AI System for Linking Site Queries to Authorised Responses

The problem

A subcontractor’s photos and notes remain separate from the project office’s email response.

The document controller manually links each question to a location and drawing, then searches conversations for the response.

When a drawing changes, staff have to check separately which previous responses need another review.

What we set out to improve

• Whether each question links to the correct project, work package and drawing version
• Whether questions lacking an authorised response or receipt confirmation can be identified
• Whether responses affected by a new drawing version are reopened for review

How the system works

1. 01Receive questions and attachments from WhatsApp or a form with the project, work package and record number. The WhatsApp connection uses only the official WhatsApp Business Platform.
2. 02AI separates the subject of the query. OCR converts writing in an image into text and extracts possible drawing numbers, revisions and site locations.
3. 03Combine attachments belonging to the same question. Present uncertain location matches and possible duplicate queries to the document controller.
4. 04Use the organisation’s rules to suggest the responsible discipline reviewer and expected response date.
5. 05Link the authorised engineer’s response to the source question and drawing version. Add confirmation that the response has been received.
6. 06Reopen linked responses for review when a new drawing arrives. Complete the question when the authorised reviewer decides to close it.

Methods we used

• Combine messages, forms and email attachments in a shared query record.
• Use subject classification and document reading to suggest project, drawing version and location matches.
• Use the organisation’s discipline and authority lists to suggest a reviewer and expected response date.
• Build the review queue from links between questions, authorised responses and drawing versions.

Where people stay involved

Data and security

Subcontractors can access only their own work packages. Faces and personal details in site photos are separated before reading, and project document permissions are preserved. The source question, response, drawing version and authorised corrections remain linked. Retention and deletion rules are defined with the organisation. WhatsApp notifications exclude sensitive documents; communication permissions, opt-out preferences and required message templates are applied.

Who this suits