Support1 Basics

Support

Service Description and Documentation

General

u-know GmbH is an independent software vendor (ISV) and develops innovative software solutions, in particular the product u-know, an AI-supported data and file management system.

For reasons of better readability, the simultaneous use of the language forms male, female and diverse (m/f/d) is dispensed with and the generic masculine is used. All personal designations apply equally to all genders. The u-know team recognizes the diversity and equality of all contracting parties, regardless of their gender identity, and commits them to abide by its terms in a spirit of fairness and equality.

1 Basics


1.1 How u-know works

The u-know software offers the possibility of AI-supported, generic data and file management with enterprise search functions, system integration, workflow and automation options and the use of generative AI (artificial intelligence) to be able to ask questions about the connected data and file systems in compliance with data protection and data security.

Numerous storage systems (file systems), e.g. multiple SharePoint instances, can also be connected to u-know. This enables the structured storage and findability of files in all connected storage systems. The connections to the storage systems are referred to as connections in u-know.

All user and authorization settings of the connected storage systems are taken over by u-know, so that no further authorization administration is required, nor can users access files for which they do not have authorization in the storage system.

File management is based on defined document types with their tags and predefined directory and file naming conventions, which can be administered individually with appropriate authorization.

The integrated AI learns from the files uploaded via u-know for recurring templates and can recognize document types as well as the defined tag contents. Users only have to carry out a plausibility check for the recognized contents and assignments and no longer have to worry about the correct directory selection and the assignment of file names. The files can be found via u-know after uploading.

The files are stored in the storage system defined by the users or the company's specifications, u-know does not store any files.

The completely automated storage of files, for example by means of workflows or systems connected via API, is also possible.

u-know enables via their API (https://de.wikipedia.org/wiki/Programmierschnittstelle) and SDK (https://de.wikipedia.org/wiki/Software_Development_Kit) the connection, integration and automation with corresponding other applications, such as ERP systems, workflow management, and much more. For example, Microsoft SharePoint can be used as a storage system for a DMS through u-know if the system used also offers a modern API.

A list of functionalities and a direct comparison of the product variants is available via https://www.u-know.ai/pricing.



1.1.1 Upload history by users

1.
The user selects a document type via u-know and assigns the relevant tags or has them filled in by the AI.

2.
u-know specifies the directory and file name for storage on the endpoint using the specifications defined for the document type.

3.
According to the definitions, the document is saved directly in the defined storage system and directory with the specified file name.




1.1.2 History of the connection of systems

1.
When outputting an operation in the system, the user selects the definition with u-know in the output control.

2.
The tags are generated automatically, u-know specifies the directory and file name for storage on the endpoint using the specifications defined for the process.

3.
The document is saved according to the defined specifications directly in the defined storage system and directory with the specified file name.




1.2 The range of functions of u-know


1.2.1 General information about the u-know range of functions

The connections to the storage systems are integrated into u-know on an API basis. This means that if functions such as copying, moving, deleting or sharing are performed in u-know, they take place on the underlying storage system. It also uses the recycle bin function of the storage systems, so that files can be restored by the user himself if necessary.

Not all storage system vendors offer the same set of features.

If a function is not available in u-know, it is hidden or inactive.


Currently, all u-know product variants include the following range of functions with regard to connections, depending on the user's rights on the respective storage system:

  • Use of clients for all available operating systems
  • Integration of all private storage systems that are mapped in u-know
  • Reading files and directories
  • Modifying Files and Directories
  • Copying files and directories
  • Moving files and directories
  • Leverage easy file uploading
  • Using Smart Upload
  • Using chat to files
  • Insight into file history
  • Search in directories
  • Global search for files
  • Using Search Views
  • Sharing files and directories
  • Collaborate on files

In addition, with the u-know Private+ product variant:
Recognition of document types and tag content by AI

In addition, with the u-know Business Basic product variant:
Integration of booked business connections

In addition, with the u-know Business Professional product variant:

  • API usage options for connecting other systems (e.g. ERP systems, CRM, etc.)
  • Possibility to use your own workflows with Microsoft Power Automate or other - e.g. open source - workflow applications


1.2.2 Uploading files via u-know

As shown schematically in point 1.1.1 with regard to the history, files can be stored directly via u-know on the connected storage systems (connections).

