Search, retrieve, analyse, and act on documents across your strata portfolio; directly from Microsoft Teams

Overview #

Strata management involves a continuous flow of documents; levy notices, AGM minutes, insurance policies, by-laws, contractor quotes, fire safety reports, inspection records, invoices, and more. Finding the right document at the right moment, across multiple systems and hundreds of plans, is one of the most time-consuming parts of the role.

Merlo AI eliminates this friction. By connecting directly to your document storage systems; SharePoint and SMATA; as well as accepting files you upload directly into the Teams chat, Merlo gives you a single, intelligent interface for all document-related tasks. You can search for a document by describing what you need, upload files for instant analysis, compare multiple documents side-by-side, generate summaries, and convert audio recordings into structured text; all without leaving Microsoft Teams.

What You Can Do with Documents in Merlo #

Capability	What Merlo Does	When to Use It
Retrieve from SharePoint	Searches SharePoint by plan number, document type, or keywords and returns a direct link or file content	By-laws, insurance policies, meeting minutes, agreements
Retrieve from SMATA	Searches SMATA by plan number, lot, document type, or date and returns matching operational documents	Levy notices, invoices, AGM papers, inspection reports
View all documents for a plan	Returns a complete list of all documents associated with a strata plan across connected systems	Portfolio reviews, plan handovers, audit preparation
Analyse uploaded documents	Reads uploaded files, extracts key information, and presents structured summaries, findings, and action items	Insurance proposals, inspection reports, legal documents, quotes
Compare multiple documents	Analyses two or more files side-by-side and highlights key differences, recommends preferred options if requested	Quote comparisons, insurance proposals, contract versions
Generate and send communications	Uses document analysis to draft professional emails, recommendations, or committee notices based on what it has read	Committee approvals, contractor selections, owner notifications
Transcribe audio recordings	Converts uploaded voice recordings into structured text, summaries, action item lists, or formatted meeting minutes	Site inspection notes, committee meeting recordings, voice memos

Understanding Your Document Sources #

Merlo can access documents from two connected systems; SharePoint and SMATA; as well as files you upload directly into the Teams chat. Understanding which system stores which type of document will help you get the most accurate results with the least effort.

SharePoint	SharePoint is used to store plan-level documents that are referenced across the life of a strata scheme. This typically includes by-laws, insurance certificates and policies, AGM minutes and notices, strata roll records, committee correspondence, maintenance agreements, capital works plans, and other foundational plan documents. When retrieving documents from SharePoint, Merlo searches by plan number, document type, and any keywords you provide.
SMATA	SMATA stores operational and transactional documents generated as part of day-to-day strata management. This includes levy notices, invoices, receipts, inspection reports, compliance certificates, AGM papers, correspondence logs, and other records associated with specific plans and lots. When requesting SMATA documents, always specify ‘from SMATA’ in your prompt to ensure Merlo searches the correct system. You can also filter by lot number, document type, and date.
Uploaded files (Teams chat)	You can upload any document directly into the Merlo AI Teams chat for immediate analysis. This is useful for documents you have received externally; such as a contractor quote, an insurance proposal, a solicitor letter, or a site inspection report; that may not yet be stored in either system. Merlo supports PDFs, Word documents (.docx), Excel spreadsheets (.xlsx), plain text files (.txt), Outlook email files (.msg), and audio recordings.

Important:  Document retrieval accuracy from SMATA depends on correct document categorisation. If a document cannot be found, check that it has been uploaded to SMATA with the correct category, plan association, and lot reference. Once correctly categorised, Merlo will locate it automatically.

Retrieving Documents from SharePoint #

SharePoint holds your plan-level reference documents; the foundational records that apply across the life of a strata scheme. Merlo can search SharePoint by plan number, document type, and keywords, and will return either a direct link to the file or the document content, depending on what you request.

You do not need to know the exact file name or folder path. Simply describe what you are looking for and Merlo will locate it.

Step-by-Step #

1. Open the Merlo AI chat in Microsoft Teams.

2. Type your document request in plain English. Include the strata plan number and describe the type of document you need.

3. Merlo searches SharePoint and returns the matching document; either as a direct link or as extracted content within the chat.

4. If multiple documents match your request, Merlo will list them so you can select the correct one.

5. If you need the document attached to an email, include this in your original request and Merlo will handle it in a single step.

