Search Google Drive and Gmail an AI knowledge base for Google Workspace.

Yes, for the folders you choose – old drawings in particular are often found nowhere else. The date is attached to each document as an attribute, so the answer shows which year and which drive the source comes from. Beforehand, it’s worth checking what is stored only in individual accounts’ “My Drive”; ideally, move that to a shared drive. Before the set-up, we clarify with you whether older Google Docs need exporting.

Usually not, because the search works on content: the text of the quote, the scanned invoice, the caption on the photo. Where a folder name tells us something – customer name, order number, year – we carry it over as an attribute; in Gmail, your labels do the same job. More important than reorganising is that project folders sit in a shared drive rather than in one person’s account. In the first weeks after go-live, we go through the answers with you using real questions about your own documents.

That depends on the Admin console, not on updates: nothing is installed in Google Workspace itself. Under API controls, app access control decides which apps can access Drive and Gmail – if access is revoked or third-party apps are blocked, the sync stops, and the knowledge base shows the state at the last sync. The same applies to a deleted account that still owns folders. The consent is then set up again; using shared drives makes this happen less often.

Yes, through document types and roles: drawings, installation instructions and inspection reports for everyone in the workshop, and costings and payroll only for the roles that deal with them. The system picks out the customer, order and date itself; whether a PDF counts as an inspection report or a costing is confirmed by someone on the first run. Your sharing settings in Drive stay as they are. Before we start, we decide together which roles you need.