Skip to main content

❓Query Case-Specific Data with the AI Assistant

Written by Nicolas Movio

🎯 Goal

Allow users to query only the data related to a specific case or project, without being distracted by unrelated information.

The LLM-based assistant operates within a restricted document scope (e.g., case PN1543, Grand Stadium project, SĂ©quoia mission), ensuring reliable and targeted answers.

🧠 How It Works

Outmind lets you launch a domain-specific assistant limited to a precise subset of documents—those linked to a case, project, site, or specific assignment.

When launching the assistant:

  • You define the document scope (e.g., all documents in a specific folder)

  • The assistant never goes outside that scope

  • It relies only on the selected documents

This avoids noisy results or off-topic responses, and guarantees that each answer is based on actual information present in the case materials.

✅ Benefits

  • Reliable and focused answers: no confusion with other cases

  • Saves time when searching for precise information

  • Lower error risk: sources are contextual and up to date

  • Usable anytime: from the office or on-site

  • Accessible to all: even those unfamiliar with all project docs

📌 Key Takeaway

This use case transforms your project document base into an intelligent assistant.

No more digging through dozens of files to find one piece of information.


You ask a question — the assistant answers, in context.

🔐 The assistant stays within the scope you define — you stay in control, and gain efficiency.

🔍 Real-World Use Case

You're a project manager or site supervisor working on Case PN1543 – Industrial Renovation.

Available documents include:

  • CCTP (technical specs)

  • Meeting minutes

  • Internal notes

  • Site reports

  • Client communications

  • Schedules and tracking documents

You launch the assistant and ask questions like:

  • “What equipment is included in the Smoke Extraction package?”

  • “Which subcontractors are planned for phase 2?”

  • “What’s the deadline for submitting the as-built documentation?”

  • “Were there any client remarks about functional testing?”

The assistant will:

✅ Search only within the documents related to that case
✅ Find relevant excerpts
✅ Provide a clear and structured response
✅ Clearly state when the information is not found

đŸ§Ș Example Prompt

You are an expert assistant for Case PN1543.


You rely only on the documents related to this case (CCTP, meeting notes, communications, technical files, etc.) to respond in a precise, concise, and reliable manner.

If the requested information is not present, clearly state so.

Structure your answers clearly. If a procedure is required, describe it in an ordered step-by-step format.


Be professional, thorough, and grounded in the provided material.

Did this answer your question?