Example Prompts #

“Find the by-laws for plan 12345 from SharePoint.”

“Get last year’s AGM minutes for plan 98765 from SharePoint.”

“Retrieve the insurance certificate for plan 44100.”

“Get the AGM notice and agenda for plan 12345 from SharePoint.”

“Find all documents related to capital works for plan 88200 in SharePoint.”

“Retrieve the by-laws for strata plan 12345 from SharePoint and attach them to an email draft to the committee.”

“Get the latest insurance policy documents for plan 77889 from SharePoint and email them to the insurer.”

Viewing All Documents for a Plan #

You can ask Merlo to return a complete list of all documents stored in SharePoint for a given strata plan. This is particularly useful when conducting a plan review, preparing for a handover, or checking what records are on file.

“Show me all documents stored in SharePoint for plan 55321.”

“List everything, we have on file in SharePoint for SP 88200; include file names and document types.”

“What documents are available in SharePoint for plan 12345?”

Note:  SharePoint document retrieval requires that your SharePoint integration is correctly configured. If documents are not being found, verify that the relevant SharePoint library is connected and that the documents are stored in the expected location for the plan.

Retrieving Documents from SMATA #

SMATA stores the operational records generated throughout the day-to-day management of a strata plan; levy notices, invoices, inspection reports, compliance certificates, AGM papers, and other transactional documents associated with specific plans and lots.

When requesting documents from SMATA, always include ‘from SMATA’ in your prompt to ensure Merlo searches the correct system. You can search by plan number, lot number, document type, or date range.

Step-by-Step #

6. Open the Merlo AI chat in Microsoft Teams.

7. Type your request, including the strata plan number and; where relevant; the lot number, document type, and any date filters you need. Specify ‘from SMATA’ to direct Merlo to the correct system.

8. Merlo searches SMATA and returns matching documents as a list, with links or file details.

9. If you need to filter results further; for example, by date or document category; ask Merlo to refine the results.

10. If you need a document attached to an email or uploaded to SharePoint, include this in your request.

Example Prompts #

“Show me all levy notices for SP 12345 lot 6 stored in SMATA.”

“Retrieve AGM documents for plan 55667 from SMATA; include minutes and the agenda.”

“Get all invoice files for strata plan 77001 from SMATA, sorted by date.”

“Find the latest inspection report for plan 98765 in SMATA.”

“Show all compliance certificates stored in SMATA for SP 44100.”

“Get all documents for plan 22233 from SMATA and list them grouped by document type.”

“Retrieve the most recent levy notice for lot 3 in plan 55667 from SMATA and attach it to an email draft to the owner.”

Retrieving Documents by Type #

You can narrow your SMATA search to a specific document category to get faster, more targeted results.

Document Type	Example Prompt
Levy notices	Show me all levy notices for lot 6 in SP 12345 from SMATA.
Invoices	Get all invoice files for plan 77001 from SMATA sorted by date.
AGM papers	Retrieve AGM documents for plan 55667 from SMATA; include minutes and the notice.
Inspection reports	Find the latest building inspection report for plan 98765 in SMATA.
Compliance certificates	Show all compliance certificates stored in SMATA for SP 44100.
Correspondence	Get all owner correspondence on file in SMATA for lot 4 in plan 12345.

Important:  SMATA document retrieval depends on correct document categorisation within the system. If a document is not being found by Merlo, check that it has been uploaded to SMATA with the correct category label, plan number, and lot association. Incorrectly categorised documents may not appear in search results.

Analysing Uploaded Documents #

You can upload any document directly into the Merlo AI Teams chat and ask Merlo to read and analyse it. This is particularly useful for documents you have received externally; such as a contractor quote, an insurance proposal, a fire safety report, a legal letter, or a site inspection report; that you need to understand quickly without reading every page yourself.

Merlo reads the document, extracts the information most relevant to your question, and presents it in a clear, structured format. You can ask for a high-level summary, specific data points, a list of action items, key risks or concerns, or any other targeted output you need.

How to Upload and Analyse a Document #

11. Open the Merlo AI chat in Microsoft Teams.

12. Upload your document by clicking the attachment (paperclip) icon in the Teams message bar, or by dragging and dropping the file into the chat.

