AI and Search
This section explains the AI product model, from workspace-scoped actions to persistent indexed retrieval across folders and workspaces. It focuses on the practical difference between asking one question once, asking the product to do something, and building a reusable document intelligence workflow.
What this section covers
- Workspace-scoped action execution for file, folder, intake, workflow, and AI operations.
- Persistent indexed retrieval across folders and workspaces.
- Saved searches, alerts, compare mode, and reusable retrieval workflows.
- Operational screens such as indexed files, automations, usage monitoring, and shared chats.
How to choose the right AI surface
Use AI Action Assistant when the request is operational, such as creating a folder, generating a guest upload link, moving files, running indexing, or explaining a plan or permission restriction inside the active workspace. Use AI Document Assistant when you need a repeatable, governed knowledge layer across folders or workspaces. Use compare mode when the question is about differences rather than isolated facts. Use alerts and saved searches when the same information need recurs over time.
Start with
Use natural language to run allowed workspace actions safely.
Work with indexed knowledge and recurring retrieval.
Turn retrieval into an operational system.
Manage indexed files, automations, usage, and shared chats.
What good AI workflows look like
- Action requests stay within the current workspace and current user permissions.
- The folder scope is deliberate and business-meaningful.
- Source files are readable and OCR quality is acceptable.
- Saved searches or prompts reflect recurring business questions, not one-off improvisation only.
- External sharing uses shared chats or intake links instead of broad workspace access.
In this section
- 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.
Intermediate and advanced users · 10 min read
- AI Action Assistant
AI Action Assistant is the operational AI layer inside FlexFiles. It understands natural language requests, resolves them against the current workspace, checks permissions and plan access, asks for clarification when needed, and runs allowed actions with confirmation for high-impact operations.
Workspace users and operators · 9 min read
- Indexing, Alerts, and Compare Mode
This page explains how indexed workflows behave, why saved searches matter, and how to turn retrieval into ongoing monitoring. It is the bridge between asking questions and operationalizing them.
Advanced users · 9 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.
Workspace operators · 8 min read
Keep exploring
Understand the indexed AI workspace model in FlexFiles and how to use it for retrieval, monitoring, and structured decision support.
Use AI Action Assistant to translate natural language into safe, workspace-scoped actions across files, folders, guest uploads, indexing, workflows, and related operations.