https://www.u-know.ai/assets/chapter2-ByacoegH.js

1const e=[{id:"section-2",number:"2",title:"The Functional Scope of U‑KNOW.AI",level:1,content:[]},{id:"section-2-1",number:"2.1",title:"General Information on the U‑KNOW.AI Functional Scope",level:2,content:[{type:"text",content:"The Connections to the storage systems are integrated into U‑KNOW.AI on an API basis. This means that when functions such as copying, moving, deleting, or sharing are executed in U‑KNOW.AI, they take place on the underlying storage system. The recycle bin function of the storage systems is also used, so that files can be restored by the user if necessary."},{type:"text",content:"Not all storage system providers offer the same range of functions."},{type:"text",content:"If a function is not available in U‑KNOW.AI, it is hidden or set to inactive."},{type:"text",content:"Currently, all U‑KNOW.AI product variants include the following functional scopes with regard to Connections, depending on the user rights of the users on the respective storage system:"},{type:"list-item",content:"Use of clients for all available operating systems"},{type:"list-item",content:"Integration of all private storage systems that are mapped in U‑KNOW.AI"},{type:"list-item",content:"Reading files and directories"},{type:"list-item",content:"Modifying files and directories"},{type:"list-item",content:"Copying files and directories"},{type:"list-item",content:"Moving files and directories"},{type:"list-item",content:"Use of the simple upload of files"},{type:"list-item",content:"Use of the Smart Upload"},{type:"list-item",content:"Use of the chat for files"},{type:"list-item",content:"Insight into the file history"},{type:"list-item",content:"Search in directories"},{type:"list-item",content:"Global search for files"},{type:"list-item",content:"Use of search views"},{type:"list-item",content:"Sharing files and directories"},{type:"list-item",content:"Collaborating on files"},{type:"text",content:"In addition to the aforementioned Connections, so-called U‑KNOW.AI Connections Basic connections are available. With these, file management is not mapped; instead, existing data and files are only accessed in read-only mode, and the data is indexed, for example, for searching or for asking questions about the data via the U‑KNOW.AI AI."}]},{id:"section-2-2",number:"2.2",title:"Uploading Files via U‑KNOW.AI",level:2,content:[]},{id:"section-2-2-1",number:"2.2.1",title:"Direct File Upload",level:3,content:[{type:"text",content:"As shown schematically in the previous point regarding the process, files can be stored directly on the connected storage systems (Connections) via U‑KNOW.AI."},{type:"text",content:"For this purpose, 'File Upload' is available in the U‑KNOW.AI clients via the button and the context menu (right-click or two-finger tap)."},{type:"image",src:"/images/docs/word/image9.webp"},{type:"text",content:"Even if a file is transferred to U‑KNOW.AI via drag & drop or the 'Smart Upload' button, it can be stored without the Smart Upload."},{type:"image",src:"/images/docs/word/image10.webp"}]},{id:"section-2-2-2",number:"2.2.2",title:"Smart Upload",level:3,content:[{type:"text",content:"For the application of a structured file storage, as is generally known from document management systems (DMS), U‑KNOW.AI provides the option of creating document types with corresponding Tags, so that the AI integrated in U‑KNOW.AI automatically recognizes and fills in the document types and their contents, which are stored in the Tags, for recurring documents."},{type:"text",content:"A major advantage of U‑KNOW.AI is that the integrated storage systems can be used for the DMS functionality, and not an additional storage system, for example from a DMS provider."},{type:"text",content:"This way, you can also store photos, presentations, or receipts on a Google Drive, in SharePoint, or on your own encrypted storage system such as the U‑KNOW Storage."},{type:"text",content:"If a file is transferred to U‑KNOW.AI via Smart Upload, it starts with an extended range of functions. A configured Connection can be selected and the AI (artificial intelligence) of U‑KNOW.AI suggests corresponding document types if they have been set up and trained. Subsequently, Tag contents are automatically filled and the file is uploaded to the directory defined in the document type under the defined file name."}]},{id:"section-2-2-2-1",number:"2.2.2.1",title:"Executing the Smart Upload",level:4,content:[{type:"image",src:"/images/docs/word/image11.webp"},{type:"text",content:"By selecting 'Smart Upload' in the upper left area in the desktop app, in the web client, or on the tablet."},{type:"text",content:"Via drag & drop in the desktop app or by selection in the smartphone app."},{type:"image",src:"/images/docs/word/image12.webp"},{type:"image",src:"/images/docs/word/image13.webp"},{type:"text",content:"A document scan function is also available in the smartphone app."}

