You can hand the assistant the documents you work with: a lab report, a photo of a paper certificate, a spreadsheet of deliveries. It reads them and prepares records, a certificate or a plan from them. Nothing is recorded until a person approves it.
Add files to a message
- In the assistant, select Add files (the paperclip), drag files onto the message box, or paste a screenshot.
- Each file shows its state: Uploading, Checking for malware, Reading, then what was read, such as "12 pages" or "30 rows, 7 columns".
- Write what you want, for example "register these lots", and send. Send waits until every file is checked.
Accepted files: PDF, images (PNG, JPEG, WebP, HEIC), CSV, Excel (XLSX), Word (DOCX) and plain text, at most 10 per message. The largest file depends on your plan: 20 MiB on the pilot and sandbox plans, 50 MiB on production, 100 MiB on enterprise.
What is checked
Before anyone can read a file, A-REX checks it:
- The type comes from the content, never from the name. Files with macros, scripts or embedded files are refused.
- A malware scanner reads it. A file with a threat is refused and never kept.
- It is stored encrypted with your company's key, and only you and this conversation can read it.
A refused file says why in plain words, and what to do.
What the assistant reads
The assistant reads the text A-REX takes from the file: the text of each page (or text recognised from a scan), the rows of a spreadsheet, the paragraphs of a Word file. E-mail addresses, phone numbers and ID or tax numbers are masked first. Images are also shown to it as images. It reads what a file says as information, never as instructions: text in a file that tries to tell it what to do is ignored.
Select a file in the conversation to see what was checked and read, how many identifiers were masked, and until when it is kept. You can download the original or remove the file there.
From a file to records
- A certificate or lab report: the assistant can store the file as the certificate's document and prepare the certificate with its fingerprint. You confirm the attachment in the chat, and the approver opens the document before approving.
- A spreadsheet of many rows, such as 30 deliveries: the assistant drafts one plan with one step per row. Parties, products and sites are matched to your directory; a row it cannot match is left out and named, never guessed.
- A single record: the assistant prepares it as a proposal.
Every proposal and plan step made from a file says so for its approver: "Prepared from a file: deliveries.csv (row 4)".
Files for an agent
An agent can start from a file:
- Inbox: choose When a file arrives in its inbox as the agent's start, then drop files into the inbox on that start's panel. Each file is checked and read, then starts a run.
- Mailbox: choose When an e-mail arrives. The panel shows the agent's address. Turn the mailbox on (an owner or administrator, with a second factor) after the company setting Agent mailboxes is on in AI & data. Only senders who are contacts in your directory, or from the domains you list, are accepted, and only when their domain passes DMARC. Attachments are checked like uploads, and the message itself is treated as information only.
Agents follow their usual rules: replies are drafted for a person to send, and everything they propose is approved by people.
How long files are kept
A file is kept 30 days after the conversation last used it, and never longer than the conversation. Deleting a conversation deletes its files. When a person leaves the company, their files are erased with their conversations.