AI-Doc Configuration

1. Configuration in Web‑Admin

Access control for the AI‑Doc system is managed through the Celiveo 365 Web Admin interface. Security is enforced using Cohorts and Entra ID, which associate users with isolated data silos.

1.1 Configuring AI‑Doc Azure Blob Storage

AI‑Doc requires secure storage for Document ingestion. Configure this in the global AI settings panel.

1. On the top navigation bar, select the Configuration icon .
2. In the configuration menu, select the AI-Doc Managent icon .
3. Enter the required Azure configuration parameters:
   • Application (Client) ID
   • Client Secret
   • Storage Account Name
4. Click Test to validate the connection.
5. Click Save when validation succeeds.

1.2 Cohort Provisioning and Data Isolation

Administrators can assign Cohort tags to users or groups to define the scope of user visibility to authorized data.

Celiveo 365 AI-Doc enforces strict data segmentation by matching Document metadata with user Cohort assignments. This ensures that when a user interacts with the Celiveo 365 AI Agent in Microsoft Teams, they can only access authorized information.

• User Identification: The system identifies users via their Microsoft Entra ID User Principal Name (UPN), such as john.smith@evolice.com .
• Cohort Hierarchy: Administrators can assign up to five Cohort tags to users and Documents. These tags define the access scope across a five-level hierarchy
  • e.g. Region / Country / City / Site / Department
• Segmentation Logic: Access is granted only when a user’s Cohort assignment matches the tag on the Document.
  • e.g. If a Document is assigned the Cohort tag Region_A / * / * / * / *, only users with the Region_A Cohort tag can retrieve or query it.

1.2.1 Assigning Users to Cohorts

1. On the top navigation bar, select the AI-Document Management icon .
2. In the secondary navigation bar Select Users icon and press Add Users icon
3. In the search bar, enter the user name. The system supports partial name searches. Click the Search icon to populate the grid.
4. Select the target user from the results grid.
   • Note: If no specific user is selected, the grid displays (User Automatic Cohort). Detailed configuration for this feature is covered in chapter Automated 1.2.1.1 User Cohort Provisioning using Entra ID.
5. Under Cohort Selection, define the five Cohort Tags for the user to establish their authorized data scope.
6. Set the Priority level for the configuration. This value assigns priority to the cohort rules in case a user has several associated:
   • 1: Minimum priority.
   • 100: Highest priority.
7. Configure the Document Retention Settings:
   • Duration (Days): Specify how long the Document remains in memory for Celiveo 365 Ai-Doc. Enter 0 for unlimited retention.
   • Start Point: Select the event that triggers the retention countdown:
     • Upload Date: The duration starts when the user submits the Document.
     • Last User Query Match: The duration resets whenever the Document is returned as a result of a query through the Celiveo 365 AI Agent.
8. Click Save.

1.2.1.1 Automated User Cohort Provisioning using Entra ID

To ensure private data remains secure, Celiveo 365 Ai-Doc utilizes the domainName and userPrincipalName to automatically provision a unique Cohort tag for each user. This creates a 1:1 relationship between the user and their Documents, preventing unauthorized access by other users within the same tenant even before an administrator manually configures User or Group Cohort tags.

1. On the top navigation bar, select the AI-Document Management icon .
2. In the secondary navigation bar , select Users icon .
3. In the user grid, select (User Default Cohort) and press Entra ID – User Automatic Cohort Settings icon
4. In the Attribute Mapping table, map the Cohort Fields to the desired Entra ID Attribute (Source):
5. Select domainName and UserPrincipalName for the first two tags to ensure unique user isolation.
   • Use the * (asterisk) value for any Cohort tags that do not require specific Entra ID attribute mapping.
6. Click Save to commit the attribute mapping and return to the user configuration screen.
7. In the Cohort Selection section, ensure the dropdown menus for the required tags are set to (Entra ID).
8. Click Save.

*Note: Automatic Cohort Provisioning applies only to Entra ID users or groups not manually registered in AI Document Management. If a user is manually added, the manual configuration takes precedence over these automatic settings.