13. Type your analysis request. Be as specific as possible about what you want Merlo to extract or summarise.

14. Merlo reads the document and returns the requested output; a summary, action items, key figures, risk flags, or whatever you have asked for.

15. You can ask follow-up questions about the document in the same chat without re-uploading it.

Example Prompts #

“Summarise this fire safety report and list all action items that need to be followed up.”

“Analyse this insurance proposal and highlight the coverage limits, key exclusions, and total annual premium.”

“What are the most urgent issues identified in this building inspection report?”

“What is this solicitor requesting in this strata search document? Summarise the key questions they need answered.”

“Read this contractor quote and extract the total price, scope of works, and estimated completion date.”

“Summarise this capital works report and tell me which items are flagged as high priority.”

“What is the total premium amount stated in this insurance document?”

“Review this lease agreement and highlight any clauses that may be relevant to the strata plan’s by-laws.”

Asking Follow-Up Questions #

Once Merlo has read an uploaded document, you can ask follow-up questions about it within the same conversation without re-uploading the file. Merlo retains the document context throughout the session.

“What is the completion date mentioned in that contract?”

“Is there a penalty clause in that document?”

“Which items in the report are flagged as requiring immediate attention?”

Supported File Types for Upload #

PDF (.pdf)	The most common format for reports, proposals, certificates, and legal documents. Merlo reads both text-based and scanned PDFs.
Word documents (.docx)	Contracts, letters, meeting minutes, proposals, and any document produced in Microsoft Word.
Excel spreadsheets (.xlsx)	Financial data, levy schedules, budgets, and tabular reports.
Plain text files (.txt)	Simple text-based documents, notes, or exported data.
Outlook email files (.msg)	Received emails saved from Outlook; useful for processing contractor replies, owner correspondence, or insurance communications.
Audio recordings (MP3, WAV, M4A)	Voice recordings from site inspections, committee meetings, or voice memos. Merlo transcribes and structures the content.

Tip:  You can upload multiple files in a single message. Merlo will process all of them and you can ask questions about any of the uploaded documents within the same session.

Comparing Multiple Documents #

When you have two or more documents that cover similar subject matter; such as competing contractor quotes, multiple insurance proposals, or different versions of a contract; Merlo can analyse them simultaneously and produce a structured comparison. This saves significant time over reading each document individually and manually noting differences.

Merlo will identify the key variables in each document, compare them side-by-side, summarise the differences in plain language, and; if you ask; recommend the preferred option with supporting reasoning. The comparison can also be formatted as a summary table for easy sharing with committee members.

How to Compare Documents #

16. Upload all documents you want to compare to the Merlo AI Teams chat in a single message.

17. Ask Merlo to compare them, specifying which aspects you want focused on; for example, price, scope, coverage, exclusions, timeline, or terms.

18. Merlo analyses each document and returns a structured comparison.

19. If you want a recommendation, ask Merlo to identify the best option and explain its reasoning.

20. If you need to share the comparison with a committee, ask Merlo to format it as a summary table or draft an email with the findings.

Example Prompts #

“Compare these three roofing quotes and summarise the price, scope of works, and estimated timeline for each.”

“Compare these two insurance proposals and tell me the key differences in coverage limits, exclusions, and annual premium.”

“Which of these two lift maintenance quotes is more cost-effective? Consider both price and scope.”

“Compare these three landscaping quotes and identify which one offers the best value for the scope required.”

“I have uploaded two versions of a contract. Compare them and highlight what has changed between version 1 and version 2.”

“Compare these insurance proposals and recommend the best option for a residential strata plan with 45 lots.”

Generating a Recommendation and Drafting a Committee Email #

Merlo can go beyond comparison and take the next step for you; drafting a professional communication to the committee based on its analysis. This is particularly useful when you need to present findings and seek approval without spending additional time writing the email yourself.

“Compare these three landscaping quotes and draft an email to the committee of plan 44100 recommending the best option, with a brief summary of why.”

“Analyse these two insurance proposals and draft a committee recommendation email for plan 98765 outlining the key differences and our suggested choice.”

“Compare these contractor quotes, identify the preferred option, and send the recommendation to the committee for approval.”

Tip:  When asking Merlo to compare documents, specify the criteria that matter most to you; cost, timeline, scope, coverage, exclusions, or any other factor. The more focused your question, the more targeted and useful the comparison will be.

