AI knowledge search
AI knowledge search lets the AI assistant answer questions from what your workspace has written, even when the question does not use the same words as the content. Ask in plain language and the assistant returns the relevant passage with a link to where it came from.
This feature is being rolled out gradually. If the assistant does not find content by meaning yet, it has not been turned on for your workspace.
What the assistant can search
| Content | What is searched |
|---|---|
| Posts | Title, excerpt and body, in every language. Published content by default. |
| Documents | Title and body. |
| Tasks | Task name and description. |
| Comments | Comments written on tasks, customers, tickets and orders. |
| Team chat | Conversations in public channels, private channels and group chats. |
Structured records such as orders, receipts, stock and bookings are not part of knowledge search. The assistant reads those with its other tools.
Who can see what
The assistant only returns content you are allowed to read, checked at the moment you ask:
- A private channel is only searched for its members.
- A restricted document is only searched for the people it is shared with.
- Comments follow the record they belong to. If you cannot open the record, you do not get its comments.
- When your access is removed, the change applies to your next question.
What is never searched
- Direct messages. One-to-one chats are never indexed.
- Content you have deleted or archived. It is removed from search.
- Sensitive data, unless a workspace admin turns it on (see below).
Sensitive data
Some data is off by default and needs a decision from your workspace:
| Group | What it adds |
|---|---|
| Medical records | Comments on patient visits. |
A member with the Workspace settings permission can turn a group on or off in Workspace settings → AI knowledge search.
- Turning a group on starts indexing that data in the background. It becomes searchable for members who can already open those records.
- Turning a group off takes effect immediately: the assistant stops finding that data on the next question, and its search index is deleted. Your records themselves are not changed.
How your content is processed
To search by meaning, the text is converted into a search index. This happens in the background after you save, so it does not slow down your work.
- The text of indexed content is sent to the AI provider that Joy One uses, in order to build the index.
- The index is stored with your workspace data and is only used to answer questions inside your workspace.
- The index is a copy made for search. Deleting it never deletes your content, and it can be rebuilt at any time.
- When a workspace’s data is deleted, its index is deleted with it.
Good to know
- New or edited content usually becomes searchable within a few minutes.
- A passage the assistant already showed you stays in that conversation’s history, even if your access changes afterwards.
- If meaning-based search is temporarily unavailable, the assistant falls back to keyword search, so some answers may be less complete.