Last updated on March 28, 2025.
Introduction
AI Search simplifies searching by understanding natural language and providing precise results based on context and meaning, saving time and helping users find what they need quickly.
Enter a search with a minimum of three characters and let the AI tools generate a search result based on the content in your Inbox, Workspace, or Search by using a combination of natural language processing and semantic search. Be sure to check to the filter settings for the module you are in to confirm you are querying the right data set.
You don’t need to use Lucene, Boolean operators, or any advanced search criteria. Just use simple keywords and everyday language, and the AI tools will generate a search result based on the context and broader meaning of your search query.
AI Search also automatically recognizes questions and time expressions in your queries. This allows it to activate relevant features like AI Answers and temporal filtering.
Any additional prompting or instructions to format or analyze the content in more detail can be done using the AI Copilot. You can launch it directly from an AI Answer by clicking “Continue in Copilot”
The AI search feature is an optional add-on feature available in Inboxes, Search, and Workspaces when activated.
Where to find the feature
When AI search is activated, it can be accessed in Search, Inboxes, and Workspaces by selecting it from the dropdown menu in the search bar at the top of the page.
The default setting in your portal determines whether you will see the AI search option directly or need to switch from Keyword search to AI search to access the feature.
Note that neither AI search nor AI answers are available on dashboards. Saved AI searches can currently not be used for alerts, newsletters, dashboard widgets, or inbox automation.
AI search is required to enable AI answers.
How to activate the feature
The AI search and AI answer functions are optional add-on features, and portal preparations are required before Activation.
When activating the feature, you can choose whether AI search should be the default setting or Keyword search should be the default.
The features are available in Inboxes, Search, and Workspaces when activated.
In order to use the AI search and AI answer features, your organization must sign an AI Disclaimer Addendum to allow the use of these AI tools in your portal. After that, we will need to make some preparations, which may take up to three days before AI search and AI answers are up and running in your portal.
If you want to activate the features or have any questions, please get in touch with your InfoDesk Account Manager or InfoDesk Support.
How to use the feature
Follow these instructions to use the feature:
- Open your Inbox or Workspace or navigate to Search.
- If Keyword search is the default setting, click on the drop-down arrow and choose AI search.
- Enter one or more keywords or a query into the AI search field and press enter. The AI search will then find and display relevant posts from your Inbox, Workspace, or Search.
Note that you don’t need to use Lucene or Boolean operators or any advanced search criteria. Just use simple keywords and everyday language, and the AI tools will generate a search result based on the context and broader meaning of your search query.
The AI search is, by default, based on unhandled posts in Inboxes and on qualified posts in Search. You can adjust these settings by using the filter options in Search and Inboxes. The AI search will only ask questions to the content matching your filters.
When you enter a question into the AI search field, the system will automatically recognize it as a question and activate the AI Answer feature for you. No need to toggle it manually.
AI search understands time-based phrases in your query, such as “latest,” “recent,” “last week,” “January,” or “today.” It will use this information to filter the search results by time automatically. By default, AI search filters results from the past six months. You can manually adjust the time period using the time dropdown menu - Review the search results in the post list and consider adjusting your search to get different results.
- Optionally, you can activate the AI answer feature to allow the AI tools to create a summary or answer based on your search query. Read more about the AI answers feature HERE.
- Follow one of the next steps to further process the search results:
Next steps Inboxes:
Select the posts you want to process further by checking the checkboxes to the left of the post headlines.
Click the Qualify button to qualify the selected posts, or click the Add to button to copy them to a Workspace, Newsletter, or Report.
You can also merge the posts into a summary using the Create Summary button.
Use the Categorize button to manage the taxonomy categories of the selected posts simultaneously.
Next steps Workspaces:
Select the posts you want to process further by checking the checkboxes to the left of the post headlines.
Merge the posts into a summary using the Create Summary button. The AI Copilot in summary edit mode can assist you when summarizing the posts.
Click the Add to button to copy the summary or single posts to a Newsletter, Report, or another Workspace.
Use the Categorize button to manage the taxonomy categories of the selected posts simultaneously.
Next steps Search:
Select the posts you want to process further by checking the checkboxes to the left of the post headlines.
Merge the posts into a summary using the Create Summary button. The AI Copilot in summary edit mode can assist you when summarizing the posts.
Click the Add to button to copy the summary or single posts to a Workspace, Newsletter, or Report.
Use the Categorize button to manage the taxonomy categories of the selected posts simultaneously.
User Access
In Search and Workspaces: All users.
In Inboxes: Superusers and Superuser Admins.
Available in portals where the feature is activated.
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