Transcribing Audio Recordings #

Merlo can convert uploaded voice recordings into structured, readable text. This is useful for documenting site inspection notes dictated in the field, processing committee meeting recordings, converting voice memos from building managers or contractors, and creating formal minutes from recorded discussions.

Rather than listening back through recordings manually or transcribing them word by word, you can upload the audio file and ask Merlo to produce a full transcript, a concise summary, a list of action items, or formal meeting minutes; in seconds.

How to Transcribe an Audio File #

21. Upload the audio file to the Merlo AI Teams chat by dragging and dropping it, or using the attachment icon.

22. Ask Merlo what output you need; a full transcription, a summary, action items, or formatted meeting minutes.

23. Merlo processes the audio and returns the requested output in the chat.

24. You can ask follow-up questions or request a different format from the same recording.

Example Prompts #

“Transcribe this committee meeting recording and provide a full text transcript.”

“Summarise this site inspection recording; highlight any issues mentioned and list the recommended actions.”

“Extract all action items from this voice note recorded during the building inspection.”

“Convert this voice memo from the building manager into a written summary I can include in the plan file.”

“Transcribe this committee meeting and then draft formal meeting minutes with agenda items, discussion points, resolutions, and action items.”

From Transcription to Meeting Minutes #

If you have a recording of a committee meeting or AGM, Merlo can transcribe the audio and then convert the transcription directly into a set of formal meeting minutes; structured with agenda items, discussion summaries, resolutions passed, and action items assigned.

“Transcribe this AGM recording and produce formal meeting minutes with agenda items, all resolutions, and a list of action items with responsible parties.”

“Here is the recording from yesterday’s committee meeting. Transcribe it and draft the minutes in the standard format.”

Supported Audio Formats #

• MP3; the most common compressed audio format

• WAV; uncompressed audio, higher quality

• M4A; common format for iPhone and Apple device recordings

• Other common audio formats supported by Microsoft Teams file upload

Tip:  For best transcription accuracy, use a recording with minimal background noise and clear speech. Recordings made in a quiet environment or via a dedicated meeting recording tool will produce the most accurate results.

Real-World Usage Scenarios #

The following examples illustrate how Merlo’s document management features are used in everyday strata management, and the prompts that would generate each outcome.

A solicitor requests the by-laws and strata roll for a conveyancing matter	Ask Merlo: ‘Find the by-laws and strata roll for plan 12345 from SharePoint and attach them to an email draft to the solicitor.’ Merlo retrieves both documents and prepares the email simultaneously.
You receive three contractor quotes for roof repairs and need to present options to the committee	Upload all three quotes and ask Merlo: ‘Compare these roofing quotes and draft a recommendation email to the committee of plan 98765, summarising the best option and why.’ Merlo analyses, compares, and drafts the email in one step.
An owner requests a copy of their levy notice	Ask Merlo: ‘Retrieve the latest levy notice for lot 5 in plan 55667 from SMATA and attach it to an email to the owner.’ Merlo finds the document and prepares the email without any manual file handling.
You need to review an insurance proposal received from a broker	Upload the PDF and ask: ‘Analyse this insurance proposal and extract the sum insured, total premium, key exclusions, and renewal date.’ Merlo returns a structured summary in seconds.
A building manager has sent a voice memo with inspection findings	Upload the audio file and ask: ‘Transcribe this voice note and extract all maintenance issues mentioned, then draft a work order summary.’ Merlo transcribes the recording and produces an actionable output.
The committee wants to compare two insurance options before renewing	Upload both proposals and ask: ‘Compare these two insurance proposals side-by-side and tell me which offers better coverage for a residential strata plan with 30 lots.’ Merlo produces a clear comparison with a recommendation.
You need to prepare AGM documents for a plan and check what is already on file	Ask Merlo: ‘Show me all AGM-related documents for plan 44100 in SharePoint; include minutes, notices, and any proxy forms.’ Merlo returns the full list so you can see what exists and what still needs to be created.

