Workspace operators8 min read

Workspace AI Operations

This page covers the operational screens that support AI Document Assistant after setup: indexed files, automations, usage monitoring, saved searches, alerts, and shared chat delivery.

Indexed files gallery

  • Browse indexed files in a structure-first view across folders.
  • Queue non-indexed files for indexing and deindex outdated content when needed.
  • Use indexed file management when retrieval quality depends on keeping the corpus current.

Automations and usage

  • Folder automations let teams manage repeated indexing or AI-triggered workflows in one place.
  • Usage dashboards help monitor AI limits, activity, and plan-sensitive capacity.
  • Saved searches and alerts turn one-time queries into repeatable operational views.

Shared chats

  • Shared chats let teams distribute AI findings without exposing the full workspace.
  • Some shared chats can be password protected, which is useful for controlled external access.
  • Use shared chats for review, stakeholder handoff, or lightweight client-facing insight delivery.

Operational best practices

  • Review indexing freshness regularly if the underlying folder changes often.
  • Keep alert volume low enough that people still trust the signal.
  • Monitor usage before a team rollout expands AI-heavy workflows.
  • Use shared chat distribution deliberately instead of duplicating access to internal folders.