Docs Help

Datarooms

What is a Dataroom?

A Dataroom is a secure space where you can ask questions about uploaded documents and web pages. A Dataroom can contain information on a specific topic or project. The knowledge of the Dataroom can be shared with other users to facilitate collaboration.

When to use a Dataroom?

Use a Dataroom when you want to ask questions about the content of uploaded documents and web pages. It is deliberately avoided to rely on the general knowledge of the Large Language Model to reduce the likelihood of hallucinations.

Targeting specific files

You can direct AITEZA to focus on a particular file by mentioning its exact name (or a distinctive part of it) in your message. This improves the chance that content from that file is prioritized in the answer.

Examples:

  • "In project-plan.pdf, what are the major milestones?"

  • "Summarize the pricing section from contract.docx ."

  • "What does architecture_overview.md say about microservices?"

Tips:

  • Use the displayed file name (case insensitive matching works, but quote or backtick the name for clarity).

  • If multiple files share similar names, add extra context (e.g., "the PDF version" or a folder hint) so retrieval is more precise.

  • Avoid requesting the entire raw text; ask for summaries or specific information.

Hybrid search capabilities

Hybrid search combines semantic embeddings with lexical (keyword) matching. This means you can now ask questions that rely on specific terms, even if those terms are uncommon.

What hybrid search improves:

  • Term-specific questions ("Where is 'AITEZA' mentioned?")

  • Clarifying definitions ("Define the term 'vector index' as used in the documents.")

  • Narrow queries mixing keywords and intent ("In risk_register.xlsx, list mitigation actions for 'Data Loss'")

What is still limited:

  • Bulk enumeration of every document containing a term.

  • Exact frequency counts across the whole dataroom.

  • Full verbatim dumps of file contents.

Questions that may not work as expected:

  • List ALL documents that mention the term 'AITEZA'. (You can ask where it is mentioned, but exhaustive lists may be incomplete.)

  • Return the full raw content of "document.pdf".

  • How many times does the term 'AITEZA' appear across all documents?

  • Count the number of documents that mention the term 'AITEZA'.

  • What is the average length of the documents that mention the term 'AITEZA'?

Questions that work in a Dataroom:

  • What is the purpose of 'AITEZA'? (semantic)

  • Where is 'AITEZA' mentioned and what is said about it? (hybrid)

  • In project-plan.pdf, what are the timeline milestones? (file targeting)

  • Summarize the differences between proposal_v1.docx and proposal_v2.docx. (comparative)

  • Compare 'AITEZA' with other AI solutions. (semantic)

Dataroom management

How to create a Dataroom

  1. Navigate to the `Datarooms` tab in the navigation bar.

  2. Navigate to the location where you want to create the Dataroom.

  3. Click on the `New Dataroom` button in the top right.

  4. Enter a name for the Dataroom.

  5. Below `Access rights`, choose if the dataroom should be private or shared with other users.

  6. Click on the `Create here` button to create the Dataroom in the selected location.

  7. After processing, the Dataroom will be available for use.

How to move a Dataroom

  1. Navigate to the `Datarooms` tab in the navigation bar.

  2. Navigate to the location of the dataroom you want to move.

  3. Select the arrow symbol on the dataroom.

  4. In the dialog, navigate to the location where you want to move the dataroom.

  5. Click on the `Move here` button to move the dataroom to the selected location.

Last modified: 30 October 2025
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