Platform guide: from the first step to your daily routine

How to get the most out of Nexoria

All tools and features at a glance, with the trigger words for the AI chat and concrete use case examples.

As of: 23.09.2026

Getting started: introducing AI knowledge search in your company

The Pilot guide with test protocol shows how to prepare documents, check answers and sources, and sign off the tested scope.

Choosing software and preserving knowledge

The Guide to choosing knowledge management software compares wiki, filing and AI search with a fillable checklist. The Guide to preserving knowledge during staff changes contains a handover process and a template.

AI chat: your personal assistant

Nex understands natural language. Phrase your requests the way you would speak to a colleague. Below you will find all available tools, grouped by category. If you would first like to know what the assistant is for: Nex at a glance, from internet research to tasks and appointments.

Knowledge base & web search

Search, find and manage all your company knowledge.

Knowledge search

Trigger words: search, find, what does it say, is there any information on, search through

The knowledge base is searched automatically with every question, no special trigger word needed. Simply ask your question and the assistant finds the relevant documents.

Use case examples:

• "Search the knowledge base for our holiday policies"
• "Find everything on data protection in our documents"
• "What does our handbook say about the working from home policy?"
• "Is there any information on the new compliance guidelines?"

Web search

Trigger words: search the internet, research on the internet, research online, search the web, what does the internet say, look it up online, online, internet

Internet searches run on our own search infrastructure on German servers. Search queries are not forwarded to Bing or Google.

Use case examples:

• "Search the internet for current GDPR changes 2026"
• "Research the latest trends in project management online"
• "What is on the web about the new EU regulations?"

Document upload in the chat

Upload a PDF, image or Word document directly in the chat. The assistant analyses the content and answers your questions about it.

Analyse document

Upload a PDF, image or Word document directly in the chat. The assistant analyses the content and answers your questions about it. You can ask follow-up questions about the document and also start internet research on the topic.

Use case examples:

• "What does the document say?"
• "Summarise the key points"
• "Research on the internet whether these figures are up to date"

Create documents and presentations in the Nex AI chat

Create technical reports (PDF), presentations (PPTX) and document comparisons from documents or via internet research, true to the sources, with AI-generated images, tables and charts. You can see what a finished result looks like on the page Create documents and presentations directly in the Nex AI chat, illustrated by a presentation created from a PDF market analysis.

Technical report

Trigger words: create a report, technical report, PDF report, report, study, documentation, manual

Multi-page PDF report in A4 format with a cover page, table of contents, chapters, tables, charts and list of sources. Figures, values and source references must be checked against the source document; an AI-generated write-up can also contain errors. Optionally with an AI-generated background image and colour palette.

Use case examples:

• "Create a technical report based on this document"
• "Generate a study on the quarterly results as a PDF"
• "Create a report with a table of contents, chapters and source references"
• "Technical report: include all tables and charts from the document"

Technical presentation

Trigger words: create a presentation, presentation, slides, Slides, PowerPoint, PPTX

PPTX presentation with a title slide, table of contents, data slides (tables + charts), summary and sources slide. The number of slides, language, background style and colour scheme are set in the settings. True to the source: all figures come directly from the document.

Use case examples:

• "Create a technical presentation on our quarterly results"
• "Make me a customer presentation based on this document"
• "Create a presentation with tables and charts from the report"
• "Create a presentation on the key findings of the study"

Document comparison

Trigger words: compare, comparison, side-by-side comparison, delta, differences, what has changed

Compares 2-5 documents and creates a delta analysis: which key figures have changed? Result as a PDF report or PPTX presentation with a colour-highlighted Δ column (green = positive, red = negative).

Use case examples:

• "Compare these two quarterly reports and show the development"
• "What has changed between Q1 and Q2?"
• "Comparison of the two proposals, as a PDF report"
• "Compare the documents and create a presentation with a delta table"

Internet research

Trigger words: research, internet research, search the internet and create, research online, internet

No document needed: the AI automatically researches on the internet, gathers sources and uses them to create a complete presentation or technical report.