For this purpose, 'File Upload' is available in the u-know clients via the button and the context menu (right-click or two-finger tap).

Even if a file is transferred to u-know via drag & drop or via the 'Smart Upload' button, it can be stored without the Smart Upload.


1.2.2.1 Smart Upload

For the application of structured file storage, as it is generally known in document management systems (DMS), u-know offers the option of creating document types with corresponding tags, so that the AI integrated in u-know automatically recognizes and fills in the document types and their contents that are stored in the tags for recurring documents.

A major advantage of u-know is that the integrated storage systems can be used to use the DMS functionality and not an additional storage system, for example from a DMS provider.

For example, photos, presentations or receipts could also be stored on a Google Drive drive, in SharePoint or in your own, encrypted storage system such as Individual Storage.

If a file is transferred to u-know via Smart Upload, it starts with an extended range of functions. An established connection can be selected and the AI (artificial intelligence) of u-know suggests appropriate document types once they have been set up and trained. Subsequently, tag contents are automatically populated and the file is uploaded to the directory defined in the document type under the defined file name.


Execution of the Smart Upload:

By selecting 'Smart Upload' in the upper left area of the desktop app, in the web client or on the tablet.

By dragging and dropping in the desktop app or by selecting in the smartphone app.

     

A document scanning function is also available in the smartphone app.


1.2.2.2 Smart Upload Procedure

After starting the Smart Upload, as described in the previous point, u-know will first display the storage systems that have been set up.


In this example, the 'SharePoint Demo FAV-P' is selected, where a corresponding document type has been configured for an incoming invoice.

After selecting the storage system, u-know suggests the appropriate document library if the AI has been trained for this sender. This is the case when two to three invoices - in the example of 'FAV Production' - have been entered via u-know.

It is possible to manually select a document type or continue the process without Smart Upload.

If you select the document library, the AI of the u-know starts the document type recognition.


The AI suggests possible document types, and the suggestions are made depending on the level of training of the AI.

After selecting the appropriate document type, the AI reads the tag contents from the document and fills the tags with the content to be transferred.

All the user has to do is perform a plausibility check of the tag content and correct it if necessary. The AI learns with every operation, and the recognition rate increases with each Smart Upload of the document type.

As can be seen in the previous screenshot at the bottom right, selecting 'Upload' will upload the file to the storage system defined in the document type in the defined directory and with the defined file name.

The file name can still be changed manually via 'Custom filename' - see also Document Type Creation section.

If a document type has not yet been trained, the tags are initially empty. They can be filled by the u-know AI by selecting the corresponding button.


After adjusting the tag content and uploading the file, the document type is trained with the data of this template if configured accordingly.



1.2.3 Chat

The chat function is available for each file in u-know, so that the participants do not have to exchange information via another application, such as an e-mail program.

Desired users who are users in the document library in which the file is stored can be addressed directly via the @ sign.


The addressed users receive an e-mail notification including a link directly to the file in u-know in order to be able to enter the chat directly.

In addition, new messages are displayed in u-know, and the counter at the bell icon on the desktop shows the number of new messages.


1.2.4 Versions and History

A comprehensive and audit-proof history is available for every file that is managed via u-know.

The following actions around u-know are documented in the history:

  • Creation of the file
  • Copying or moving a file
  • Changes to tag content
  • Renaming Files


The existing versions can also be used.



1.2.5 Sharing files and directories

Depending on the range of functions offered by the connected storage system, files and directories can be shared via the share function in u-know.

The permissions and options depend on the respective storage system. Any limitations are noted in the storage-system descriptions.



1.2.6 Collaborate on files

As usual with cloud applications, office files, such as Word, Excel or PowerPoint, can also be edited by several users at the same time via u-know, as long as this is supported by the storage system provider, which is documented for the respective connections.


By selecting the Open button, the program connected to the operating system will be launched. By selecting the down arrow at "Open"/"Open" you will also be able to edit online. Collaborative editing of files is given in all possibilities, there may be restrictions on the connections, this is noted in the description of the connections.