Organization Documents

Create custom spreadsheets from NYC permit data using natural language queries. Perfect for organizing projects, tracking companies, or sharing datasets with your team.

What Are Organization Documents?

Documents are AI-generated spreadsheets that organize permit data based on your natural language query. Think of them as saved, shareable views of the database tailored to your specific needs.

Use Cases

• Track Projects: Organize filings by address, owner, or contractor
• Company Research: Create lists of companies with specific attributes
• Team Collaboration: Share datasets with workspace members
• Data Analysis: Export custom datasets for further analysis
• Client Reports: Generate filtered datasets for specific clients

Document Types

Choose what you're organizing:

Creating a Document

Step 1: Start Creation

1. Go to Workspace page
2. Select Organization Docs tab
3. Click New Document button

Step 2: Name Your Document

Enter a descriptive name:

Good Examples:

Sprinkler permits for buildings >10 stories

All permits by ABC Construction in Q4

Manhattan addresses with multiple filings

Step 3: Select Document Type

Choose what you're organizing from the dropdown:

• Filings (most common)
• Issued Permits
• Addresses
• Owners
• Filing Representatives
• Applicants

The type determines which database table is queried and which columns are available.

Step 4: Write Your Query

Complete the sentence: "Give me a sheet of [TYPE] that..."

Examples by Type:

Filings:

have sprinkler work in the last 14 days

are over $1M in Manhattan with status 'Permit Entire'

Addresses:

are in Manhattan with more than 5 permits

have new building construction in progress

Owners:

own properties in Brooklyn with total project value over $5M

Filing Representatives:

have filed more than 10 permits in the last 30 days

Applicants:

are licensed plumbers with active permits

Step 5: Choose Access Scope

Workspace (Recommended)

• All workspace members can view and edit
• Great for team collaboration
• Visible in everyone's document list

Private

• Only you can access
• Use for personal research or draft datasets
• Won't appear in others' lists

Step 6: Analyze Query (AI Processing)

Click Next: Select Columns

AI analyzes your query and:

1. Generates SQL query from natural language
2. Identifies relevant columns from 100+ available fields
3. Suggests columns most useful for your query
4. Provides reasoning for column suggestions

This takes 10-20 seconds. Don't leave the page during analysis.

Step 7: Select Columns

Review AI's suggested columns:

Column Categories:

• Basic Info (address, dates, status)
• Financial (costs, valuations)
• Parties (owners, reps, applicants)
• Building Details (stories, type, units)
• Work Specifications (work types, descriptions)
• Location (borough, coordinates, district)

Actions:

• ✅ Green "Suggested" badge = AI thinks this is useful
• 🔵 Blue "Required" badge = Must include (link column)
• Check/uncheck boxes to add/remove columns
• Search box to filter columns
• All columns organized by category

Preview Section: Shows how your spreadsheet will look with selected columns. Scroll horizontally to see all columns.

Step 8: Generate Spreadsheet

Click Generate Spreadsheet

AI generates your document (20-60 seconds depending on query complexity):

1. Executes SQL query against database
2. Fetches matching records
3. Creates spreadsheet with selected columns
4. Saves to your workspace

You're automatically redirected to the new document.

Document Features

Spreadsheet Interface

First Column (🔗)

• Links to full record details
• Click to open filing detail sheet
• Access complete information beyond your selected columns

Data Columns

• All selected columns displayed
• Sortable by clicking headers
• Scrollable horizontally
• Resembles Google Sheets/Excel

Pagination

• 25 rows per page
• Load more with "Load More" button
• Infinite scroll capability

Document Actions

Rename

• Click three-dot menu (⋮)
• Select "Rename"
• Enter new name

Delete

• Click three-dot menu (⋮)
• Select "Delete"
• Confirm deletion (cannot be undone)

Export (Coming Soon)

• CSV download
• Excel format
• Google Sheets integration

Sharing & Collaboration

Workspace Documents:

• Visible to all workspace members
• Anyone can open and view
• Changes visible to everyone
• Great for team projects

Private Documents:

• Only creator can access
• Won't appear in others' lists
• Use for personal research

Advanced Examples

Track Competitor Activity

Document Type: Filings Query:

have 'XYZ Construction' as applicant business name in the last 90 days

Selected Columns:

• Address
• Filing Date
• Job Type
• Initial Cost
• Status

Use Case: Monitor competitor's project pipeline

Identify Development Opportunities

Document Type: Addresses Query:

are in Williamsburg with demolition permits filed in last 180 days

Selected Columns:

• Address
• Borough
• Total Permits
• Most Recent Filing Date
• Owner Name

Use Case: Find potential development sites

Generate Client Report

Document Type: Filings Query:

are at addresses owned by 'ABC Properties LLC'

Selected Columns:

• Address
• Filing Date
• Job Type
• Status
• Initial Cost
• Current Status Date

Use Case: Comprehensive activity report for specific client

Find High-Value Projects

Document Type: Filings Query:

have initial cost over $5M and status 'Permit Entire' filed in last 30 days

Selected Columns:

• Address
• Owner Name
• Initial Cost
• Job Type
• Filing Date
• Applicant Name

Use Case: Lead generation for high-value projects

Free vs Premium

Free Tier (3 Documents)

• Create up to 3 documents
• Access all document types
• All column options available
• Workspace and private docs
• Documents beyond limit are locked
• Cannot create new ones at limit

Premium Tier (Unlimited)

• Create unlimited documents
• Full workspace features
• Team collaboration
• Priority support

Best Practices

Naming Documents

Good Names (Descriptive):

• "Q4 2025 Sprinkler Permits Manhattan"
• "ABC Construction Projects - Last 90 Days"
• "Brooklyn Addresses with 5+ Permits"

Bad Names (Vague):

• "Document 1"
• "Test"
• "Permits"

Writing Queries

Be Specific: ✅ "filed in the last 30 days in Manhattan over $500K" ❌ "recent expensive projects"

Use Exact Terms: ✅ "with job type 'New Building'" ❌ "with new construction"

Include Date Ranges: ✅ "filed between January 1, 2025 and March 31, 2025" ❌ "filed this year"

Selecting Columns

Start Minimal:

1. Include only suggested columns initially
2. Review the spreadsheet
3. Recreate with additional columns if needed

Common Column Sets:

Basic Overview (5 columns):

• Address
• Job Type
• Initial Cost
• Filing Date
• Status

Detailed Research (10 columns):

• Address
• Job Type
• Initial Cost
• Owner Name
• Applicant Name
• Filing Date
• Current Status Date
• Status
• Work Description
• Borough

Financial Analysis (8 columns):

• Address
• Owner Name
• Initial Cost
• Job Type
• Filing Date
• Status
• Building Type
• Proposed Units

Troubleshooting

"No Results Found"

Your query didn't match any records.

Solutions:

• Broaden date range
• Remove location constraints
• Check spelling of company names
• Try different criteria

"Query Too Complex"

AI couldn't parse your query.

Solutions:

• Simplify query (one criterion at a time)
• Use more straightforward language
• Check for typos
• Break into multiple documents

"Analysis Failed"

AI encountered an error.

Solutions:

• Refresh page and try again
• Simplify query
• Contact support if persists

Document Won't Load

Solutions:

• Check internet connection
• Refresh the page
• Clear browser cache
• Try different browser

Next Steps

• Team Messaging - Collaborate with your team
• Upgrade to Premium - Get unlimited documents
• Exporting Data - Download permit datasets

Ready to organize your data? Go to Workspace → (opens in a new tab) and create your first document!