Use case examples:

• "Research renewable energy on the internet and create a presentation"
• "Search the internet for food prices 2020-2025 and create a report"
• "Research overfishing in the Atlantic and create a technical presentation from it"

Export document

Trigger words: create a PDF, export as Word, generate a document

Simple 1:1 export of selected pages as PDF or Word, without an additional chapter structure or charts. For structured reports, use the “Technical report”.

Use case examples:

• "Create a PDF from the selected pages"
• "Export the document as a Word file"
• "Generate a summary as a PDF"

Document analysis in the Nex AI chat

Analyse documents, extract tables, create and fill in templates and carry out data analyses.

Analyse document

Trigger words: analyse the document, what does the invoice say, summarise the PDF Use case examples:

• "Analyse the uploaded invoice and show me the line items"
• "What does the contract say about notice periods?"
• "Summarise the 20-page study in 5 sentences"

Export tables

Trigger words: export the table, as Excel, as CSV Use case examples:

• "Export the table on page 3 as Excel"
• "Save all tables from the document as CSV"
• "Create an Excel file with the invoice line items"

Create template

Trigger words: make a template from it, create a template, template from this document Use case examples:

• "Turn this invoice into a reusable template"
• "Create a template from the proposal document"
• "Extract the structure as a template: keep the logo, colours and layout"

Fill in template

Trigger words: create an invoice, fill in the template, invoice for Use case examples:

• "Create an invoice for Max Musterhaus GmbH with 3 line items"
• "Fill in the template: gardening €500, painting €800, each plus 19% VAT"
• "Create a proposal for the Schmidt company using our proposal template"

Data analysis

Trigger words: create an analysis, pivot table, aggregate the data, analyse with Python Use case examples:

• "Create an analysis table by project and employee"
• "Calculate the total costs per category and export as Excel"
• "Aggregate the working time data by area of activity"
• "Create a pivot table with revenue per quarter and region"

Tasks & reminders

Create and manage tasks directly in the chat, including for workspaces and collaboration partners. The assistant automatically recognises names, deadlines and priorities from your message.

Create task

Trigger words: create a task, remind me, new task, task for, create task, to-do, task in the workspace Use case examples:

• "Create a task for Max Mustermann: edit videos by next week"
• "Remind me on 13 May about the contract with Customer A"
• "New task: create quarterly report, deadline 30 June"
• "Task for the team: prepare presentation by 20 May"
• "Create a task in the New Fire + Nexoria workspace: review quarterly report by Friday"
• "Create a task for Max: prepare quarterly report by next Friday"

Show tasks

Trigger words: show my tasks, what is coming up, open tasks, to-do list, what do I need to do Use case examples:

• "What is coming up this week?"
• "Show my open tasks"
• "Which tasks are overdue?"
• "What do I still need to get done today?"

Calendar

Create, view, change and delete appointments. Calendars can be assigned to workspaces. All members see the appointments, including collaboration partners.

Create appointment

Trigger words: create an appointment, schedule a meeting, enter, new calendar entry, create event, meeting

The assistant automatically recognises the date, time, participants and description.

Use case examples:

• "Create an appointment: team meeting on Wednesday at 14:00"
• "Schedule a meeting with the marketing team for Friday at 10:00"
• "Add a customer appointment: Schmidt company, 15 May at 11:00"
• "Create an all-day appointment: company outing on 20 June"
• "Workspace calendar: in the calendar settings, you can assign a calendar to a workspace. All members see it automatically"
• "Create a meeting next Monday from 12:00 to 13:00: management, topic: quarterly planning"

Show appointments

Trigger words: show my calendar, what is on next week, appointments tomorrow, my appointments, show calendar Use case examples:

• "What is in the calendar tomorrow?"
• "Show my appointments this week"
• "Which meetings do I have on Friday?"
• "What are my next 5 appointments?"

