Overview
This guide explains how to use TeamAI's Datastores feature to chat with your documents and manage document collections. Datastores allow you to upload, organize, and interact with documents using AI-powered analysis for both immediate use and long-term storage.
Learning Objectives:
Chat with documents already stored in Datastores
Upload documents for one-time analysis
Create and manage collections and Datastores
Integrate website content into your document library
Connect Datastores to AI agents
Prerequisites
You'll Need:
Access to your workspace
Documents you want to analyze (PDFs, text files)
Website URLs (if importing website content)
Administrative privileges (for creating collections, optional)
Chatting with Existing Documents
Navigate to your chat window in the interface
Open the main chat interface in your workspace
Turn on the Advanced Mode
Enter your query asking TeamAI to check your datastores
Type your question in the chat input field
The system will search your document library for relevant information
Result: The system will return information from your documents with source citations.
Tip: For large document libraries with thousands of files, narrow your search by selecting specific collections related to your query topic.
Uploading Documents for One-Time Use
Access the document upload feature
In the main chat window, click the plus (+) sign
Look for the file upload option
Upload your documents
Select and upload your PDF or document files
Wait for processing to complete
Ask questions about the content
Type questions about the document in the chat
The system will analyze the uploaded files to provide answers
Result: You can analyze documents without permanent storage, perfect for one-time document review.
Note: This method doesn't save documents for future reference or team sharing.
Creating Document Collections
Setting Up a Collection
Navigate to Datastores in the left sidebar
Click on the "Datastores" icon in the main navigation menu
Create a new collection
Click the "Create Collection" button
Enter a descriptive name (by project, team, or client)
Add a note explaining the collection's purpose
Set visibility options
Choose workspace-specific or organization-wide access (for enterprise plans)
Complete collection creation
Click the "Create" button
Result: You'll have a top-level organizational structure for your documents.
Important: Use clear naming conventions and descriptions so team members can easily find relevant collections.
Creating a Datastore
Select your collection
Navigate to the collection you created
Create a new Datastore
Click the "Create Datastore" button within your collection
Name your Datastore (e.g., "AI PDFs," "Project Documentation")
Complete Datastore creation
Click the "Create" button
Result: You'll have sub-buckets within your main collection for better organization of related documents.
Managing Documents in Datastores
Uploading Documents
Navigate to your Datastore
Select the Datastore where you want to add documents
Upload files
Click the "Upload" button within your Datastore
Select files from your computer to upload
Configure document settings
Name the document group
Choose whether to keep files grouped or split them
Complete the upload
Click "Create Document"
Wait for processing to complete
Result: Your documents will be uploaded, processed, and available for querying.
Using Stored Documents in Chat
Type questions about the document in the chat, and make sure to specify that you would like to get an answer from your datastores.
Summarize the multiple model options offered by TeamAI, drawing information exclusively from the 'help desk' collection.
Importing Website Content
Adding Web Pages or Entire Websites
Navigate to your Datastore
Select the Datastore where you want to add website content
Create a new document
Click "Create Document" within your Datastore
Choose website import option
Select "Web Pages" for individual URLs or "Website" for an entire domain
Enter website information
For individual pages: Enter specific URLs
For websites: Enter the domain name
Complete the import
Click "Create" to begin website crawling
Result: Website content will be processed and organized by section, with automatic monthly updates.
Note: Website content syncs automatically once a month to keep information current.
Connecting Datastores to AI Agents
Enabling Document Access for Agents
Access agent creation or editing
Navigate to the agent creation interface
Reach the data connection step
Progress to the "Connect Data Hub" section
Select relevant collections
Choose the collections or Datastores you want the agent to access
Complete agent configuration
Finish the remaining setup steps
Result: Your agent will have access to selected document information when responding to queries.
Best Practices
Organize collections logically: Structure by project, client, or purpose for easier navigation.
Use descriptive naming: Create clear names and detailed descriptions for all collections and Datastores.
Be selective in searches: For large libraries, narrow searches by selecting specific collections.
Leverage website syncing: Set up automatic syncing for frequently referenced online documentation.
Use Datastores for repeated access: Store documents you'll reference multiple times rather than uploading repeatedly.
Common Questions
Q: How often does website content update?
A: Website content syncs automatically once a month to keep your information current.
Q: Can I chat with specific sections of my document library?
A: Yes, by selecting specific collections or Datastores from the sidebar, you can narrow your search to relevant document sets.
Q: What file types are supported?
A: The system supports PDFs, plain text documents, and can import website content directly.
Q: How do I ensure teammates can find the right collections?
A: Use clear naming conventions and add detailed descriptions to help others understand the purpose of each collection.
Q: Can I limit who has access to specific document collections?
A: Yes, you can set visibility options when creating collections to control access at the workspace or organization level.
Q: Is there a limit to how many documents I can store?
A: Storage limits depend on your plan. Check your subscription details for specific information.
Q: Can I organize documents after uploading them?
A: Yes, you can move documents between Datastores to maintain optimal organization as your needs evolve.