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Search Nextcloud and ownCloudyour own document storage in your AI knowledge base.

The plan is for your self-hosted storage — project folders, contracts, minutes, file notes and scans — to be added to the knowledge base. The folder structure feeds into visibility as an attribute; the permissions themselves are tied to document types and roles. Processing takes place in a dedicated instance in the EU.

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Nextcloud / ownCloud

after clarification · folder

Example question

“Which version of the maintenance contract for the property at Bahnhofstraße 12 is in the group folder?”

1 Answer with source

Connection

How the connection is designed

Two routes are planned. In the first, the directory in which your installation stores the files is mirrored to your own instance in encrypted form and over outbound connections only. In the second, files are read via an approval using your installation’s access credentials. Which route suits you depends on the version, edition, storage location and whether server-side encryption is switched on — we check this with you before we start. In both cases, only read access is planned; nothing in your installation is changed.

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

Set-upWe estimate the effort after the preliminary check and discuss it with you before anything is set up — ideally with your administrator. Storage location, server-side encryption and the chosen route feed into the estimate. It is set up for you, not activated with a click; it is charged by effort.

Documents

Which documents may be stored in Nextcloud / ownCloud

  • Group folders — also called team folders depending on the version — shared with the whole company or a department: files, model contracts, templates
  • The personal area of each member of staff, where drafts are kept before they go into the file
  • Scanned post that a network scanner places directly into an inbox folder
  • Documents that clients have placed in an upload folder themselves via a shared link
  • Documents from Nextcloud Office that two people work on together — draft versions as odt or docx
  • Tags and favourites that your staff have assigned to files themselves, for example by file, year or member of staff

Example questions

Examples of questions to your documents

  • “Which version of the maintenance contract for the property at Bahnhofstraße 12 is in the group folder?”

    1 Answer with source

  • “What was recorded in the file note on the Berger matter in March?”

    2 Answer with source

  • “Where is the signed contract for project 2024-118, and what deadline does it contain?”

    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 at whether server-side encryption is switched on, where the storage is located and whether external storage is mounted as folders — this determines which route is possible. Tags, comments and favourites are stored in your installation’s database, not in the file; whether they can be included depends on the route and your version. Folders with end-to-end encryption are deliberately readable only by authorised users, and we do not change that. Chat posts from Talk, calendars, task cards and polls are not files and are not included.

FAQ

Frequently asked questions about this connection

Our group folder holds twelve years of files, many of them scans without a text layer. Is that useful?

The plan is for scanned pages without a text layer to go through text recognition (OCR) in your instance, so that older documents become searchable. How well this works with faint copies or handwritten margin notes becomes clear from the documents themselves. If the system finds nothing reliable for a question, it says so instead of inventing a source. The first run over many years takes longer than the ongoing sync; we plan for this in the initial meeting.

Our group folders are divided by department, not by file. Does that work?

As a rule, yes, because the search runs on the content: a file note is designed to be found by the client’s name and the facts of the matter, whichever department it sits under. We still carry over the folder level as an attribute, because it often reveals what kind of document is stored there. If the same contract is in two departments, the answer names both sources, and the date and folder show which is more recent. Before we start, we go through the answers with you on real questions from your own storage.

We update our installation ourselves on a regular basis. Is there anything we need to watch out for?

Two steps. No add-on app is installed on your side that an update could affect, and as long as the files are in the data directory under their own names, nothing needs to be done on the mirrored route. If, however, you switch on server-side encryption later or move the storage, there will no longer be any readable files there. Let us know about such changes in advance, and we will switch to the approval route in good time.

Our groups control who sees which folder. Is that carried over?

The plan is to keep the two separate. Your groups continue to decide who can open a file in Nextcloud or ownCloud — nothing about that is changed. Who receives information with a source in the knowledge base is decided by the role, tied to the document type: files for the department, HR documents and fee notes for a smaller group. That way, an HR document that has accidentally ended up in the open group folder is designed to stay with the smaller group.

Industries

Typical for these industries

Integrations

Other integrations

You look after this system for clients? For IT service providers and software consultants

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

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