File Search FAQ

DataQI’s File Search feature uses AI to help you find relevant documents through natural language queries. Unlike traditional search tools that rely on exact keywords, File Search interprets meaning and context to locate the information you need across your connected data sources.

This FAQ covers everything you need to know about using File Search effectively, understanding its capabilities, and managing data access.

General Use

Learn how to interact with the File Search assistant and make the most of its natural language capabilities.

Question: What is the File Search assistant?
Answer: The File Search assistant is a conversational tool that helps you find relevant documents based on natural language questions. It goes beyond filenames or metadata by interpreting meaning from full document contents.

Question: How do I use the File Search assistant?
Answer: Launch the assistant, type your question or description of what you’re looking for, and it will search across the documents connected to it. It responds with relevant matches and summaries.

Question: Do I need to know the exact file name or keywords?
Answer: No. You can describe the context or meaning of the file you’re looking for, and the assistant will interpret and rephrase your query to locate the best matches.

Question: Can I use File Search to explore past meeting notes or reference documents?
Answer: Yes. It’s designed to help retrieve notes, summaries, or any document content---even if you don’t recall exact wording or details.

Data Scope & Accuracy

Understanding what files are searchable and how accurate the search results are.

Question: What files does the assistant search?
Answer: It searches only the files connected to that specific assistant. You can add files manually or link folders from SharePoint, Google Drive, or web sources.

Question: How accurate is the search?
Answer: The assistant paraphrases your query and searches full text within the documents. It highlights or summarises matched content, even if the wording is different from your question.

Question: Will it always find the exact file I’m thinking of?
Answer: Not always. If a file isn’t connected to the assistant or lacks the necessary context, it may not be returned. You can refine your query or verify the assistant’s data sources.

Access & Limitations

Learn about data access controls, file permissions, and platform compatibility.

Question: Can I search across all company files?
Answer: No. You can only search the content that your assistant has been granted access to. Each assistant has a defined set of data sources.

Question: Can I download or open the files it finds?
Answer: Yes. File Search results typically include links or references so you can view or download the matched files, depending on your platform permissions.

Question: Can I use File Search on mobile or tablet devices?
Answer: Yes. The File Search assistant is accessible from any device that supports the DataQI platform interface.