The Assistant — NotarFlow

IN CONVERSATION

This is what it looks like.

Every answer says where it comes from.

The assistant does not write freely about your law. It calls a named capability, and what comes back carries its source alongside: the deed and the page for a search, the fee-schedule number and the transaction value for a fee note.

Every call appears as a chip with its name and kind — you see what is running
Hits from the archive carry their passage, not just a summary
What it cannot evidence it reports as a gap — nothing is guessed
Every call stands in the audit log of the matter, with person and origin

To the knowledge base

THE THREE CHIPS IN A CONVERSATION

reads fetches something and changes nothing. produces a file puts something under “Produced” — nothing on the matter changes, nothing is sent. waiting for you means the assistant stops here and asks.

The same three kinds run through the whole catalogue below. They are not a label; they are the limit itself.

Assistant · UR 482/2026 · Notariat Dr Winter

Dr Winter · 09:12 How did we word the reversion clause on the heritable building right last time?

Assistant Knowledge base · reads

Most recently in UR 214/2011: reversion on arrears of more than two annual instalments, compensation at two thirds of the market value. The 2019 wording differs on the compensation.

Passage · UR 214/2011, § 12, p. 8 Character: checked

Dr Winter · 09:14 And what does the Grundschuld (the German land charge) over 250,000 € cost in this matter?

Assistant Fee note · reads

660.45 € including VAT. Worked out by the fee engine, not estimated: a 0.5 fee under item 21200 of the GNotKG (the statutory German schedule of notary fees), transaction value from the matter, your office's document flat rate.

Transaction value · data sheet p. 1 The determination under § 19 GNotKG stays with you

Dr Winter · 09:15 Draft that as a PDF for me.

Assistant Fee note as PDF · produces a file

It is under “Produced”. I have changed nothing on the file and sent nothing — the covering letter is yours to write and to send.

Conversation “Reversion clause” · 6 messagesKept with the matter

CAPABILITIES

Fifteen capabilities. Each with its kind.

The assistant can do exactly this and nothing beyond it. The kind of a capability is not a label but a limit in the program: reading reads, producing puts a file into “Produced”, writing files a proposal. Not one of them sends, approves, changes a status or writes into an official register. Which of them your office offers is switched per role in the administration — the trainee gets a different assistant from the notary.

Read matter Reads a matter with parties, property, values, checks, deadlines, AML and documents. reads

Fee note Calculates under the GNotKG with the fee engine — deterministic, every figure with its origin, no estimate. reads

Knowledge base Searches earlier deeds and house templates for a wording and returns the passages with their source. reads

Execution status Shows which prerequisites of the Vollzug chain are covered, what blocks the gate and which deadline has expired. reads

Deadlines Lists the upcoming deadlines across all matters, most urgent first, with days remaining and a traffic light. Overdue items are always included. reads

Read document Reads a document of the matter through the existing text extraction, in sections with page numbers, at most eight pages per call. reads

Escrow status Sets the amount due under the escrow instruction against the entries on the Anderkonto (the client account). Moves no money. reads

AML status Shows open checklist items, missing mandatory entries and the enhanced-diligence markers that are set. Prepares no report. reads

Fee note as PDF Typesets a calculated fee note as a PDF draft into the “Produced” list. Does not calculate itself, sends nothing. produces a file

Draft as Word Produces a draft deed as an editable Word file. Notarises nothing and sends nothing. produces a file

Make a note Puts a note on the matter, visibly marked as a proposal of the assistant. It becomes part of the file only once you confirm it. files a proposal

Note a deadline Notes a deadline at the level “proposal”. No appointment and no diary entry arises from it. files a proposal

Remember a rule Remembers a standing instruction of the notary for future answers. Always needs their express yes. files a proposal

Propose an appointment Looks for free slots in the free/busy information of the office diary and files them as a proposal. Books nothing, cancels nothing. files a proposal

Create client form link Creates a time-limited link to the online client data form for the deed type. Does not send it — a person does that. files a proposal

WHAT IS IN NONE OF THE FIFTEEN

Approvals and decisions, entries in official registers, deletion, user administration, restoring backups. These routes are not written down as a prohibition that somebody would have to maintain — they simply do not exist. A list of prohibitions can be forgotten when something new arrives; a list of permissions cannot be forgotten without something being missing.

TOOLS IN BOTH DIRECTIONS

Your programs and NotarFlow, on one machine.

Two routes that are often confused and belong apart: NotarFlow uses your tools — a document management system, a scanning service, a service run by your IT. And your IT uses NotarFlow — reading, and as a route for proposals. Both run on the same machine under the same limits, and both are off until you enter them.

Connecting your own tools.

A tool server of the office — the archive, a scanning service, a specialist program — is entered in one file, by hand and with a restart. Only what stands there is connected: NotarFlow looks for no servers, reads no other client's configuration and accepts no server through the interface.