Tips for Getting the Best Results #

Always specify the document source	When retrieving documents, always state whether you want results from SharePoint or SMATA. This prevents ambiguity and ensures Merlo searches the correct system. Example: ‘from SharePoint’ or ‘from SMATA’.
Include the plan and lot number	Always include the strata plan number in your request. For SMATA retrieval of lot-specific documents such as levy notices, include the lot number as well.
Name the document type clearly	Be specific about the type of document you need; ‘levy notice,’ ‘AGM minutes,’ ‘insurance certificate,’ ‘inspection report.’ The more specific you are, the more targeted the results.
Use date filters for historical documents	For plans with a long document history, add a date filter to narrow results. Example: ‘Get the AGM minutes for plan 12345 from SMATA for the 2024 financial year.’
Be specific when analysing documents	When uploading a document for analysis, tell Merlo exactly what you want to know. Instead of ‘summarise this,’ try ‘extract the total premium, renewal date, and key exclusions from this insurance proposal.’
Upload all files before asking	When comparing multiple documents, upload all files in a single message before submitting your request. Merlo will process all of them together.
Chain document retrieval with actions	You can combine a retrieval request with an action in a single prompt. For example: ‘Retrieve the levy notice for lot 6 in plan 12345 from SMATA and attach it to an email draft to the owner.’
Ask for a table when comparing	When comparing multiple quotes or proposals, ask Merlo to produce a summary table. Tables make it easier to share findings with committee members or include in an email.
Check SMATA categorisation if not found	If Merlo cannot locate a document in SMATA, verify that the document has been uploaded with the correct category, plan association, and lot reference in SMATA itself. Once corrected, Merlo will find it.
Follow up within the same session	Once Merlo has read an uploaded document, you can ask further questions about it without re-uploading. Merlo retains the document context throughout the conversation.

Frequently Asked Questions #

What file types can I upload for Merlo to analyse? #

Merlo supports PDF (.pdf), Word documents (.docx), Excel spreadsheets (.xlsx), plain text files (.txt), Outlook email files (.msg), and audio recordings (MP3, WAV, M4A). You can upload multiple files in a single message and Merlo will process all of them.

Can Merlo find documents in SharePoint without me knowing the exact file name? #

Yes. Describe what you are looking for in plain English and Merlo will search based on the strata plan number, document type, and any keywords you provide. For example: ‘Find the fire safety report for plan 12345 from this year.’ You do not need to know folder paths or file names.

What if a document cannot be found in SMATA? #

Merlo will let you know if the document is not found. This typically means the document has not been uploaded to SMATA, or has been uploaded but not correctly categorised. Check that the document exists in SMATA with the correct category, plan number, and lot association. Once corrected in the system, Merlo will find it automatically.

Can Merlo extract a specific piece of data from a document; like a total premium or a due date? #

Yes. Ask specifically for what you need. For example: ‘What is the total premium in this insurance proposal?’ or ‘What is the completion date in this contractor agreement?’ Merlo will extract and return the exact value from the document.

Can Merlo draft meeting minutes from an audio transcription? #

Yes. After transcribing the recording, ask Merlo: ‘Draft formal meeting minutes from this transcription.’ Merlo will produce structured minutes with agenda items, discussion summaries, resolutions passed, and action items; ready to be reviewed and distributed.

Can Merlo attach documents it has retrieved to an email? #

Yes. Include an attachment instruction in your retrieval request. For example: ‘Retrieve the by-laws for plan 12345 from SharePoint and attach them to an email draft to the committee.’ Merlo retrieves the file and includes it in the Outlook email draft in a single step.

Can Merlo compare more than two documents at once? #

Yes. Upload all documents in a single message and Merlo will compare as many as you provide. For example, you can upload three or four contractor quotes and ask Merlo to compare all of them and rank them by value.

Can Merlo read scanned PDF documents? #

Merlo can process scanned PDFs, though accuracy may vary depending on the quality of the scan. Clear, high-resolution scans will produce the best results. If a scanned document is difficult to read, consider uploading a cleaner version or a digital original where possible.

Is there a file size limit for uploads? #

File uploads are subject to Microsoft Teams standard file size limits. For very large files, consider splitting the document into sections, or contact your system administrator if uploads consistently fail.

Can Merlo retrieve documents from both SharePoint and SMATA in the same request? #

Yes. You can ask Merlo to retrieve documents from both systems in a single prompt. For example: ‘Get the by-laws for plan 12345 from SharePoint and the latest levy notice for lot 6 from SMATA.’ Merlo will retrieve from both and return the results together.

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