How to write a good question
Write complete questions, not fragments. The Assistant understands natural language. "Documents stuck more than 5 days" is harder to interpret than "Which documents have been waiting for a recipient for more than five days?"
Specify the time period. The Assistant supports "this week," "last month," "this quarter," "last 30 days," "last N months," and specific date ranges like "from January through March." Without a period, it defaults to all-time data.
Specify the scope. Name the workflow if you're asking about a specific one, or say "across all workflows" if you want workspace-wide results.
Use plain terms. You don't need to know status codes or internal names. "Stuck," "declined," "not signed yet," "failed," "locked," and "completed" all work. The Assistant maps your phrasing to the correct data.
Follow up in the same conversation. The Assistant keeps context across questions. Ask something broad, then narrow it down without restating everything.
What you can ask
Documents that need attention
Goal | Prompt | Response |
Find documents stuck waiting on a recipient | Which documents are stuck waiting for a recipient right now? | The Assistant returns a list ordered from oldest to newest: document name, workflow, reason it's flagged, and how long it's been since the document was sent. |
Get a full picture of everything that needs action | Show me all documents that need follow-up | The Assistant checks five conditions: no recipient assigned, document failed, a bot encountered an error, routing failed, or a step has been waiting on a recipient for more than 5 days. Any document matching at least one of these appears in the list. |
Count documents that failed this month | How many documents failed this month? | Returns a count for the current calendar month. Follow up with "show me the list" to get the specific documents and their workflows. |
Find documents stuck without a recipient assigned | Which documents are currently unassigned? | Returns documents that were sent but have at least one step with no recipient assigned, leaving them unable to progress. |
Identify documents stalled for a long time | Show me documents that have been in progress for more than 10 days but haven’t been completed yet | Returns documents that were sent over 10 days ago and still haven't been completed. |
Workflow performance
Goal | Prompt | Response |
Check how well a workflow converts sends to completions | What's the completion rate for the (workflow name) workflow? | Returns the rate as a percentage with the underlying counts: completed documents out of total sent. The Assistant also explains how completion rate is calculated. |
Find the worst-performing workflows this quarter | Which workflows have the lowest completion rate this quarter? | Returns all workflows ranked by completion rate from lowest to highest, covering documents sent in the current quarter. |
Find where documents consistently slow down | Where are the bottlenecks in the (workflow name) workflow? | Returns steps ranked by two metrics: average completion time and the number of documents currently stuck at each step. A step may be slow on average but have only a few documents waiting, or it may usually move quickly but be congested right now. Looking at both metrics together gives a more complete picture. |
Measure end-to-end document completion time | What’s the average time from send to completion across all workflows? Include the number of completed documents used for the calculation. | Returns the workspace average in hours or days, along with the number of documents included, so you can understand how reliable the result is. |
Team activity
Goal | Prompt | Response |
Find the teammate sending the most documents | Who sent the most documents in the last 30 days? | Returns the teammate with the highest document count. The Assistant distinguishes senders (who sent the document) from recipients (who were assigned to complete a step). |
See how much each teammate is sending this month | How many documents each teammate has sent this month | Returns a table of all active senders with their document counts for the current calendar month, ordered from highest to lowest. |
Compare this month's output to last month | How many documents did the team send this month versus last month? | Returns a table with the total number of documents the team sent this month and last month. |
Find teammates with no sending activity this week | Which teammates haven't sent any documents this week? | Returns workspace members who haven’t sent any documents since the start of the current week. |
Recipients
Goal | Prompt | Response |
Find recipients who are consistently slow to respond | Which recipients take the longest to complete their steps? Rank them by average completion time. | Returns a table of recipients ranked by average step completion time, from longest to shortest. |
Count declined documents this month | Which documents were declined this month, and how many are there? | Returns the number of documents with at least one step declined by a recipient during the current month. |
Measure the decline rate for a specific workflow | What's the decline rate for the (workflow name) workflow? | Returns the percentage of documents declined in the selected workflow across all time. |
Find where delivery to recipients is failing | Show me steps where routing failed this week | Returns a table of documents that had a failed step this year, including the affected step, workflow name, failure reason, and how long the step has been waiting. |
Trends and comparisons
Goal | Prompt | Response |
See how document volume has changed over the last 3 months | How many documents did the team send each month over the last 3 months? | Returns a month-by-month breakdown of how many documents the team sent during the current calendar month and the two previous full calendar months. |
Find the busiest day for sending documents | Show me how many documents we sent on each day of the week, ranked from highest to lowest. | Returns a table showing how many documents were sent on each day of the week, ranked from highest to lowest. |
Automations and bots
Goal | Prompt | Response |
Check how many automation errors happened this week | Which bot executions failed this week? | Returns a table of failed bot executions from this week, including the document name, recipient, and failure date. |
Find documents that are still incomplete because of automation errors | Which documents have bot errors right now and are still incomplete? | Returns documents that are still incomplete and have at least one failed bot execution. This helps identify documents that may be stuck because an automation failed. |
What the Assistant won't understand
Some questions fall outside what the Assistant can answer. Here's what doesn't work and why.
Questions about file contents
"What did the recipient type into the signature field?"
"How many fields does the NDA form have?"
"Show me the text of the completed contract."
The Assistant can't read inside your files. Document content, form values, field counts, and file types are not part of the analytics data.
Questions about workflow configuration
"What routing logic does step 2 use?"
"How is the approval step set up?"
"Show me the conditions that trigger autostart."
The Assistant works with execution data, not workflow settings. It can tell you how a workflow performed, not how it's configured.
Questions about workflow versions
"What changed between version 1 and version 2 of this workflow?"
Workflow version history is not available to the Assistant.
Questions about other workspaces
"How does our workspace compare to others in our industry?"
"Show me data from our staging workspace."
The Assistant only has access to your organization's workspace.
Questions about email notification delivery
"Did the recipient receive the email we sent them?"
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.
Questions about decline reasons
"Why did the client decline the document?"
Decline reasons are stored inside the document itself and aren't accessible to the Assistant.