A list of permissions, not discovery — no entry, no tool
Runs on the same machine, over standard input/output or on 127.0.0.1
The same limits as the built-in capabilities: the same kind, the same audit log, no route to the outside
Limits per server: a time limit, a length limit, a cap on the number of tools
An external answer counts as document content — writing is barred from then on
An entry is an outsourcing decision under § 26a BNotO (the German Federal Notaries Act), not a setting

Extensions · connected servers

kanzlei_dms · archive searchreading, active

kanzlei_dms · archive notewriting, confirm each call

haus_ocr · recognise pageentered, not active

Everything elsedoes not exist for NotarFlow

NotarFlow as a service for your office IT.

The other direction: your own programs may query NotarFlow and submit proposals. Six capabilities, and the list is closed — four that read and two that put a proposal into the queue. There is no seventh route.

Reading: read matter, fee note, knowledge-base search, deadline list
As a proposal: make a note, note a deadline — both land in the queue, not in the file
Without a valid service token nothing starts, and that token is an account of its own with a name of its own
The audit log carries the service name — whoever reads MCP service kanzlei_it there knows no person was at a screen
No remote access: standard input/output or 127.0.0.1, nothing in between
Every call passes the same limits as in the chat — there is no second door

Service access · kanzlei_it

Read matter · fee notereading

Knowledge base · deadline listreading

Note · deadlineproposal, awaiting approval

Approve · registers · delete · usersnot present

IF YOU ENTER NOTHING

NotarFlow ships without that file. It then behaves exactly as it does without the feature — no external tool, no empty list, no hint at something that is not there. The route for your IT is written out in the technical documentation that comes with the installation.

ACCOUNTABILITY

Everything it remembers, you can see and take back.

Conversations belong to the file, not to the browser window.

What was asked and answered on a matter stays with that matter: named, resumable, visible to everyone who has the file open. It survives closing the drawer and signing out — the office works on one file, not side by side.

Several named conversations per matter, most recently used first
On resuming, the history comes from the server, not from the browser — a past that never happened cannot be slipped in
Everything is stored; an excerpt goes to the model
Deleting means deleting: the audit log keeps that it was deleted, not what was in it

Conversations · UR 482/2026

“Reversion clause”6 messages

“Costs of the priority notice”Resumed

Deletenotary or author

Remembered rules are on show — and leave the way they came in.

A standing instruction (“this form of address, this house wording”) stands in every future system prompt from the next answer on. That is why it only gets in with the express yes of the notary — and why it must be possible to get it out again at the same interface. A gate with no way back would be a noticeboard without an eraser.

Anyone signed in may read them — working against an invisible instruction is working blind
Taking one back needs the right to approve, and even then a confirmation
Nothing from a document ever becomes a rule
No fine-tuning, no silent learning: readable text in a file you can open and check
A thumbs-down stays in the statistics even when its warning is retired — the warning should stop, not the record

Remembered rules

“Address parties with their full title”since 12.08., Dr Winter

“Submission to enforcement: variant B”since 03.07., Dr Winter

Take backright to approve + confirmation

If the instruction is in the letter, it asks you first.

Everyday work sounds like “read the bank's data sheet and draft it for me”. As soon as document content is in the conversation, the rest of the answer runs with the origin document — and then a narrower rule applies, whatever that letter says.

Writing capabilities refuse: no sender writes into your file through slipped-in text
Producing ones ask back and name the capability — without a yes nothing is created, with one click it goes on
What triggers this is the origin, not a suspicious word somebody recognised
It only ever narrows, never widens

Question back · origin: document

Read documentcarried out

Fee note as PDFawaiting your yes

Make a notebarred, origin: document

“Would you like to run Fee note as PDF? A file will appear under ‘Produced’. Nothing on the matter changes.”

The system does not guess.
And it writes nothing without you. What is missing or uncertain is shown as a gap. What would intervene waits for your approval. For a notary's office, anything else is unusable.

QUESTIONS ABOUT THE ASSISTANT

Answered briefly.

Which model is behind it? Does it really run locally?

An open model of the Qwen3 family in the 14-billion size, run through Ollama on your own server — not at a provider, not in a US cloud. The choice was measured, not guessed: against the model twice its size the professional quality was indistinguishable, at twice the waiting time and twice the memory. So the smaller one stayed, with an answer time in the region of a few seconds. German and English score the same.

Does the assistant cost extra?

No. It is part of the system and is not sold as a block — which is exactly why it is here and not among the modules. What it can do depends on the blocks you have booked: no escrow, no escrow status; no knowledge base, no research in the archive. The prices of the blocks are openly listed on the pricing page.

Can it send, approve or register anything?

No, and that is not an assurance in the small print but the cut of the catalogue. Not one of the fifteen capabilities sends, approves, changes a status or writes into an official register. What would intervene does not exist as a capability — it is not forbidden, it is absent.

What happens if an incoming letter contains an instruction to the assistant?

As soon as document content is in the conversation, the origin “document” applies for the rest of the answer: writing capabilities refuse, producing ones ask back and name themselves. The trigger is the origin and not the fact that somebody recognised a suspicious word — slipped-in text never gets into a position to set anything off.

Does every member of staff see the same assistant?

Only if your office sets it up that way. Every capability can be switched off per role, and that takes effect at once: a switched-off capability is not even offered to the model, instead of being refused on execution. The administration shows the catalogue in full, and every change stands in the audit log.

Ask your file.