Record what your team knows

Knowledge is where your team keeps what it has learned about a property or elevator: a decision you made, something a vendor promised, a quirk of a building. Anyone on the team can read it later, and the Lift AI assistant uses it when you ask about a property’s history. Each entry has a type:

• Note: a fact the team should remember, such as “Car 2 controller parts are on 6-week lead time.”
• Decision: something the team decided, such as “Not renewing the Otis contract in March.”
• Commitment: something someone promised, such as “Schindler will send the modernization quote by Friday.”

An entry belongs to a property, and optionally to one elevator on it.

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Find knowledge

Open the Knowledge tab on a property or elevator page. The property tab shows entries for the property and all its elevators. The elevator tab shows that elevator’s entries. Each row shows the entry, its type, the elevator (or Property-wide), who wrote it, when, and where it came from: Manual, Lift AI Assistant, or the task it was published from. Type in Search knowledge… to find an entry.

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Add an entry

You can open Add knowledge from several places:

• Add knowledge on a property or elevator’s Knowledge tab.
• The Add knowledge button in the sidebar, just below the upload button. On a property or elevator page, it opens set to that page.
• The command palette (Cmd+K on a Mac, Ctrl+K on Windows). Property and elevator results have an Add knowledge button. You can also type “knowledge”, “note”, “decision” or “commitment” to get an Add knowledge command.

For a Commitment, you can add a Follow-up date. LiftAI then also creates a task to check the commitment was kept, with that follow-up date. See Track work with Custom Tasks.

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Add an entry through the assistant

Tell the Lift AI assistant what to remember, for example “Note that the Main St board approved the door upgrade.” It shows a draft card. Check the type and text, select Edit to change it, then Save. Nothing is saved until you select Save. The assistant may also offer a Save this as knowledge? card when you mention a decision or commitment in a conversation. If it isn’t sure which property you mean, it asks. When you ask the assistant about a property’s history, past decisions, or what a vendor agreed to, it checks your team’s knowledge first. If nothing is recorded, it says so.

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Publish from a task

When a task is finished, what the team learned on it is often useful later. LiftAI drafts knowledge entries from the task for you to review.

• When you move a task to Completed, LiftAI asks Anything the team should remember? See when the prompt appears.
• At any time, select Publish to knowledge now on the task’s AI summary, or Publish more if the task was published before.

The window shows the task’s AI summary and up to three draft entries. For each draft, check the type, elevator and text, and add a follow-up date to a Commitment if you want one. Delete drafts you don’t want, or select Add another. If the drafts come back empty, the window says “Nothing in these updates looks worth keeping.” and you can select Add an entry yourself. Then select Save to knowledge (the button shows the count, such as Save 2 to knowledge). Each saved entry links back to the task. After publishing, the AI summary shows when the task was published. If more updates are logged afterwards, it says the knowledge may be out of date, and the button changes to Review update so you can publish again.

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Replace an older entry

When something changes, such as a vendor pushing a date back, replace the old entry instead of deleting it. The old entry stays in history, but the assistant stops using it.

• From the Knowledge tab, open the old entry’s menu and select Supersede…. Pick a type, write the new entry and select Save.
• When you add an entry, LiftAI may suggest an older one it looks similar to. Select Supersede it to replace that one.
• When you publish from a task, a draft that looks like an existing entry shows Mark the older entry as superseded. Tick it to replace the older entry.

Replaced entries are hidden from the Knowledge tab. Tick Show superseded to see them, with who replaced them and when.

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Undo a replacement

Tick Show superseded, open the older entry’s menu and select Undo supersede. The older entry becomes current again. Only the person who wrote the newer entry can undo it. Deleting the newer entry also makes the older one current again.

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Edit or delete an entry

The person who wrote an entry can change its type and text with Edit, or remove it with Delete, from the entry’s menu. Other people can replace it with a newer entry instead.

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Related

• Track work with Custom Tasks
• Ask the assistant
• Search across your portfolio with the command palette