Frequently Asked Questions

Why can't I create a dataroom on the main dataroom dashboard?

Only users with the Dataroom Admin role can create datarooms directly on the main dataroom dashboard (root level). If you don't have this role, you can still create subdatarooms within datarooms where you have Owner or Editor access.

To create a dataroom at the root level, contact your organization's administrator to request the Dataroom Admin role.

Why can't I see a dataroom that was shared with me?

There are several possible reasons:

• Access not yet granted: The owner may not have completed adding you. Ask them to verify your access in the dataroom settings.

• Wrong account: You may be logged in with a different email address than the one that was granted access.

• Tenant mismatch: The dataroom belongs to a different organization/tenant than your account.

• Access was removed: Your access may have been revoked. Contact the dataroom owner.

What's the difference between Owner, Editor, and Viewer roles?

Can I give someone access to a subdataroom without access to the parent?

Yes. Access is managed independently for each dataroom. A user can have access to a subdataroom without having access to its parent. However, they will navigate directly to the subdataroom and won't see it in the parent's hierarchy.

What happens to user access when I move a dataroom?

When you move a dataroom to a new location:

• Existing access is preserved: Users who had access to the moved dataroom retain their access.

• New parent access doesn't transfer: Having access to the new parent doesn't automatically grant access to the moved dataroom.

• Inherited access may change: If access was inherited from the old parent, you may need to re-apply inheritance settings.

How do I share a dataroom with someone outside my organization?

You can add users by their email address, provided:

1. You have Owner access to the dataroom.

2. The external user has an AITEZA account with that email.

Why can't I add or remove users from a dataroom?

Only Owners can manage user access. If you have Editor or Viewer access, you cannot add or remove users. Contact a dataroom Owner to request access changes.

What does "Inherit to all subdatarooms" mean?

When adding a user or model to a dataroom, the inheritance option applies the same setting to all existing subdatarooms beneath the current dataroom. This saves time when you want consistent access or model availability across a dataroom hierarchy.

How do I remove access for someone who left the organization?

To fully remove a user's access when they leave:

1. Remove from Keycloak groups: Contact your administrator to remove the user from any groups in Keycloak. This revokes access to all datarooms where access was granted through group membership.

2. Remove individual access: For datarooms where the user was added individually, go to the dataroom settings and when removing the user, click "Remove from All subdatarooms" to remove them from the entire hierarchy at once.

This two-step process ensures the user no longer has access to any datarooms, whether access was granted via group membership or individual assignment.

How does group hierarchy affect dataroom access?

Groups in AITEZA are organized hierarchically. For example:

• Company (parent group)

  • Team A (child group)

  • Team B (child group)

Users in a child group (e.g., Team A) automatically inherit access to datarooms shared with the parent group (Company). However, datarooms shared only with a child group are not visible to users who are only in the parent group.

This means:

• A user in "Team A" can see datarooms shared with both "Team A" and "Company"

• A user only in "Company" cannot see datarooms shared exclusively with "Team A"

Why is my file stuck in "Processing"?

File processing can take time depending on:

• File size: Larger files take longer to process.

• File type: Complex documents (scanned PDFs, PowerPoints with many images) require more processing.

• System load: High usage periods may cause delays.

If a file remains stuck for more than 30 minutes:

1. Try reprocessing the file using the reprocess action.

2. Try uploading a different version of the file.

Why did my file processing fail?

Common reasons for processing failures:

• Corrupted file: The file may be damaged. Try re-exporting or re-saving it.

• Password protected: Remove password protection before uploading.

• Unsupported format: Check the Supported File Types list.

• File too large: Very large files may exceed processing limits.

You can try reprocessing with a different pipeline (e.g., VLM for scanned documents).

Why are answers from my scanned PDF poor or incomplete?

Scanned PDFs are images of text, not actual text. AITEZA uses OCR (Optical Character Recognition) to extract text, which may not work well for:

• Low-quality scans

• Handwritten content

• Unusual fonts or layouts

Solution: Reprocess the file using the VLM (Vision Language Model) pipeline, which uses AI vision to better understand document content. See Reprocessing Files.

Can I upload a ZIP file with multiple documents?

Yes! When you upload a ZIP file, AITEZA automatically:

• Extracts all supported files from the archive.

• Creates subdatarooms matching the folder structure inside the ZIP.

• Processes each file individually.

This is useful for bulk uploads while preserving your folder organization.

What's the maximum file size I can upload?

The maximum file size depends on your organization's configuration. Typical limits are:

• Individual files: Up to 100 MB

• ZIP archives: Up to 500 MB (containing multiple smaller files)

For very large files, consider splitting them into smaller parts or extracting only the relevant sections.

Why does AITEZA say my file is "too large to process" in chat?

When attaching files directly to a chat (without using a dataroom), there's a token limit of approximately 30,000 tokens (roughly 90,000-120,000 characters of text). This applies to all attached files combined. The exact limit depends on the chosen LLM.

Important: The limit is based on text content, not file size. A 2 MB Word document with many pages of text may exceed the limit, while a 10 MB PDF with mostly images might be under the limit.

Since v1.11.0, chat shows an estimated token cost while you compose a message. Use this estimate to reduce text length or attachments before sending.

Solutions:

• Use a dataroom: Upload the file to a dataroom instead. Datarooms use RAG (Retrieval-Augmented Generation) to intelligently search and retrieve relevant portions, handling much larger documents.

• Split the file: Break large documents into smaller sections and process them separately.

• Extract relevant sections: If you only need information from specific parts, copy those sections into your prompt.

Can I move multiple files at once?

Yes. Since v1.11.0, bulk actions in dataroom file and website overviews let you select multiple entries at once.

• Files: Batch reprocess, move, or delete multiple files.

