Frequently Asked Questions

The sign-up process depends on your role. Managers/Admins typically sign up first and complete the onboarding process to set up the organization. Team Members receive an invitation link in their email inbox to join their team's workspace. You can sign up with Google for automatic email verification, or use email and password (which requires clicking a verification link).

Your organization is the private and secure workspace for your team. You'll give it a name and can upload a logo or icon. All your team's files, folders, and knowledge will be stored here.

A great first step is to create a few top-level folders for your main departments or projects (e.g., 'Marketing,' 'Sales,' 'Project Phoenix'). Then, you can begin uploading your existing documents.

You can upload most common file types, including DOCX, PDF, TXT, PNG, and JPG. The upload window allows you to drag and drop multiple files at once or select them from your computer.

From the main dashboard or within an existing folder, click the "+ New" button (usually near the top right) and select "New Folder."

Click the "+ New" button and select "New Document." The editor will open, allowing you to start writing immediately.

You can easily drag and drop files and folders to new locations in the 'Table of contents' sidebar. You can also use the 'Move to Folder' option in a document's menu.

Use Archive for documents that are no longer active but might be needed for reference later. Archiving removes a file from the main view but keeps it safely stored. Use Delete only when you are certain a document is permanently no longer needed. Deletion requires a reason and cannot be undone.

A Project is a dedicated workspace that helps you group all documents, notes, and resources for a specific initiative. It keeps all relevant information for that project in one organized place, separate from your general folder structure.

Each project has four main tabs to keep you organized: - Resources: This is where all the files, documents, and knowledge base content for the project are stored. - Collaboration: This is where you manage who has access to the project. - Changes: A log that tracks all updates and edits made to the content within that specific project. - Notes: A board-style area for brainstorming, tracking tasks, or keeping informal notes related to the project.

You can typically create a new Project from your main dashboard or by using the "+ New" button and selecting "New Project" from the dropdown menu. You will then be prompted to give it a name and set its visibility.

Inside your project, navigate to the "Collaboration" tab and click the "Add Collaborator" button. A window will appear where you can add existing team members or invite new external collaborators.

In the "Add Collaborators" window, under the "Team Members" tab, you will find an "Add Entire Team" button. Clicking this will add all members of your organization to the project in a single step.

In the "Add Collaborators" window, select the "External" tab. You can then enter the email addresses of the people you wish to invite. They will receive an email notification to join the project.

In the project's "Collaboration" tab, find the member in the list, click the three-dot menu on the right, and select "Update Role." You can then assign them a new role (e.g., from Admin to Trusted Contributor) for that project only.

This setting controls who can see and access the project: - Private: The project is not discoverable and is only visible to members who have been explicitly invited. - Public: All members of your organization can see and access the project.

An organization role defines a user's permissions across your entire Lapis account. A project role defines their permissions only within a specific project. This allows you to give someone broad permissions in one project but a more restricted role in another.

Yes. In a project's "Settings" > "Roles & Permissions" tab, you can create custom roles. This allows you to define a specific set of permissions (e.g., allowing someone to manage team settings but not integrations) that is perfectly tailored to your project's needs.

The main "Changes" log tracks organization-level activities like user invitations and top-level permission updates. The "Changes" tab inside a project is a separate log that only tracks content edits and updates that happen within that specific project.

When you archive a project (from its "General Settings"), the project and all its data are made read-only. You can no longer edit its contents, but all the information is preserved for future reference. You can unarchive a project from the same settings page.

As stated in the "Danger Zone" in a project's settings, deleting a project is a permanent action. All data, documents, and settings associated with the project will be permanently erased and cannot be recovered.

Quick Search is a standard keyword search, perfect for when you know the title or a specific term in the document you're looking for. It's fast and works like most traditional search bars. Deep Search is a more powerful, AI-driven search. It reads and understands the content of all your documents to answer questions asked in natural language, even if you don't know the exact keywords.

Yes, absolutely. That's what Deep Search is designed for. You can ask questions like, 'What were our sales goals for Q2?' or 'Summarize the findings from the Newton Labs project.' If the information exists in your uploaded documents, Lapis will find it and generate a direct answer.

