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Enabling or disabling AI

AI features start out switched off for every organisation and only go live once someone deliberately turns them on. An administrator does this in the AI area of the management section, right on the area's Overview.

Enabling

  1. In your organisation's management section, open the AI area. The overview says at the top that AI is switched off and shows the full consent text below it.
  2. Click Switch AI on and confirm. If an access is already chosen, the button sits top right in the title row. Otherwise the button there reads Set up access, and Switch AI on is a text link below the consent text.
  3. Who enabled them and when is recorded, and existing content is caught up for the AI.
  4. If no usable indexing access exists at that moment, the message after enabling says so outright: the permission is in place, new content stays findable through text search, but AI chat and semantic search will not see it. Add the access under Access, then run "Reprocess" on the Indexing page.

You can prepare the access beforehand: the Access row stays clickable while AI is off, so you can pick a package or store your own credentials first and switch on afterwards. The Usage, Indexing and Chat personas rows open only after switching on; the Protocol remains available at all times.

Enabling alone is not enough

Enabling permits AI use. A feature only becomes available once a usable provider access is configured for it as well. Where that is missing, the switch is replaced by a short note giving the reason, instead of a control that would do nothing when you tick it.

Chat and indexing use separate accesses, so one feature can be available while another is not — for example when the chosen provider cannot produce embeddings. The note always names the feature it is about.

What enabling does

Enabling transfers your organisation's content — tickets, notes, comments, documents, meetings (e.g. for AI summaries) and connected repositories — to the AI provider determined by your organisation's chosen AI package or its own configuration. The package selection in the AI settings shows provider and jurisdiction; the chat states both permanently.

Disabling

  1. On the Overview, click Switch off next to the status line and confirm.
  2. Afterwards no new content is sent to the provider; processing already under way can still finish.

Disabling is reversible: the activation history is kept and you can switch AI back on at any time. You choose which provider AI uses under Using your own AI API keys.

Every switch on and off is recorded with timestamp and person. The full chain is in the AI area on the Protocol page, described under Protocol of AI changes. The status line on the overview, by contrast, only says whether AI is on; the Protocol row names since when there are entries. The Access page merely states whether AI is on or off and points to the overview for switching.