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Only administrators and owners can switch them on.",[450,473,474,477],{},[437,475,476],{},"Nothing changes without you."," What the AI suggests – a text, a translation, a change – DDM only applies once a person confirms it.",[450,479,480,483],{},[437,481,482],{},"No content stored."," DDM stores neither questions nor answers nor the texts that went to the model – only how many requests there were and what they cost.",[450,485,486,489],{},[437,487,488],{},"Labelled."," Answers and suggestions from the AI are recognisable as such.",[442,491,493],{"id":492},"where-the-ai-comes-from","Where the AI comes from",[433,495,496,497,499,500,502],{},"Your organisation chooses under ",[437,498,98],{}," › ",[437,501,93],{}," which model DDM asks:",[504,505,506,519],"table",{},[507,508,509],"thead",{},[510,511,512,516],"tr",{},[513,514,515],"th",{},"Provider",[513,517,518],{},"Means",[520,521,522,533,543],"tbody",{},[510,523,524,530],{},[525,526,527],"td",{},[437,528,529],{},"Not set up",[525,531,532],{},"Default. No function asks an AI.",[510,534,535,540],{},[525,536,537],{},[437,538,539],{},"Anthropic",[525,541,542],{},"Anthropic's models (Claude), with your organisation's key.",[510,544,545,550],{},[525,546,547],{},[437,548,549],{},"OpenAI-compatible",[525,551,552,553,556,557,560],{},"OpenAI itself, Azure OpenAI – or a model you run in ",[437,554,555],{},"your own network"," (e.g. with vLLM, LM Studio or Ollama). Under ",[437,558,559],{},"Address"," you enter its address.",[447,562,563,570,573,576],{},[450,564,565,566,569],{},"The data goes ",[437,567,568],{},"directly from the DDM server to this provider"," – nowhere else. Which rules apply there (storage location, retention, use for training) is set by your contract with the provider, not by DDM.",[450,571,572],{},"If you do not want to give anything to an external provider, run a model in your own network and enter its address. The data then does not leave your network.",[450,574,575],{},"The key is stored encrypted and never shown again. If the provider or address changes, DDM deletes it.",[450,577,578,579,582],{},"DDM sends ",[437,580,581],{},"no details about the person asking"," with a request – no name, no e-mail address, no identifier.",[433,584,585,586,590],{},"Setting up and setting limits: see ",[587,588,93],"a",{"href":589},"\u002Fen\u002Fcms\u002Fassistant#setting-up",".",[592,593,594,595,598,599,590],"note",{},"The AI functions are available from the ",[437,596,597],{},"Professional"," plan – see ",[587,600,103],{"href":104},[442,602,604],{"id":603},"where-ai-is-used","Where AI is used",[504,606,607,623],{},[507,608,609],{},[510,610,611,614,617,620],{},[513,612,613],{},"Function",[513,615,616],{},"Where",[513,618,619],{},"What goes to the model",[513,621,622],{},"What comes back",[520,624,625,641,657,674,694,715,735],{},[510,626,627,632,635,638],{},[525,628,629],{},[587,630,93],{"href":631},"#the-ai-assistant",[525,633,634],{},"CMS and app",[525,636,637],{},"Your question and excerpts from matching documents you are allowed to see",[525,639,640],{},"An answer with sources",[510,642,643,649,651,654],{},[525,644,645],{},[587,646,648],{"href":647},"#answers-from-the-user-guide","Answers from the user guide",[525,650,634],{},[525,652,653],{},"Sections of this guide, together with a question",[525,655,656],{},"Part of the answer, with a link here",[510,658,659,665,668,671],{},[525,660,661],{},[587,662,664],{"href":663},"#ai-in-the-note-editor","AI in the note editor",[525,666,667],{},"Notes in the app, note templates in the CMS",[525,669,670],{},"The selected text",[525,672,673],{},"A suggestion