Understanding Document Search in Omnifact Spaces
What Happens Behind the Scenes
When you ask a question in a Space with uploaded documents:- Your question is analyzed - AI understands what you’re looking for
- Documents are searched - The system finds relevant sections from your uploaded files
- Information is found - Key passages are pulled from the most relevant documents
- Response is created - AI creates an answer based on the found information
- Sources are provided - You see which documents were used
Why This is Powerful
- Accuracy: Answers are based on your actual documents, not AI’s general knowledge
- Current Information: Information is as up-to-date as your uploaded documents
- Specific to You: Responses are tailored to your organization’s context
- Verifiable: You can check answers by looking at the source documents
Simple Lookup Mode
When you need maximum factual accuracy, use the Simple Lookup Response Mode. This mode forces the AI to base its response only on the retrieved documents from the Space’s Uploaded Files, ignoring its general training data entirely. This is the primary anti-hallucination tool for working with your documents.Connected Sources
You aren’t limited to just uploading files from your computer. By leveraging Connected Sources (like Google Drive, OneDrive, and SharePoint), you can seamlessly import documents directly from your cloud storage. This ensures you’re working with the most up-to-date versions of your corporate documents.Privacy Filter on Retrieval
Even when retrieving documents from your Uploaded Files, the Privacy Filter is actively working. Any sensitive data (like PII or financial info) in your retrieved documents is automatically masked before being processed by the AI model. This means your private organizational data remains secure while still allowing you to extract insights.The Art of Uploaded Files Prompting
Basic Principles
1. Be Specific About Your Information Needs
Instead of asking broad questions, focus on specific information you need from your documents. ❌ Vague: “What’s our policy on vacation?”✅ Specific: “What is the maximum number of consecutive vacation days an employee can take according to our HR policy?” ❌ Vague: “Tell me about the project”
✅ Specific: “What are the key milestones and deadlines outlined in the Project Alpha documentation?“
2. Use Document-Aware Language
Ask as if the answer is in your documents: ✅ “According to our quarterly report, which product lines grew most?”✅ “From customer feedback, what are the top three feature requests?“
3. Request Evidence and Citations
Ask for sources in the answer: ✅ “What are our data retention requirements, and which policy document states them?”✅ “List approved software vendors with the policy section for approval criteria.”
Structured Information Extraction
Creating Summaries from Multiple Sources
Building Comparison Tables
Extracting Action Items and Decisions
Basic Troubleshooting
When AI Can’t Find Information
Problem: “I don’t see that information in the available documents”
Solutions:- Rephrase your question using different terminology
- Break down complex questions into simpler parts
- Check if the information actually exists in your uploaded documents
- Try broader search terms first, then narrow down