Search your NASfolders from Synology, QNAP and similar devices in the knowledge base.

Project folders, drawings, quotes, scans and photos on your in-house NAS are intended to be included in the knowledge base — via a link we set up rather than by uploading. Only read access is planned; nothing in your files and folders on the NAS is changed.

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NAS

after clarification · folder

Example question

“Where is the drawing for order 2019-041, and which version is the latest?”

1 Answer with source

Connection

How the connection is designed

The plan is to mirror the folders you share on the NAS to your own instance in encrypted form — with a dedicated user that can only read, and over outbound connections from your network only. The folder structure is preserved and is taken into account when deciding who may see what. We check with you before we start whether and how this works with your device — depending on model, settings and shares; some things have to be switched on on the device first.

Once set up, synchronisation runs automatically: new and changed documents from NAS are added by themselves, without anyone having to upload anything.

Set-upWe estimate the effort as soon as it is clear what the shares and permissions on your NAS look like and whether several devices are involved — and we discuss it with you before anything is set up. From around €2,000 one-off, then from around €100 per month; setup and maintenance are charged by effort.

Documents

Which documents may be stored in NAS

The scan folder of the multifunction printer that the devices in the building write to: delivery notes, signed time-and-materials reports, timesheets and daily site reports that come in as SCAN_0043.pdf and are rarely renamed.
Project folders per job: plans as PDF and DWG, workshop drawings, parts lists, measurement sheets and the as-built plans that were quickly added after the conversion.
Test reports and inspection records — electrical inspection reports, leak tests, commissioning — together with the handover documentation that was given to the customer and whose second copy is on the NAS.
Manufacturer documentation for what you install: data sheets, installation and service manuals, spare parts lists and error code tables, usually in a separate share next to the projects.
Site photos and short videos uploaded via the device’s phone app — filed in folders by date taken rather than by property, and therefore hard to find.
The old folder tree from before your current industry software: quotes, correspondence and invoices that hardly anyone touches any more, often on a separate share called “old” or “archive”.

Example questions

Examples of questions to your documents

“Where is the drawing for order 2019-041, and which version is the latest?”
1 Answer with source
“What does the service report on the Huber property from last winter say?”
2 Answer with source
“Which quotes have we sent to the customer Mayer since 2019?”
3 Answer with source

Start

Before a connection is set up

A connection is set up for you, not activated in one click. Every source comes with its own logins, permissions and folder logic — whether and how it can be connected at your company, we check together beforehand. Set-up and maintenance are billed by effort; how much that is depends on the source and is discussed beforehand.

Until then, and independently of it, you can upload files, whole folders, emails, photos and voice memos. Before we start, we go through real questions with you to see how the answers look.

Preliminary check

What we check in advance

In advance, we look with you at which shares should be included and what the device creates itself: the share’s recycle bin (#recycle, @Recycle), index and thumbnail folders (@eaDir, .@__thumb) and snapshot directories do not belong in the knowledge base and are excluded during setup. Tell us which shares are encrypted — if one of them is not remounted after a power cut or restart, the sync cannot read anything there. Files that are currently open are intended to be added at the next sync. Scans that the multifunction printer stored only as images go through text recognition (OCR); how well this works with faint copies or handwriting becomes clear from the documents themselves. Folder permissions on the NAS are not carried over one to one: you decide which shares are included, and who sees the answers from them depends on document type and role.

FAQ

Frequently asked questions about this connection

We have folders from 2009 on the NAS. Will the old records be included too?

You decide. The plan is for the first run to read the chosen share in full, including the older years — because that puts a noticeable load on the device, we schedule it for an evening or a weekend. After that, only syncs of new and changed files are intended to follow. Old scans without a text layer go through text recognition (OCR); how well this works with your older years becomes clear from the documents themselves. An archive area can also deliberately be left out and added later.

Our folders are called Huber_old, Huber_new and Huber_final. Can the system cope with that?

The path is read along as structure, so it remains clear which share and which folder a file comes from; the answer names the source including its storage location. If three versions sit side by side, the plan is to name all of them with their dates — you decide which one applies. Nothing is renamed on the NAS. A person confirms the document type of a file on the first run, because it determines who may see it; if the system finds nothing for a question, it says so. Before we start, we go through the answers with you on real questions, using your own folder names.

What happens when the NAS gets an update or we replace the device?

A sync may be missed during an update or restart; the plan is for the next one to catch up, and the content already read stays in place. If the device gets a new name, a new address or new share names, the access has to be updated — it is best to let us know in advance. The same applies when replacing the device: new user, new read permission, new access. Larger changes to the folder tree look like new files to the sync; a note in advance helps here too, so we can clear out the old state at the same time.

Management has its own share on the NAS. Will everyone be able to see it?

You control that with two settings. First, only what you share goes into the knowledge base — you can leave out a share with HR, payroll and business documents entirely. Second, permissions in the knowledge base are tied to document type and role; the folder structure feeds in, but does not replace the classification. A cut-off date can also be set, for example for apprentices who should only see things from the date they joined. If someone lacks the permission, the system says so instead of showing the content.

Industries

Typical for these industries

Guides

Request a demo — and clarify how NAS fits in

In thirty minutes by video we show what answers with sources look like, and clarify whether and how NAS can be connected at your company.