FlexFiles Documentation
Product guides, tutorials, and operational reference
AI and Search
Intermediate and advanced users10 min read

AI Document Assistant

AI Document Assistant adds persistent indexed knowledge, saved searches, compare workflows, alerts, and workspace or folder scoped question-answering. It is designed for teams that want answers to remain operationally useful over time.

Core capabilities

  • Index files and folders for repeated retrieval and question-answering.
  • Ask questions against a workspace, folder, or selected result set.
  • Use compare mode and templates to spot differences across files.
  • Save searches and create alerts when indexed content changes or matches criteria.
  • Use shared chats and usage dashboards for team-facing AI workflows.
  • Manage indexed files and folder automations from dedicated workspace screens.

Why teams use it instead of one-off chat

The value of AI Document Assistant is not only better answers. It is better repeatability. Teams can build a retrieval layer around known folders, saved searches, and recurring comparison tasks so the same knowledge need does not require manual reassembly every time.

This is especially useful for procurement, compliance, research, support, internal knowledge operations, and hiring review flows where new documents keep arriving but the questions stay similar.

Recommended setup pattern

  1. 1

    Create a folder structure that matches how your team thinks about knowledge domains.

  2. 2

    Index only the folders that need recurring question-answering.

  3. 3

    Define saved searches for recurring asks instead of rewriting prompts each time.

  4. 4

    Enable alerts for high-value conditions such as new clauses or incoming matching documents.

  5. 5

    Use compare mode for version analysis, vendor reviews, or policy drift checks.

Route aliases you may still encounter

The public `deep-search` route now redirects to `ai-document-assistant`.

The workspace `workspace/deep-search` route now redirects to `workspace/ai-document-assistant`.

Operating principles

  • Index only what has a recurring retrieval value.
  • Keep folder ownership and access rules clear before broad indexing.
  • Treat saved searches as operating assets, not just convenience shortcuts.
  • Use shared chats when the answer should travel farther than the underlying file access.