social services:

Task	How to use the chat
Draft a statement	”Help me formulate a professional statement on the topic of supported living.”
Summarize a concept paper	Upload PDF: “Summarize the most important points of this concept.”
Review a duty roster	Upload Excel table: “Check whether all shifts are covered.”
Prepare a presentation	”Create bullet points for a talk on onboarding new care staff.”
Draft an email	”Draft a friendly rejection letter to an applicant.”
Analyze a quality report	Upload PDF: “Which three areas of action are most urgent?”

Further scenarios:

• Youth Services: Upload a screenshot of a statistic and ask: “What trends do you see in these numbers?”
• Disability Support: Upload a concept paper and request: “Create a one-page summary for the board.”
• Care: Upload a Word template: “Adapt this template for documenting wound care.”

Managing Chats

• Rename: Click on the chat title in the sidebar to give it a meaningful name.
• Delete: Via the context menu of a chat. Deleted chats and their attachments are permanently removed.
• Switch between chats: Click on a different chat in the sidebar. Each chat saves its history independently.

Connecting Knowledge Stores

You can connect one or more knowledge stores to a standalone chat. The AI will then automatically search the stored content with every question and use relevant text sections as additional context.

Learn more at Use Knowledge Store in Chat.

Good to Know

• Configuration by administration: Your admin can set the AI model, maximum output length, maximum file size, and a rate limit. These settings can be found under Admin → Chat Settings.
• Budget protection: As with all AI features, budget protection applies. Once the monthly budget is exhausted, no new messages are processed.
• Data protection: Uploaded files are stored in your organization’s own storage and are not shared with other organizations.

Further Reading

• Session Chat — AI analysis of individual sessions
• Project Chat — Recognizing patterns across multiple sessions
• Knowledge Store — Build your own knowledge base for AI

---

This page corresponds to the onboarding video “Module 4, Lesson 4.3 — Standalone Chat”.