you accept or discard",[510,675,676,682,688,691],{},[525,677,678],{},[587,679,681],{"href":680},"#translation-suggestions","Translation suggestions",[525,683,684,685],{},"CMS › ",[437,686,687],{},"Translations",[525,689,690],{},"Names of categories and documents",[525,692,693],{},"Suggestions you accept or discard",[510,695,696,702,709,712],{},[525,697,698],{},[587,699,701],{"href":700},"#translating-system-e-mails","Translating system e-mails",[525,703,684,704,499,706],{},[437,705,98],{},[437,707,708],{},"System e-mails",[525,710,711],{},"Subject and text of an e-mail template",[525,713,714],{},"A draft you check and save",[510,716,717,723,729,732],{},[525,718,719],{},[587,720,722],{"href":721},"#testing-the-connection","Testing the connection",[525,724,684,725,499,727],{},[437,726,98],{},[437,728,93],{},[525,730,731],{},"A fixed \"Reply with OK\"",[525,733,734],{},"\"OK\"",[510,736,737,743,746,753],{},[525,738,739],{},[587,740,742],{"href":741},"#ai-apps","AI apps",[525,744,745],{},"Your own AI app, e.g. Claude or ChatGPT",[525,747,748,749,752],{},"What the app fetches with your permissions – to ",[437,750,751],{},"its"," provider",[525,754,755],{},"Suggestions you approve",[442,757,759],{"id":758},"the-ai-assistant","The AI assistant",[433,761,762,765,766,769,770,772,773,590],{},[437,763,764],{},"Where:"," in the CMS through the ",[437,767,768],{},"Assistant"," button at the bottom right and the search; in the app through ",[437,771,768],{}," and – with a document open – through ",[437,774,775],{},"Ask",[433,777,778,780],{},[437,779,619],{}," when you send a question:",[447,782,783,786,801,808,815],{},[450,784,785],{},"Your question and the last steps of the conversation.",[450,787,788,789,792,793,796,797,800],{},"Up to eight matching ",[437,790,791],{},"documents",", with name, location, date and a short ",[437,794,795],{},"excerpt"," from the text. They are found with the normal full-text search – across the documents ",[437,798,799],{},"you"," are allowed to see. In the app, only documents you can open there qualify; drafts that are only distributed after approval do not go in with their text.",[450,802,803,804,807],{},"Matching ",[437,805,806],{},"categories"," with the number of their documents.",[450,809,810,811,814],{},"If you ask in the app about an ",[437,812,813],{},"open document",", its text goes along – up to 60,000 characters, for longer documents the matching passages and the beginning.",[450,816,817,818,821,822,825],{},"If an ",[437,819,820],{},"administrator"," asks in the CMS about people or groups, group names and the ",[437,823,824],{},"names"," of the members go along – no e-mail addresses. The app does not have this.",[433,827,828],{},"Owners and administrators see all documents in DDM – their questions can therefore draw on all documents.",[433,830,831,834,835,838,839,841,842,845,846,849],{},[437,832,833],{},"What comes back:"," an answer, below it ",[437,836,837],{},"Files used",", ",[437,840,48],{}," and, where applicable, ",[437,843,844],{},"From the user guide",". DDM compiles the sources itself from its own data; the model can only refer to them, not invent any. If the assistant suggests to an administrator that people be added to a group, that only happens after a click on ",[437,847,848],{},"Apply to …",". Otherwise the assistant cannot change anything.",[442,851,648],{"id":852},"answers-from-the-user-guide",[433,854,855,856,859,860,862],{},"If you ask how something works in DDM, the assistant can read matching sections of ",[437,857,858],{},"this guide"," and refer to them (",[437,861,844],{},"). This is not a separate request – the sections go to the model together