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Using the AI Assistant ​

The AI Assistant is your intelligent search and Q&A tool built right into VENI-AI. Instead of opening files one by one, you can simply ask a question in plain language — and the Assistant finds the answer from your documents, Drive files, and other content you've connected. It's like having a research assistant who has read everything in your workspace.

Start a Conversation ​

  1. Click AI Assistant in the left sidebar (the chat bubble icon).
  2. The Assistant chat window opens.
  3. Type your question in the message box at the bottom and press Enter or click Send.

The Assistant responds in seconds with an answer and, where relevant, cites the source document it used.

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You don't need to phrase your question perfectly. The Assistant understands natural language — "what's our parental leave policy?" works just as well as a formal search query.

Ask Questions About Your Documents ​

The AI Assistant can answer questions based on the content of your files and documents. For example:

  • "What are the key points in the Q3 board report?"
  • "Summarize the IT Security Policy."
  • "Does our employee handbook mention remote work?"
  • "What were the action items from the January team meeting notes?"

The Assistant will read through your knowledge base, find the relevant content, and give you a focused answer. It also tells you which document it referenced so you can open and verify it yourself.

INFO

The Assistant can only answer questions about documents and files that have been synced to your knowledge base. See the next section to make sure your content is synced.

Sync Your Knowledge Base ​

The knowledge base is what the AI Assistant draws on to answer your questions. To make sure your latest content is available:

  1. Click AI Assistant in the left sidebar.
  2. Click Knowledge Base (the icon that looks like a stack of books, near the top of the chat panel).
  3. You'll see two sections: Drive and Document.
  4. Toggle on the folders and documents you want the Assistant to be able to read.
  5. Click Sync Now to update the knowledge base with your latest files.

A sync usually completes within 1–2 minutes depending on how many files you have. You'll see a "Last synced" timestamp to confirm it's up to date.

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Set up Auto-sync by clicking the sync settings gear icon. When enabled, new and updated files are added to the knowledge base automatically every hour — no manual syncing needed.

Tips for Better Answers ​

Getting the most out of the AI Assistant is all about how you ask. Here are a few simple habits that make a big difference:

  • Be specific. Instead of "tell me about the policy," ask "what does the Remote Work Policy say about equipment reimbursement?"
  • Mention the document name. If you know which file has the answer, say so: "According to the Employee Handbook, how many days of annual leave do I get?"
  • Ask one thing at a time. The Assistant handles focused questions better than broad, multi-part ones.
  • Follow up. If the first answer isn't quite right, ask a clarifying question: "Can you expand on that?" or "What does the document say about exceptions?"
  • Use plain language. You don't need to use technical terms — write the way you'd ask a knowledgeable colleague.

What the AI Assistant Cannot Do ​

The AI Assistant is powerful, but it has clear boundaries — and that's by design:

  • It does not access the internet. All answers come only from your organization's synced knowledge base. The Assistant cannot browse websites, look up news, or retrieve external data.
  • It does not make up facts. If the information isn't in your knowledge base, it will tell you it doesn't know rather than guessing.
  • It cannot take actions. It cannot send emails, create documents, approve requests, or change any data — it only reads and answers.
  • It cannot access files you haven't synced. If a file isn't in the knowledge base, the Assistant has no knowledge of it.

WARNING

Always verify important answers by opening the source document the Assistant cites. While the AI is designed to be accurate, treat its responses as a helpful starting point, not a final authority — especially for legal, financial, or compliance matters.

Common Questions ​

Q: Is my data sent to a third-party AI service?A: VENI-AI processes your knowledge base using AI models in a secure, private environment. Your content is never used to train external AI models or shared with other organizations. See our Privacy Policy for full details.

Q: Why can't the Assistant find a document I just uploaded?A: The document may not have been synced to your knowledge base yet. Go to AI Assistant → Knowledge Base and click Sync Now to pull in the latest files.

Q: Can I clear my conversation history?A: Yes. Click the three-dot menu (⋯) at the top of the chat window and select Clear Conversation. This removes the current chat from view but does not affect your knowledge base or any documents.

Q: Does the AI Assistant work with files in languages other than English?A: Yes. The AI Assistant supports multiple languages including French, Spanish, German, Vietnamese, and more. You can ask questions in your preferred language, and the Assistant will respond in the same language.

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