Smart Search Across Project Communication

The AI Assistant allows users to search project communication using plain-language questions.

Instead of manually searching through long email threads or disconnected documents, users can ask the AI Assistant to find relevant correspondence from the current project.

For example:

• Show all correspondence related to the structural steel delay.
• Find RFIs connected to waterproofing defects in Block B.
• Summarise all communication about the revised foundation drawings.

The AI Assistant helps users locate important messages, RFIs, notices, and supporting project records faster.

Context-Aware Correspondence Analysis

A single message is rarely meaningful on its own. A site instruction, RFI, or notice may need to be reviewed alongside drawings, specifications, contract clauses, and previous correspondence.

Methvin AI helps connect project communication with the documents and records it relates to.

This can help users understand whether a message may be connected to:

1. A contractual obligation.
2. A variation.
3. A delay issue.
4. A design clarification.
5. A missing document.
6. A previous instruction or reply.

For example, the AI Assistant may help users review whether an instruction is linked to an existing RFI or whether a response needs supporting documentation.

Contract Risk and Notice Support

Methvin AI can assist in identifying correspondence that may require closer review by the project team.

This includes notices, instructions, unresolved RFIs, and communication patterns that may later become important for claims, delays, or disputes.

The AI Assistant can help flag items such as:

1. Notices that may be close to expiry.
2. Instructions that may require a variation response.
3. Repeated issues across several messages.
4. Unresolved RFIs that may affect programme or cost.
5. Correspondence that should be reviewed before being issued externally.

This is useful when a project has a high volume of communication and the team needs to quickly identify which items require attention.

AI Draft Assistance

Users can use the AI Assistant to help prepare draft responses for project communication.

This may include:

1. RFI replies.
2. Clarification requests.
3. Progress updates.
4. Delay notices.
5. Internal review comments.
6. Client-facing responses.
7. Follow-up messages.

Example prompts:

• Draft a professional reply asking the contractor to provide supporting documents for this delay claim.
• Create a response confirming that the revised drawing has been received and is under review.
• Summarise this email chain and draft a reply requesting clarification.

The generated response can then be reviewed and edited before sending. Before issuing any AI-generated draft, users should check:

1. Recipient details.
2. Project reference.
3. Subject line.
4. Contractual wording.
5. Attachments.
6. Tone of the message.
7. Internal approval requirements.

AI with Approvals and Internal Review

The Correspondence App supports internal review through the approval workflow. AI can support this process by helping users prepare clearer drafts before they are submitted for approval.

Before sending a notice, response, or formal project message, users can ask AI to:

1. Summarise the purpose of the message.
2. Improve the wording of the draft.
3. Identify missing supporting information.
4. Prepare a cleaner response for the approver.
5. Highlight points that may require technical or contractual review.

Approvers should still review the message manually before it is released. AI improves preparation, but the approval decision remains with the project team.

AI and Project Records

The AI Assistant can help users understand project history by reviewing communication records and related documents. This is useful when users need to prepare for meetings, respond to claims, or understand how an issue developed over time.

Users can ask:

• What has been discussed about the door schedule issue?
• Summarise the history of this RFI.
• List the key actions still open from these correspondence records.

This helps the team maintain a clearer project record and reduces the time spent manually reviewing past communication.