AI
Working with files often requires understanding their contents and the activity around them. You may need to explain a failed transfer, review who can access a folder, or turn a collection of records into a report. Files.com AI features let you describe that work in plain language and use information from your site to carry it out within the access granted to them.
For users and administrators, the important choice is how closely you need to supervise the work. A conversation lets you refine a question and review proposed changes; a saved task lets a recurring job run unattended. Integration developers can also connect an external AI application to the same site. Understanding those choices, the permissions involved, and how data is processed helps you decide where AI fits your workflow.
Security and Privacy
The privacy details in this section apply to the built-in AI Assistant and AI Tasks. Files.com processes those AI interactions in accordance with the Files.com Privacy Policy. Your use of AI features is subject to the Files.com Terms of Service. When you open the AI Assistant, it displays a notice about AI limitations and accuracy.
AI Providers and Model Training
Files.com uses only AWS, Anthropic, and OpenAI for the models and computing services that power the AI Assistant and AI Tasks. AI work can run in a provider-operated execution environment or in an environment Files.com operates on AWS. The environment used varies with the work being performed.
Treat file contents and all tool results used by these features as data that can be processed by Files.com and these providers. This processing lets the AI interpret your files, reason about results, and complete the requested work. Our agreements with the providers require that your data is handled in accordance with the Files.com Privacy Policy.
Your inputs are not used to train AI models.
Files.com employees can access chat contents for quality control and improvement of AI features.
Data Retention
Files.com retains chat session records and messages for 30 days.
Audit Logging
All actions the AI takes on your behalf are recorded in the audit log under your user account. They appear alongside your own direct actions with no distinction in how they are attributed. Site Administrators can review the full transcript of any AI Assistant session or AI Task run in AI Chat Logs, which are available only to Site Administrators and retained for 30 days.
When to Use Each AI Feature
Use the AI Assistant for a question, investigation, or one-time change that you want to work through interactively. It is built into the web app, requires no setup, and operates within the logged-in user's permissions. It generally shows its proposed changes for confirmation. Site Administrators can also use the Onboarding page to work through initial setup with the assistant when it is enabled.
Use AI Tasks when the same kind of work needs to run on a schedule or after file activity without someone starting the conversation or reviewing the plan first. For example, a recurring review can examine incoming documents or check whether user offboarding was completed. Tasks that require reading and judgment suit AI; workflows that must apply fixed rules consistently are better suited to Automations.
Use the MCP Server to bring an external AI application to your Files.com site. That application controls the interaction, and its terms and data-handling practices apply alongside Files.com's. It uses the tools available to the authenticated account or session. An API key can provide scoped access for work that runs without an active user session.
AI Settings
Site Administrators can control AI Assistant access by user type and selected group membership, or turn it off entirely for the site. Each enabled availability option grants access independently.
Disabling all AI features overrides every availability option and blocks the AI Assistant and the Remote MCP Server. The Local MCP Server, which uses standard API keys, is not affected by this setting.
The Local MCP Server runs as an API client on your computer or infrastructure and uses the API key you supply. Turning off Files.com AI features does not revoke that key. To remove the client's access, revoke its API key. Use a dedicated key so you can control its access separately from other integrations.
AI Tasks require the AI Assistant to be enabled. Disabling all AI features or disabling the AI Assistant for every type of user prevents creating new AI Tasks and disables any existing AI Tasks.
MCP Dynamic Client Registration is off by default. Enable it only when connecting MCP clients that require DCR, like Cursor or Codex.