1,{type:"text",content:"After starting the Smart Upload, as described in the previous point, U‑KNOW.AI first displays the configured storage systems."},{type:"image",src:"/images/docs/word/image14.webp"},{type:"text",content:"In this example, the 'SharePoint Demo FAV-P' is selected, where a corresponding document type for an incoming invoice has been configured."},{type:"text",content:"After selecting the storage system, U‑KNOW.AI suggests the appropriate document library if the AI has been trained for this sender. This is the case when one or two invoices - in the example from 'FAV Production' - have been recorded via U‑KNOW.AI."},{type:"image",src:"/images/docs/word/image15.webp"},{type:"text",content:"It is possible to manually select a document type or to continue the process without Smart Upload."},{type:"text",content:"If you select the document library, the U‑KNOW.AI AI starts the document type recognition."}]},{id:"section-2-2-2-2",number:"2.2.2.2",title:"Procedure for Smart Upload with document combinations that have not yet been trained",level:4,content:[{type:"text",content:"The basis for the automated recognition of document types and the corresponding document types is that the combination has been made known to U‑KNOW.AI."},{type:"text",content:"Document types can be current invoices from a specific sender, contract documents from the same template but with different contractual partners, etc."},{type:"text",content:"If a document combination is trained in U‑KNOW.AI for the first time, the following procedure applies based on the previously mentioned steps."},{type:"image",src:"/images/docs/word/image16.webp"},{type:"text",content:"In the highlighted area on the right, it is clear that this is a new document combination, as “Huber GmbH” is not suggested for incoming invoices."},{type:"text",content:"In the lower right area, the appropriate document type can be selected."},{type:"image",src:"/images/docs/word/image17.webp"},{type:"text",content:"In this case “FAV-P Finance - Incoming Invoice”."},{type:"text",content:"Since this document combination has not yet been trained, the Tag contents are initially empty."},{type:"image",src:"/images/docs/word/image18.webp"},{type:"text",content:"By selecting the AI button, U‑KNOW.AI starts with the recognition and shows the following screen."},{type:"image",src:"/images/docs/word/image19.webp"},{type:"text",content:"The LLM connected to this environment tries to recognize and read out the Tag contents as much as possible. Depending on the document size, the processing can take a corresponding amount of time."},{type:"text",content:"The recognition quality depends very much on the quality of the document in terms of resolution and recognizability and the “prompts” of the Tag description - see 9.3 U‑KNOW.AI Tags."},{type:"image",src:"/images/docs/word/image20.webp"},{type:"image",src:"/images/docs/word/image21.webp"},{type:"text",content:"After checking the recognized Tag content and, if necessary, correcting and supplementing it, the user can start uploading the file by selecting “Upload”."},{type:"text",content:"The document combination is thus trained and is usually available after a few minutes for the direct selection of another, in this case invoice from “Huber GbR”, even if a new invoice from “Huber GbR” contains other invoice items, numbers and values."}]},{id:"section-2-2-2-3",number:"2.2.2.3",title:"Procedure for Smart Upload with trained document combinations",level:4,content:[{type:"text",content:"If a document combination has already been trained, U‑KNOW.AI suggests it in the “AI suggestions”."},{type:"image",src:"/images/docs/word/image22.webp"},{type:"image",src:"/images/docs/word/image23.webp"},{type:"text",content:"After selecting the corresponding document combination, the AI reads the Tag contents from the document and fills the Tags with the contents to be adopted."