The Assistant works with document metadata from your workspace, including information about documents, workflows, steps, teammates, recipients, and automations. It queries this data in real time when you ask a question.
What the Assistant can query
Documents
Every document sent through your workflows. For each document, the Assistant can see:
Status (sent, in progress, completed, failed, declined, locked)
When it was created and when it was completed
Which workflow it belongs to
Who sent it
How it was created: manually, via autostart, public link, or private link
Whether it failed and when
This lets you ask questions like "how many documents were completed last month," "which documents are currently stuck," or "show me everything sent through the Client Onboarding workflow this quarter."
Steps
Every step inside each document. For each step, the Assistant can see:
Status (sent, opened, in progress, completed, declined, failed, pending, routing failed, and others)
Who the recipient is
When the step was sent, when the recipient opened it, and when it was completed
How long the step took
Whether routing to the recipient failed
This lets you ask questions like "which steps have been waiting more than five days," "what's the average completion time per step," or "show me all steps where routing failed this week."
Workflows
The workflows in your workspace, including their names and the number of steps configured in each. This lets you ask about activity across a specific workflow or compare workflows against each other.
Teammates
Your workspace members and their activity. For each teammate, the Assistant can see:
Their role (Owner, Supervisor, Creator, Filler, Auditor, Guest)
How many documents they've sent and when
Whether they appear as a sender or as a recipient in document steps
This lets you ask questions like "who sent the most documents this month" or "which teammates haven't sent anything this week."
Automations (bots)
Execution records for bots that run on document steps. The Assistant can see whether each execution succeeded or produced an error. This lets you ask questions like "how many bot executions failed this week" or "which documents have automation errors right now."
What the Assistant can't access
File contents. The text inside a PDF, values typed into a form, signature details, field counts, or anything stored within the files attached to a document. This data lives in the documents themselves and is not part of the analytics layer.
Decline reasons. When a recipient declines a step, any reason they provide is stored inside the document. The Assistant can tell you that a step was declined, who it was assigned to, and when, but not the reason given.
Workflow configuration. Routing conditions, field logic, trigger settings, or anything about how a workflow is set up rather than how it performed. The Assistant works with execution data, not configuration data.
Workflow version history. The Assistant has no information about how a workflow has changed over time.
Other workspaces. The Assistant only has access to data within your organization's workspace. It can't retrieve information from other altaFlow workspaces.
Email notification delivery. The Assistant can see whether a recipient opened or acted on a step inside altaFlow, but not whether they received or opened the email notification sent to them.