• Websites: Batch reprocess, move, or delete multiple websites.

Why can't AITEZA crawl a website I added?

Some websites cannot be crawled due to their robots.txt policy, which tells web crawlers (including AITEZA) not to access their content. This is a standard web protocol that AITEZA respects.

To check if a website blocks crawlers: Visit https://example.com/robots.txt (replace with the actual domain) to see the site's crawling policy.

Workarounds:

• Download the content manually and upload it as a PDF or document file.

• If you have permission, contact the website owner about accessing their content.

• Use a different source that provides similar information without crawling restrictions.

Why doesn't AITEZA find information I know is in my documents?

Several factors affect retrieval accuracy:

• Question phrasing: Try rephrasing your question using keywords that appear in the document.

• File targeting: Mention the specific file name (e.g., "In report.pdf, what does it say about...").

• Processing issues: The file may not have been processed correctly. Check its status and try reprocessing.

• Content type: Tables, images, and complex layouts may not be extracted properly. Try the VLM pipeline.

Is AITEZA suitable for exact text matching or comparing spreadsheet data?

AITEZA uses semantic search, which finds content based on meaning rather than exact text matches. This makes it excellent for answering questions and finding relevant information, but less suitable for tasks requiring precise text matching.

Tasks that work well:

• Finding information about a topic across documents

• Answering questions based on document content

• Summarizing and synthesizing information

Tasks that may not work well:

• Comparing two spreadsheets to find matching entries

• Finding exact strings or performing "Ctrl+F" style searches

• Matching company names with slight variations (e.g., "ABC GmbH" vs "ABC Ltd.")

For exact matching tasks, consider using specialized tools like Excel's VLOOKUP, database queries, or dedicated comparison software.

Can I chat across multiple datarooms at once?

Yes! You can connect multiple datarooms to a single chat. This allows you to:

• Query across different knowledge bases simultaneously.

• Compare information from different sources.

• Get comprehensive answers from your entire knowledge base.

To connect multiple datarooms, use the dataroom selector in the chat input area.

Can AITEZA generate files for download (e.g., translated PDFs)?

No, AITEZA cannot generate downloadable files. While AITEZA can translate, summarize, or transform content and display the result in the chat, it cannot create new files (such as PDFs, Word documents, or spreadsheets) for download.

Workaround: Copy the generated content from the chat and paste it into your preferred application (Word, Google Docs, etc.) to create the file yourself.

Why can't I upload files in my chat when I have datarooms connected?

This is by design. AITEZA enforces mutual exclusivity between:

• Dataroom mode: Answers grounded in your dataroom documents.

• Casual Chat mode: Answers based on uploaded files, web search or LLM knowledge.

This ensures clarity about where answers come from. To use file attachments, start a new chat without connecting any datarooms.

How do I know which dataroom was used to answer my question?

Each message displays which files were used to generate the response. Look for the file sources below AITEZA's answer. This helps you verify the origin of the information provided.

Why can't I use web search in my dataroom chat?

Web search is disabled when datarooms are connected. This ensures that answers are grounded solely in your verified documents, not external sources that may be unreliable or outdated.

To use web search, start a new chat without connecting any datarooms.

Can administrators see my private dataroom content?

Yes, system administrators have the technical ability to access files in all datarooms, including those marked as private. However:

• Access is logged: Every file access (viewing content or downloading) is recorded in system logs.

• Access is auditable: Unauthorized access can be traced and identified.

• Your dataroom is still private from other regular users: Other users cannot see your private dataroom unless you explicitly share it with them.

Can anyone see my Casual Chat messages and uploaded files?

No. Files and messages in Casual Chat are visible only to you. System administrators do not have direct access to your chat conversations or temporarily uploaded files.

This makes Casual Chat the most private option for handling sensitive information.

Can anyone access my chat history?

Your chat history (both Casual Chat and dataroom chats) is accessible only to you.

Is there a completely private mode where no one can access my data?

Currently, there is no mode in AITEZA where data is technically inaccessible to everyone under all circumstances. However, by using Casual Chat with file attachments and deleting the chat afterward, you can ensure that the information is permanently removed from the system.

How do I change the interface language?

1. Open the profile/user menu (usually bottom-left corner).

2. Go to Account Settings.

3. Find the Select a locale section.

4. Choose your preferred language.

5. Save and refresh the page.

Can I use AITEZA on mobile devices?

AITEZA is designed for desktop browsers but works on tablets and mobile devices with a modern browser. For the best experience, use:

• Chrome, Edge, Firefox, or Safari (latest versions)

• A screen width of at least 768px for full functionality

Can I delete my account?

Account deletion must be requested through your organization's administrator or AITEZA support. This ensures proper handling of any datarooms or content you own.

The page won't load or shows an error

Try these steps:

1. Refresh the page (Ctrl+F5 or Cmd+Shift+R for a hard refresh).

2. Clear browser cache and cookies for the AITEZA domain.

3. Try a different browser to rule out browser-specific issues.

4. Check your internet connection.

5. Disable browser extensions that might interfere (ad blockers, privacy tools).

If the problem persists, contact support with:

• The exact error message (screenshot if possible)

• The time when the error occurred

• The browser and operating system you're using

Chat responses are slow

Response times depend on:

• Model selection: Some models are faster than others.

• System load: High usage periods can cause delays.

If consistently slow, try selecting a faster model or asking more focused questions.

I accidentally deleted something - can I recover it?

Deleted files and datarooms cannot be recovered through the user interface. Contact your administrator or AITEZA support immediately if you need to recover deleted content. Recovery may be possible depending on your organization's backup policies.

I can't find the answer to my question

If this FAQ doesn't address your issue:

1. Check the detailed documentation pages for your topic.

2. Contact your organization's AITEZA administrator.