You can select which mode you want to use from the dropdown menu located within the main search bar on your dashboard. This allows you to toggle between the speed of Quick Search and the power of Deep Search at any time.

The Lapis tab gives you a direct, synthesized answer to your question, generated by the AI. The Sources tab shows you the specific documents that the AI used to create that answer. Next to each document in the Sources tab, you will see a relevancy score (e.g., 95%). This percentage indicates how relevant that specific source document is to the generated answer, helping you quickly identify the most important materials.

When you use Deep Search, you may see messages like 'Analyzing top sources...' and 'Generating response...'. This is because the AI isn't just looking for keywords; it's reading through the content of multiple relevant documents, understanding the context, and composing a comprehensive answer for you. This advanced process can take a few moments.

This box allows you to have a conversation with the search tool. If the first answer wasn't quite right or if you want to dig deeper, you can ask a refining question there (e.g., 'Can you summarize that in three bullet points?' or 'Focus only on the results from last quarter'). It uses the context of your original question to narrow down the results further.

Next to the search bar, you'll find an 'Advanced' link. This allows you to filter your search results. You can narrow your search to show only documents created or modified by a specific team member ('All authors') or within a particular date range ('All time').

If your search isn't finding anything, try a few things: - Check your spelling and make sure there are no typos. - Try using different keywords or rephrasing your question. - Ask a broader, more general question to see if you get any results, then use the 'Ask a follow-up question' box to narrow it down. - Ensure the document containing the information has been successfully uploaded to the platform.

Yes, your search queries are saved in the 'Question Log' on the 'Insights' page. This log is visible to administrators and shows the question asked, who asked it, and when. It is not anonymous and is used to help the team understand what information is most in-demand and identify any knowledge gaps.

These modules help you understand how your team uses information. 'Search Patterns' shows the most common topics your team is looking for, while 'Knowledge Gaps' highlights questions that your team is searching for but not finding good answers to.

On the 'Team' or 'Collaboration' page, click '+ Add Members.' For a few people, you can paste their email addresses. If you're inviting a large group, you can use the 'Upload CSV' or 'Upload Excel' options to invite everyone from a single file.

On the "Collaboration" page, select one or more team members using the checkboxes. A new menu will appear at the top of the list; click the "Create Group" button.

On the "Collaboration" page, select the team member(s) you want to add. From the action menu that appears at the top, click "Add to Group" and choose the group from the list.

The "Team" tab lists all the members who are part of your main organization. "External Collaborators" lists individuals who have been invited to collaborate on specific projects but are not members of your main organization account. This allows you to work with outside partners without giving them access to your entire knowledge base.

Permissions are hierarchical: Member (view and edit assigned documents), Trusted Contributor (create and manage documents), Admin (manage users, groups, and folder permissions), Owner (manage billing, settings, and delete organization).

Deactivating a member (from the main "Collaboration" page) suspends their account and revokes their access to the entire organization. Removing a member (from within a project's "Collaboration" tab) only removes them from that specific project; they remain a member of the organization and can still access other projects they're a part of.

The Owner of the organization can find all billing-related information, including invoices and plan options, under the 'Account' or 'Billing' section in the main settings menu.

Yes. For documents created in Lapis, the system periodically saves versions of your work. You can click the three-dot menu and select 'Version History' to view and restore a previously saved version.

Adding a member to your organization does not automatically grant them access to projects. For security, you must add them to each project individually from the project's "Collaboration" tab.

First, confirm they have been invited to the project from the "Add Collaborators" > "External" tab. Second, ensure they have received and accepted the email invitation. Their status should show as "Active" in the project's member list.

You can unarchive a project from the "Project Settings" > "General Settings" page. Archiving makes a project and all its data read-only, so unarchiving it will restore full edit access to its members.

If you need help, click the 'Support' icon in the main menu. You can book a one-on-one call with our team, email us directly, join our community on Slack or LinkedIn, or check these frequently asked questions.