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The tools and their features

IT approved Copilot, a colleague swears by Claude, and the free version of ChatGPT is one click away. Four tools cover most workplaces. They work in similar ways, and the bigger difference is usually the plan you are on, which decides how your information is handled.

The four tools you are most likely to meet

ClaudeMade by Anthropic. Handles long documents well and lets you keep files and standing instructions together in a Project.
ChatGPTMade by OpenAI. Several models to choose from, with custom instructions and Projects for standing context.
Microsoft CopilotMade by Microsoft. Works inside Word, Outlook and Teams on the file in front of you when you are signed in with a work account.
GeminiMade by Google. In Google Workspace it works from the side panel of Docs and Gmail.

ProvisoIQ does not rank these tools and accepts no payment for placement. Features and names change often, so check the current help pages for your plan.

Why the plan matters more than the brand

Most providers offer free or personal plans and business or enterprise plans, and the terms often differ. The differences that matter for legal work are whether your inputs are used to train the provider's models, how long conversations and files are kept, and whether your organization has a signed agreement with the provider.

In plain terms

Before you use any tool for work material, ask whoever manages technology which tool and plan your organization has approved, and sign in with your work account.

Features you will see, and what they do

Chat
The basic conversation. Each new chat starts fresh unless the tool has memory turned on.
File upload
Attach a document so the tool reads the actual text, which is better than pasting a summary of it.
Project or workspace
A saved space that keeps files and standing instructions together, so you do not repeat yourself in every chat.
Custom instructions
Standing directions that apply to every message, such as your role and house style.
Memory
Lets the tool remember facts about you across conversations. Check what it stores and turn it off where your policy requires.
Web search
Lets the tool look things up online. Check the sources it cites, because a cited source can still be misread.
Connectors
Links that let the tool read from or act in other systems, such as email or a document store. Your administrator usually controls these.
Agents
Setups that take several steps on their own toward a goal. The next page explains them.