File Search

The File Search feature in DataQI allows users to locate and reference documents by asking natural language questions. This feature is designed to overcome traditional keyword or filename limitations by understanding context and meaning.

What It Does

• Allows users to ask questions in a chat interface to retrieve documents

• Searches full file contents, not just filenames or metadata

• Provides paraphrased summaries of matched documents or sections

Key Capabilities

• Identifies files that relate to loosely phrased or partial queries

• Highlights matching context within the document

• Allows users to reference past materials without knowing exact titles, dates, or phrases

How It Works

• Users interact with a dedicated “Search Assistant” in a familiar chat interface

• The assistant rephrases and interprets the user’s question to run deep searches through indexed content

• Returns document matches along with highlighted or summarised answers

Benefits

• Saves time by eliminating the need to browse folders or remember specific file names

• Recovers knowledge across departments with minimal friction

• Promotes use of historical documents by making them easily searchable

This feature transforms your document archive into a usable, searchable knowledge base accessible through simple, natural queries.

Use Cases

Here are real-world examples of how organizations use File Search assistants:

Project Archive Search Assistant

Problem: Teams struggle to locate historic project documents or decision records across multiple folders and platforms.
Solution: Allows project teams to search across SharePoint and uploaded files for specific decisions, actions, or document references using natural language.

Sales Reference Finder

Problem: Sales staff waste time hunting down relevant case studies or pricing references when responding to leads.
Solution: Lets sales teams search through brochures, presentations, and case studies using everyday questions like “Do we have any NHS case studies for our onboarding tool?”

Audit Support Assistant

Problem: Compliance teams need to quickly retrieve historical policy versions and documented exceptions during audits.
Solution: Finds relevant policies, version history, and justification records by searching document content across internal folders.

Meeting Notes Retriever

Problem: Staff can’t find meeting notes unless they know the exact file name or meeting date.
Solution: Allows users to find notes by describing the topic or issue discussed, e.g. “meeting where we discussed onboarding deadlines.”

Operations Knowledge Search

Problem: Operational staff ask repeated questions about SOPs, tools, or internal processes.
Solution: Searches across SOP documents and wikis to retrieve specific how-to guidance based on a user’s role and task.