},{type:"image",src:"/images/docs/word/image24.webp"},{type:"text",content:"The user only has to carry out a plausibility check of the Tag contents and correct them if necessary. The AI learns with every process and the recognition rate increases with every Smart Upload of the document type."},{type:"text",content:"If the recognition rate for repeated processes for trained document combinations is not yet at least 95 to 100%, this can be further improved via the Tag configuration - see 9.3 U‑KNOW.AI Tags."}]},{id:"section-2-2-2-4",number:"2.2.2.4",title:"Additional Information on Smart Upload",level:4,content:[{type:"text",content:"As can be seen in the bottom right of the previous screenshot, by selecting 'Upload', the file is uploaded to the storage system defined in the document type in the defined directory and with the defined file name."},{type:"text",content:"The file name can be changed manually before uploading via 'Custom filename' - see also the document type creation area."},{type:"text",content:"Users often ask us why the Tag recognition is not simply started via the AI function without training a document combination. Document combinations have the very clear advantage that you can also work with context Tags, which allow you to save information about a document that is not contained in the document or the file itself, for example, booking information for incoming invoices, such as cost center, booking account, etc. From this, almost any workflows can be started. If the functionality via context Tags is not required or desired, the Tag contents can also be created purely via the AI recognition in U‑KNOW.AI, as described under point 2.2.2.2."}]},{id:"section-2-3",number:"2.3",title:"Chat",level:2,content:[{type:"text",content:"The chat function is available for every file in U‑KNOW.AI, so that those involved do not have to communicate awkwardly via another application, such as an e-mail program."},{type:"image",src:"/images/docs/word/image25.webp"},{type:"text",content:"Desired users who are users in the document library where the file is stored can be addressed directly using the @ symbol."},{type:"image",src:"/images/docs/word/image26.webp"},{type:"text",content:"The addressed users receive an email notification including a link directly to the file in U‑KNOW.AI 

1in order to be able to join the chat directly."},{type:"text",content:"In addition, new messages are displayed in U‑KNOW.AI, the counter on the bell symbol on the desktop shows the number of new messages."}]},{id:"section-2-4",number:"2.4",title:"Versions and History",level:2,content:[{type:"text",content:"A comprehensive and audit-proof history is available for every file managed via U‑KNOW.AI."},{type:"text",content:"The following actions relating to U‑KNOW.AI are documented in the history:"},{type:"text",content:"Creation of the file"},{type:"text",content:"Copying or moving a file"},{type:"text",content:"Changes to Tag contents"},{type:"text",content:"Renaming files"},{type:"image",src:"/images/docs/word/image27.webp"},{type:"text",content:"The existing versions can also be accessed."},{type:"image",src:"/images/docs/word/image28.webp"}]},{id:"section-2-5",number:"2.5",title:"Sharing Files and Directories",level:2,content:[{type:"text",content:"Depending on the range of functions offered by the connected storage system, files and directories can be shared via the sharing function in U‑KNOW.AI."}

1,{type:"text",content:"The permissions and possibilities depend on the respective storage system. Any restrictions are noted in the storage system descriptions."},{type:"image",src:"/images/docs/word/image29.webp"}]},{id:"section-2-6",number:"2.6",title:"Collaborating on Files",level:2,content:[{type:"text",content:"As is usual with cloud applications, Office files such as Word, Excel or PowerPoint can also be edited by several users at the same time via U‑KNOW.AI, provided that the storage system provider supports this, which is documented with the respective Connections."},{type:"image",src:"/images/docs/word/image30.webp"},{type:"text",content:"By selecting the Open button, the program connected in the operating system is started directly. By selecting the down arrow at “Open”, online editing is also offered. Collaborative editing of files is possible with all options, there may be restrictions on the Connections, this is noted in the description of the Connections."}]}];export{e as chapter2Sections};