1.2.2 Assigning Groups to Cohorts

1. On the top navigation bar, select the AI-Document Management icon .
2. In the secondary navigation bar Select Groups icon and press Add Group icon
3. In the search bar, enter the group name. The system supports partial name searches. Click the Search icon to populate the grid.
4. Select the target group from the results grid.
5. Under Cohort Selection, define the five Cohort Tags for the group to establish their authorized data scope.
6. Set the Priority level for the configuration. This value resolves logic conflicts if user belongs to several groups:
   • 1: Minimum priority.
   • 100: Highest priority.
7. Configure the Document Retention Settings:
   • Duration (Days): Specify how long the Document remains in memory for Celiveo 365 Ai-Doc. Enter 0 for unlimited retention.
   • Start Point: Select the event that triggers the retention countdown:
     • Upload Date: The duration starts when the user submits the Document.
     • Last User Query Match: The duration resets whenever the Document is returned as a result of a query through the Celiveo 365 AI Agent.
8. Click Save.

1.4 Adding a Microsoft Universal Print Queue (MUP)

Before enabling AI‑Doc, a Microsoft Universal Print (MUP) queue must exist in the Celiveo 365 Web Admin. Refer to the official documentation here: Creating a Microsoft Universal Print Queue.

After completing the steps in the referenced guide and ensuring the MUP queue is imported and visible in the Web Admin interface, proceed with the configuration steps below.

1.4.1 Enabling AI‑Doc on a Microsoft Universal Print Queue

After the MUP queue has been added, follow these steps to enable AI‑Doc processing for that queue.

1. In the left navigation panel, locate the MUP queue you added.
2. Select the queue name, then click the printer icon with the cogwheel to open the configuration panel.
3. In the Printer Settings window, select the Advanced tab.
4. Under the AI Document Capture section, press the AI‑DOC button.
5. The system displays two configuration options:
   • AI‑DOC Document Storage: Stores the Document exclusively for AI‑Doc indexing. The Document does not appear under “My Documents” on the printer front panel.
   • AI‑DOC Document Storage + Celiveo 365 Pull Print Release: Stores the Document for AI‑Doc indexing and also makes it available for user retrieval under “My Documents” after authentication at the printer.
6. Select the desired option and click Save.

2 Installation of AI Agent on Teams

The Celiveo 365 AI Agent serves as the user interface for the AI-Doc system. It must be installed within the user’s Microsoft Teams environment. There are two methods for installation:

2.1 Using Microsoft Teams Marketplace

1. Open Microsoft Teams.
2. Navigate to Apps in the sidebar.
3. Search for “Celiveo 365 AI Agent”.
4. Select the application and click Add.
5. Start using the Celiveo 365 AI Agent.

2.2 Using Teams Admin Center (For Administrators)

As Teams Administrator, you can centrally manage, allow, and pre-install (or pin) the Celiveo 365 AI Agent apps for users in your organization using the Teams admin center at https://admin.teams.microsoft.com.

2.2.1 Prerequisites

• You must have Teams Administrator, Global Administrator, or equivalent permissions.
• Sign in with your admin account at https://admin.teams.microsoft.com.

2.2.2 Access the Manage Apps Page

1. Navigate to Teams apps > Manage apps.
2. This page displays the central catalog of all available apps, including:
3. Search for “Celiveo 365 AI Agent”.
4. Allow Celiveo 365 AI Agent with the desired end-user visibility scope as needed.

2.2.3 Preinstall (or Pin) Apps for Users or Groups

To pre-install Celiveo 365 AI Agent use app-centric management as the standard method for pre-installing apps. This approach allows direct assignment of app installations to users, groups, or the entire organization.

1. In Teams apps > Manage apps:
   • Select Celiveo 365 AI Agent. in the list.
   • Click Edit installs.
   • Alternatively, open the app’s details page, then navigate to Users and groups > Installs > Install app.
2. Select the target scope:
   • Specific users
   • Groups (security groups, Microsoft 365 groups, etc.)
   • Or the entire organization
3. Select Apply.

The selected app becomes available (and is often auto-pinned in the Teams sidebar or accessible in the Apps store) for the assigned users or groups. Users do not need to install it manually.

*Changes may take minutes to hours to propagate across the organization.

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