Work with files in Operator
Operator can find, read and compare the files in Alcova, and file or tidy them for you. It works with the same files you see on the Files page, and it saves its own work where you choose.
What firms use it for
- Finding a document. "Find the Calderons' latest super statement."
- Pulling facts out of documents. "Read the insurance policies in the Donnelly folder in Client Context, and list each cover amount and premium in a table."
- Comparing documents. "Compare the two fact finds in the Nguyen Family folder and tell me what has changed."
- Using firm resources. "Check the Abbotts' holdings against our balanced model portfolio in Firm Resources."
- Filing a document. Attach a statement a client emailed you, then ask: "File this in the Gallagher Family folder in Client Context."
- Tidying a folder. "In the Gallagher Family folder, move the 2025 statements into a new folder called 2025."
What Operator can work with
Operator sees only the files you can open. It cannot reach a household or folder you do not have access to.
| Space | What Operator does there |
|---|---|
| Firm Resources | Reads your firm's research, model portfolios and templates. Saves files when you ask. |
| Client Context | Reads each household's documents, such as fact finds and statements. Saves files when you ask. |
| My files | Reads your personal files. Saves files here when you ask it to keep something without saying where. Only you can see them. |
| Meetings | Reads meeting briefings, notes and transcripts. Operator cannot change these. |
| Operator sessions | Each conversation has its own folder here. Operator saves its work in it unless you ask otherwise. Only you can see it. |
| Memory | Holds what Operator remembers. See Have Operator remember. |
For what each space holds, see Files.
Point Operator to a file
Use any of these ways:
- Attach it. Add a file from your computer to your request. Alcova saves it in the conversation's folder. See Attach files.
- Ask from the file. On the Files page, open the file or folder, then select Ask Operator. See Ask Operator about a file.
- Name it. Say what the file is and where, for example "the fact find in the Nguyen Family folder in Client Context." Operator searches for it.
After it reads a file from elsewhere in Alcova, Operator lists it in the Resources panel under Referenced. Select the file to open it beside the conversation. See Files in the conversation.
For a large job, such as checking every statement for every client, narrow your request to one household, one folder or a date range. A narrow request gets a more complete answer.
Where Operator saves files
Operator saves what it makes in the conversation's folder in Operator sessions, for example a table, a Word document or a presentation. These files show in Resources under In this conversation.
To keep a file somewhere else, say where:
| You ask | Operator saves it in |
|---|---|
| "Keep this" or "Save this for later" | My files |
| "File this in the Abbott household's folder" | The household's folder in Client Context |
| "Save this to Firm Resources, in Templates" | That folder in Firm Resources |
Saving a file to Client Context does not share it with the client. To share a document with a client or their accountant, see Share statements and documents.
Approve changes to your files
Before Operator saves, moves, copies or deletes anything outside the conversation's own folder, it shows a Confirmation required card. Nothing changes until you decide.
- To save or delete, the card shows the Path.
- To move or copy, the card shows From and To.
Check the details, then select Approve or Cancel. See Approve actions and answer questions.
If Operator saves to a file that is already there, Alcova keeps the earlier version. See See earlier versions.
A delete cannot be undone. Deleting a folder also deletes everything inside it. Read the Path carefully before you approve.
Open and download files in a conversation
In the Resources panel, select the actions button (⋮) on a file, then select one of these:
- Open: opens the latest version beside the conversation.
- Version History: lists the file's versions. Select one to open it.
- Download: downloads the file to your computer.
Limits
- Each file can be up to 100 MB.
- Operator cannot rename, move or delete the spaces themselves, such as Client Context, or a household's own folder in Client Context.
- Operator cannot change anything in Meetings.