Summary
When you upload a spreadsheet, KnowledgeFlow can analyse it in one of two ways. Whole sheet analysis gives one answer for the whole file, for summaries, counts, averages and overviews. Row-by-row analysis gives a separate answer for every row, applying the same instruction to each record in turn, so every record gets the same treatment and none are skipped. Whole sheet analysis is the default. Row-by-row analysis works with Excel and CSV files in any assistant, and the results come back as a table in the chat.
Use Case
Scenario
A team has a spreadsheet of 200 grant applications and needs each one checked against the same three eligibility criteria. They upload the file, switch to row-by-row analysis, and ask for a verdict, a one-line reason and a recommended next step for every application. Instead of a general summary of the file, they get the same three-part answer for each row, in order, so they can compare applications side by side and see at a glance which ones need a closer look.
Benefits
- Every row gets the same checks, applied the same way
- Less chance of records being missed in a large spreadsheet
- Suits repetitive review work, such as checking, sorting or scoring each record
- Results follow the same structure for every row, so they’re easy to compare
Walkthrough
Upload the spreadsheet
- Open the chat in the assistant you want to use.
- Upload your Excel or CSV file.
- Wait for the upload to finish before you send your instruction.
Tip: check the column headings are clear before you upload. The assistant uses them to understand what each column holds.
Choose how the spreadsheet is analysed
- Once the file is uploaded, a message above the chat box shows which analysis is on: “Whole sheet analysis is on” or “Row-by-row analysis is on”.
- To switch between them, select the message.
- Select the ? next to the message for a short description of each option.
Tip: choose row-by-row analysis only when each row needs its own answer. For totals, counts, averages or a summary of the whole file, keep whole sheet analysis.
Change the default
- Go to Settings → Chat Settings.
- Switch row-by-row analysis on or off. This sets which analysis is on when you upload a spreadsheet.
Tip: leave the default as whole sheet analysis unless most of your spreadsheet work is record-by-record. You can still switch for a single file when you need to.
Write your instruction
- Say which columns to look at for each row.
- Say what you want to know or decide about each row.
- Say what you want back for each row — for example, a verdict, a short reason and a recommended action.
- Send the instruction.
Tip: describe the answer you want for one row as precisely as you can. The same format is then repeated for every row.
Review the results
- The results appear as a table in the chat, with one row of results for each row of your spreadsheet.
- Check a few rows you know well to see whether they’ve been handled the way you expected.
- If the judgement or format isn’t right, change your instruction and run it again.
Tip: to work with the results in a spreadsheet, export the table as a CSV file using the buttons under the response.
Example instructions
- “For each application, check whether it meets the three eligibility criteria in columns D to F. Give a verdict of Eligible, Not eligible or Check, with a one-line reason.”
- “For each complaint, sort it into one of these categories: repairs, staff conduct, communication, other. Add a one-sentence summary.”
- “For each learner record, flag any missing information and say which column it’s missing from.”
Notes
- Row-by-row analysis is for uploaded spreadsheets, not for other documents.
- Whole sheet analysis is on by default. Your choice in Settings → Chat Settings decides which analysis is on when you upload a spreadsheet.
- If you start a new chat while the file is still attached, your choice carries over. A new chat where you haven’t chosen yet follows your setting.
- The assistant works from the uploaded file itself, so there is no need to paste the spreadsheet contents into the chat.
- Because the assistant handles each row separately, row-by-row analysis takes longer than whole sheet analysis, and longer again for larger spreadsheets.
- Row-by-row analysis is available in every assistant.