Change / delete appointment

Trigger words: move the appointment, delete the meeting, change the time, cancel appointment Use case examples:

• "Move the team meeting to Thursday at 15:00"
• "Delete the appointment on Friday at 10:00"
• "Change the time of the customer meeting to 14:30"
• "Cancel the appointment with the Schmidt company"

Team communication

Send messages directly from the chat. The recipient is recognised automatically from the sentence.

Team message

Trigger words: write a message, tell the team, message to, inform Use case examples:

• "Write to Anna: tomorrow's meeting is cancelled"
• "Send a message to Max: please review the report by Friday"
• "Inform the team: new update is live"
• "Tell Lisa that the customer has agreed"

Speech & text recognition

Audio and image files are processed automatically on upload. Audio files are transcribed, scanned documents are recognised via OCR.

Transcribe audio

Trigger words: transcribe, convert to text, audio file, meeting recording Use case examples:

• "Upload an audio file to the knowledge base, transcription happens automatically"
• "Audio formats: MP3, WAV, M4A, OGG are converted to text on upload"
• "The transcribed text can then be searched via knowledge search"

OCR / text recognition

Trigger words: read the text, text recognition, OCR, recognise the text in the image Use case examples:

• "Upload a scanned document or image, OCR recognises the text automatically"
• "Supported formats: PDF, JPG, PNG, BMP, WebP"
• "After upload, the recognised text can be searched in the knowledge base"

Email integration

Emails are managed via FlowHub (cloud icon at the top right), with Gmail and Outlook integration. Email is part of the Mail and Meet add-on product; the terms are available under Pricing for Mail and Meet.

Manage emails

Trigger words: show my emails, write an email, reply to the email, inbox Use case examples:

• "Open FlowHub (cloud icon) and click on Email"
• "In FlowHub: write a new email, reply or forward"
• "Attachments can be saved directly to the knowledge base"

Connect email

Trigger words: connect Gmail, connect Outlook, set up email Use case examples:

• "Connect my Gmail account to Nexoria"
• "Set up the Outlook integration"
• "Connect my business email account"

Chatbot

Configure an AI chatbot for your website, directly in the dashboard.

The AI chatbot is configured in the dashboard under “Chatbots”. It answers visitor questions on your website based on your knowledge base. Features: welcome message, quick replies, conversation log, live operator takeover. The ways it can be used are described on the page Chatbots as a knowledge agent, for appointment booking and lead generation.

VoiceBot: AI phone assistant

Set up an AI phone assistant that answers and handles calls.

The VoiceBot is set up in the dashboard under “VoiceBots”. It takes calls, answers questions, books appointments, creates tasks and forwards calls to employees. Features: IVR menu, GDPR consent, opening hours, hold music. The VoiceBot is an add-on product and requires a Nexoria subscription. Customers with Nexoria Pro receive a 10 per cent discount on all VoiceBots. The details are available under VoiceBot: features, data processing in the EU and pricing.

Nex Recall: intelligent answer caching

Rate answers with a thumbs up or thumbs down.

Rate answers with a thumbs up or thumbs down. Positively rated answers are saved and returned instantly for similar questions in future, with no waiting time and no additional token costs. This makes the platform faster and more precise with every use.

Tips for the AI chat

Use natural language

Write the way you would speak. The AI assistant understands context and intent. Rigid commands are not necessary.

Be specific

The more details you give (people, dates, deadlines), the more precise the result. “Create an appointment” is good. “Create an appointment with Anna on Friday at 14:00” is better.

Automatic recognition

The assistant automatically recognises what you need: knowledge base, internet research, task or appointment. You do not need to know any special commands.

Ask follow-up questions

The chat remembers the context. After a search, you can ask directly: “Summarise that” or “Create a task from it.”

Upload documents

Upload PDFs, images, Excel files or audio. The assistant recognises the content and can analyse, summarise or process it further.