FlexFiles Documentation
Product guides, tutorials, and operational reference
AI and Search
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  • Queue non-indexed files for indexing and deindex outdated content when needed.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.