with your question. Readers in the app only get sections about the app. Your organisation's data is not in the guide.",[433,864,865,866,499,868,499,870,590],{},"Switch on and off: ",[437,867,98],{},[437,869,93],{},[437,871,872],{},"Answer from the user guide",[442,874,664],{"id":875},"ai-in-the-note-editor",[433,877,878,880,881,884,885,838,888,838,891,838,894,838,897,838,900,903,904,907],{},[437,879,764],{}," in notes in the app and in note templates in the CMS – in the ",[437,882,883],{},"AI"," menu above selected text (",[437,886,887],{},"Spelling & grammar",[437,889,890],{},"Longer",[437,892,893],{},"Shorter",[437,895,896],{},"Simpler",[437,898,899],{},"Summarise",[437,901,902],{},"Translate",") and with ",[437,905,906],{},"Continue writing"," (Ctrl\u002F⌘ + J).",[433,909,910,913,914,917,918,920],{},[437,911,912],{},"What goes to the model:"," only the ",[437,915,916],{},"selected"," text, with ",[437,919,906],{}," the text before the cursor – a few thousand characters at most. DDM first replaces references to documents, images and placeholders with markers; they do not go along. What you have written into the selected text yourself – including names or customer data – does go along.",[433,922,923,925,926,929,930,590],{},[437,924,833],{}," a suggestion in a card of its own with the note ",[437,927,928],{},"Suggested by a language model – please check."," It only goes into your note with ",[437,931,932],{},"Accept",[433,934,865,935,499,937,499,939,590],{},[437,936,98],{},[437,938,93],{},[437,940,664],{},[442,942,681],{"id":943},"translation-suggestions",[433,945,946,948,949,951,952,838,954,957,958,961],{},[437,947,764],{}," in the CMS under ",[437,950,687],{},", with ",[437,953,458],{},[437,955,956],{},"Suggest selection"," and ",[437,959,960],{},"Suggest all missing",". Administrators only.",[433,963,964,966,967,969],{},[437,965,912],{}," only ",[437,968,824],{}," – of categories (with the location as context) or file names of documents – and the target language. No document content.",[433,971,972,974,975,978,979,982,983,986],{},[437,973,833],{}," suggestions, with a dashed border next to the row. Only what you confirm with ",[437,976,977],{},"Accept suggestion"," or ",[437,980,981],{},"Accept all"," is saved. The audit log records ",[437,984,985],{},"Translations suggested"," – with the number, without the names.",[442,988,701],{"id":989},"translating-system-e-mails",[433,991,992,948,994,499,996,951,998,961],{},[437,993,764],{},[437,995,98],{},[437,997,708],{},[437,999,1000],{},"Translate from … with AI",[433,1002,1003,1005,1006,1009,1010,1014],{},[437,1004,912],{}," subject and text of the ",[437,1007,1008],{},"template"," in the other language – with placeholders such as ",[1011,1012,1013],"code",{},"{{ name }}",", not with real recipients' data.",[433,1016,1017,1019],{},[437,1018,833],{}," a translation in the editor. DDM checks that all placeholders are kept and otherwise discards the translation. Nothing is saved until you save.",[442,1021,722],{"id":1022},"testing-the-connection",[433,1024,1025,1027,1028,499,1030,499,1032,1035],{},[437,1026,764],{}," ",[437,1029,98],{},[437,1031,93],{},[437,1033,1034],{},"Test connection",". Sends a fixed test request without any of your organisation's data, to check that provider, model and key are right.",[442,1037,742],{"id":1038},"ai-apps",[433,1040,1041,1042,1044,1045,1048],{},"Through the ",[587,1043,239],{"href":246}," you connect your ",[437,1046,1047],{},"own"," AI app – Claude, ChatGPT, Cursor and others – to DDM. Here DDM does not ask a model; your app asks DDM:",[447,1050,1051,1058,1065,1083],{},[450,1052,1053,1054,1057],{},"Each person connects their app themselves and explicitly allows access. The app sees ",[437,1055,1056],{},"exactly"," what the person sees in DDM.",[450,1059,1060,1061,1064],{},"What the app reads – documents including their text, search results, for administrators also people with e-mail address, groups and the audit log – goes to the ",[437,1062,1063],{},"provider of that app",". You decide which apps your data-protection rules allow.",[450,1066,1067,1068,1071,1072,1075,1076,838,1079,1082],{},"An app cannot ",[437,1069,1070],{},"change"," anything directly: it suggests changes, and the person approves each one individually – in the app or in the CMS under ",[437,1073,1074],{},"AI actions",". Carried-out and rejected suggestions are in the audit log (",[437,1077,1078],{},"AI action carried out",[437,1080,1081],{},"AI action rejected",").",[450,1084,1085,1086,1089,1090,499,1092,1094,1095,1098,1099,499,1101,590],{},"The AI apps are off until an administrator switches on ",[437,1087,1088],{},"Enable MCP server"," under ",[437,1091,98],{},[437,1093,742],{},". Connections are disconnected by the person themselves under ",[437,1096,1097],{},"My account"," and by administrators under ",[437,1100,98],{},[437,1102,742],{},[433,1104,1105,1106,590],{},"More: ",[587,1107,1108],{"href":268},"MCP server › Administration & security",[442,1110,1112],{"id":1111},"how-to-recognise-ai-results","How to recognise AI results",[447,1114,1115,1125,1130,1137],{},[450,1116,1117,1118,1121,1122],{},"Under every answer from the assistant it says how many documents it comes from and ",[437,1119,1120],{},"which model"," answered. Below the input field it always says: ",[437,1123,1124],{},"Answers come from a language model and can be wrong. The assistant changes nothing without your confirmation.",[450,1126,1127,1128],{},"Suggestions in the note editor carry the note ",[437,1129,928],{},[450,1131,1132,1133,1136],{},"Translation suggestions appear as a ",[437,1134,1135],{},"Suggestion"," next to the field until you accept them.",[450,1138,1139,1140,1142],{},"Changes through AI apps are in the audit log as ",[437,1141,1078],{},", with the app's name.",[433,1144,1145],{},"Language models can be wrong. Check answers against the sources named before you rely on them.",[442,1147,1149],{"id":1148},"what-ddm-stores","What DDM stores",[504,1151,1152,1161],{},[507,1153,1154],{},[510,1155,1156,1158],{},[513,1157],{},[513,1159,1160],{},"Stored?",[520,1162,1163,1178,1187,1198,1206],{},[510,1164,1165,1168],{},[525,1166,1167],{},"Questions, answers, conversation histories",[525,1169,1170,1173,1174,1177],{},[437,1171,1172],{},"No."," A conversation lives only in your browser and is gone as soon as you choose ",[437,1175,1176],{},"New"," or reload the page.",[510,1179,1180,1183],{},[525,1181,1182],{},"Texts that went to the model",[525,1184,1185],{},[437,1186,1172],{},[510,1188,1189,1192],{},[525,1190,1191],{},"Number of requests, tokens used and costs per person and month",[525,1193,1194,1197],{},[437,1195,1196],{},"Yes"," – for the spending limits. Without content, without time of day, deleted after 13 months.",[510,1199,1200,1203],{},[525,1201,1202],{},"Accepted suggestions",[525,1204,1205],{},"As you accepted them – as your change.",[510,1207,1208,1211],{},[525,1209,1210],{},"Audit log",[525,1212,1213,1214,1216],{},"Settings changes, ",[437,1215,985],{}," (only the number) and the AI apps' actions.",[442,1218,1220],{"id":1219},"who-switches-what-on-and-off","Who switches what on and off",[504,1222,1223,1238],{},[507,1224,1225],{},[510,1226,1227,1230,1232,1235],{},[513,1228,1229],{},"Switch",[513,1231,616],{},[513,1233,1234],{},"Affects",[513,1236,1237],{},"Default",[520,1239,1240,1259,1277,1294],{},[510,1241,1242,1247,1253,1256],{},[525,1243,1244],{},[437,1245,1246],{},"Assistant active",[525,1248,1249,499,1251],{},[437,1250,98],{},[437,1252,93],{},[525,1254,1255],{},"All AI functions in DDM – not the AI apps",[525,1257,1258],{},"off",[510,1260,1261,1265,1271,1274],{},[525,1262,1263],{},[437,1264,872],{},[525,1266,1267,499,1269],{},[437,1268,98],{},[437,1270,93],{},[525,1272,1273],{},"Sections of this guide in the answers",[525,1275,1276],{},"on",[510,1278,1279,1283,1289,1292],{},[525,1280,1281],{},[437,1282,664],{},[525,1284,1285,499,1287],{},[437,1286,98],{},[437,1288,93],{},[525,1290,1291],{},"The AI menu in notes and note templates",[525,1293,1276],{},[510,1295,1296,1300,1306,1309],{},[525,1297,1298],{},[437,1299,1088],{},[525,1301,1302,499,1304],{},[437,1303,98],{},[437,1305,742],{},[525,1307,1308],{},"The AI apps",[525,1310,1258],{},[433,1312,1313,1314,1317],{},"Only administrators and owners can change any of the four; every change is in the audit log. Under ",[437,1315,1316],{},"Spending limits"," administrators cap what the AI may cost per month – for the whole organisation and per person. If the assistant is off, readers in the app see no way into it.",[442,1319,1321],{"id":1320},"where-no-ai-is-involved","Where no AI is involved",[433,1323,1324],{},"Some things seem \"intelligent\" but work without AI:",[447,1326,1327,1333,1339,1345,1351,1357,1363],{},[450,1328,1329,1332],{},[437,1330,1331],{},"Search"," – in Documents, in the app and in the assistant – is a classic full-text search. There is no semantic search and no vector database.",[450,1334,1335,1338],{},[437,1336,1337],{},"Text extraction for search"," reads the text from the files themselves. There is no text recognition in images or scans (OCR).",[450,1340,1341,1344],{},[437,1342,1343],{},"A document's language"," is detected by DDM from common words, not with a model.",[450,1346,1347,1350],{},[437,1348,1349],{},"Preview images"," are made with classic tools.",[450,1352,1353,1356],{},[437,1354,1355],{},"Document content is never translated"," – only names, e-mail templates and selected note text are translated, on request.",[450,1358,1359,1362],{},[437,1360,1361],{},"There is no automatic tagging",", classification, summarising or filing of documents.",[450,1364,1365,1367],{},[437,1366,272],{},", approvals, permissions and usage statistics work by fixed rules.",{"title":1369,"searchDepth":1370,"depth":1370,"links":1371},"",2,[1372,1373,1374,1375,1376,1377,1378,1379,1380,1381,1382,1383,1384,1385],{"id":444,"depth":1370,"text":445},{"id":492,"depth":1370,"text":493},{"id":603,"depth":1370,"text":604},{"id":758,"depth":1370,"text":759},{"id":852,"depth":1370,"text":648},{"id":875,"depth":1370,"text":664},{"id":943,"depth":1370,"text":681},{"id":989,"depth":1370,"text":701},{"id":1022,"depth":1370,"text":722},{"id":1038,"depth":1370,"text":742},{"id":1111,"depth":1370,"text":1112},{"id":1148,"depth":1370,"text":1149},{"id":1219,"depth":1370,"text":1220},{"id":1320,"depth":1370,"text":1321},"Where DDM uses artificial intelligence, which data goes to whom, what is stored – and where no AI is involved.","md",null,{},{"icon":24},{"title":21,"description":1386},"0DtO1OGU1uXUSC7EZlGMyi2fpVXVIUfzRz9G-iCZUvs",[1394,1396],{"title":16,"path":17,"stem":18,"description":1395,"icon":19,"children":-1},"Register an organisation, accept an invitation, sign in, reset your password.",{"title":26,"path":27,"stem":28,"description":1397,"icon":29,"children":-1},"Where you see whether DDM is running, how we tell you about incidents and maintenance, and how to get notified by e-mail.",1793617716407]