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Documentation Index

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Uploaded Files is a powerful capability that allows the within a to access and leverage your organization’s documents when responding to your questions. This feature transforms generic AI responses into contextual, organization-specific answers grounded in your proprietary information.

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What is Uploaded Files?

A Uploaded Files in Omnifact is a curated collection of documents that are accessible to a Space’s AI assistant. It serves as the specialized knowledge foundation for each Space, providing:
If your organization has enabled cloud storage integrations, your Space might also include Connected Sources which function seamlessly alongside manually uploaded files for retrieval.

Document Repository

A secure storage location for important files relevant to the Space’s purpose or domain.

Contextual Intelligence

Source material that enhances the AI assistant’s ability to provide relevant, accurate, and organization-specific information.

Proprietary Knowledge Base

A way to leverage your internal documents that aren’t available to general AI systems.

Shared Reference

A common information source that all Space members can benefit from through the AI assistant.

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Benefits of Uploaded Files Retrieval

Domain-Specific Expertise

Uploaded Files retrieval enables the AI assistant to develop specialized expertise in your unique domain. By accessing your organization’s documents, the AI can:
  • Understand your specific terminology, products, services, and processes
  • Reference internal guidelines, policies, and best practices
  • Provide answers that reflect your organization’s unique approach and perspectives
  • Deliver insights based on company-specific data and reports
The Uploaded Files ensures everyone gets consistent, accurate information:
  • Centralized access to important documents through questions
  • Consistent answers across the organization based on the same source materials
  • Quick of information that might otherwise be buried in folders or drives
  • Reduction in time spent searching for information across multiple sources
Uploaded Files retrieval offers secure access to sensitive information:
  • Proprietary documents remain within your secure environment
  • The automatically protects sensitive information during processing
  • Information access respects Space membership permissions
  • Your confidential data becomes useful without being exposed externally

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How Uploaded Files Retrieval Works

When you ask a question in a Space with Uploaded Files, the AI assistant intelligently processes your and leverages relevant documents to formulate its .
1

Query Analysis

When you ask a question, the AI assistant analyzes what you’re asking to determine if Uploaded Files documents might contain relevant information.
2

Document Retrieval

If relevant, the system searches the Uploaded Files to find documents containing information that might help answer your question.
3

Privacy Protection

Before processing, the Privacy Filter automatically detects and masks any sensitive information in the retrieved documents. When the Privacy Filter is enabled, images are also restricted from being sent to AI models not hosted within the EU.
4

Information Processing

The AI assistant reads and understands the relevant sections from the documents, extracting the information needed to answer your question.
5

Response Generation

Using both its general knowledge and the specific information from your Uploaded Files, the AI creates a comprehensive, contextual response.
Uploaded Files retrieval works best with clearly structured documents and specific questions. For optimal results, ask direct questions about information likely to be in your documents.

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How to Recognize Uploaded Files Responses

When your AI assistant is using your Uploaded Files to answer questions, the experience looks noticeably different from regular AI responses. Here’s what to look for:

Progress Indicator

During retrieval, a progress indicator at the top of the assistant’s answer area shows real-time status updates like “Understanding query” and “Retrieving documents from Uploaded Files.”

Retrieval Completion

When retrieval completes, the progress indicator shows a filled icon with a message indicating how many documents were found, such as “Retrieved 3 documents from Uploaded Files.”

Multiple Retrieval Attempts

The assistant may perform multiple retrievals during a single response if it needs additional information or if initial results weren’t sufficient, with each attempt showing in the progress indicator.

Source References

The AI response often includes specific references to source documents, helping you understand where information originated and providing transparency about knowledge sources.

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Asking Effective Uploaded Files Questions

To get the most from Uploaded Files retrieval, phrase your questions in ways that help the AI assistant find and use the right information.
  • Good: “What is our company’s policy on remote work according to the employee handbook?”
  • Better than: “Tell me about working remotely”
Specific questions help the AI pinpoint exactly what information to look for in your Uploaded Files.
  • Good: “Based on our quarterly reports, how has our market share changed in 2023?”
  • Better than: “How is our market share doing?”
Mentioning the type of document can help the AI narrow its search to the most relevant files.
  • Good: “Summarize the key findings from our recent customer satisfaction survey”
  • Good: “What are the three main concerns raised in our project risk assessment documents?”
The AI assistant can digest large documents and extract the most important points.
  • Good: “Compare our current marketing strategy with the approach outlined in last year’s plan”
  • Good: “What’s different between our 2022 and 2023 compliance requirements?”
The AI can identify similarities and differences across documents in your Uploaded Files.

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Common Questions

No, Uploaded Files are optional. Spaces can function effectively without Uploaded Files for general topic-focused discussions. A Space with well-crafted Space Instructions but no Uploaded Files still provides a specialized AI assistant, just without access to your organization’s documents.
The AI assistant can process common document formats including PDFs, Word documents, PowerPoint presentations, OpenDocument text/presentation formats, plain text files (TXT, JSON, Markdown, CSV, SVG), and images (PNG, JPEG, WebP, HEIC/HEIF, AVIF, BMP, GIF, ICO, SVG, and TIFF). The system extracts and indexes the text content from documents and analyzes visual content from images to make them searchable.
The AI assistant accesses the current version of documents in your Uploaded Files at the time of your query. When you update documents in the Uploaded Files, the AI will use the new information in subsequent conversations.
Yes. The most effective way is to use the Simple Lookup Response Mode, which forces the AI to answer only using your Uploaded Files documents.You can also use Auto mode and instruct the AI by phrasing your question like: “Based only on our Uploaded Files documents, what is our policy on…”

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Best Practices

Curate Your Uploaded Files

Keep your Uploaded Files focused and relevant. Include only documents directly related to the Space’s purpose to improve AI retrieval accuracy.

Update Documents Regularly

Maintain current versions of documents in your Uploaded Files to ensure the AI provides the most up-to-date information available.

Use Clear Document Naming

Name your Uploaded Files documents clearly and descriptively to help with organization and make references in AI responses more meaningful.

Test Different Question Types

Experiment with various question formats to discover what works best for retrieving specific types of information from your Uploaded Files.

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Adding Knowledge Base to a Space

To start using Uploaded Files retrieval in your work, you’ll need a Space with documents added to its Uploaded Files. Here’s what to know:
  • Use Existing Spaces: The easiest way to benefit from Uploaded Files retrieval is to use Spaces that colleagues in your organization have already created and shared with you
  • Join Team Spaces: Many organizations create specialized Spaces with rich Uploaded Files for different departments or projects
  • Admin Permissions Required: If you want to build your own Uploaded Files, note that only Space admins can add or manage documents
  • Your Own Space: When you create a Space, you automatically become its admin
  • Simple Document Upload: Adding documents is as simple as uploading files through the Space Settings
For a more detailed look at how to add and manage documents in a Space’s Uploaded Files, see our page on Managing Uploaded Files.

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Next Steps

Now that you understand Uploaded Files retrieval, you might want to explore: