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SmartSpace.ai FAQ, Bugs and Feature Requests

Q: How do I request a feature for SmartSpace.ai?

 

A: Feature requests can be submitted through by emailing the Team at Support@SmartSpace.ai.

Q: Are there any specific system requirements for using SmartSpace.ai?

 

A: SmartSpace.ai operates on Azure cloud infrastructure, so there are no specific hardware requirements. However, you will need a stable internet connection and a supported browser, as well as an Azure Subscription.

Q: How can I recover a deleted Workspace in SmartSpace.ai?

 

A: Deleted Workspaces cannot be recovered automatically. We recommend contacting support for assistance with any data that may need to be restored from backups, subject to your data retention policy.

 

You can email us at Support@SmartSpace.ai.

Q: Can I set different permissions for different users in a single Workspace?

 

A: SmartSpace.ai does not include the ability to set differing levels of permissions like read / edit style permissions. When a user is added to a Workspace they will have access to query all the data that has been configured in the Dataspace.

You may find these Knowledge Base articles useful:

Q: How do I install new software updates for SmartSpace.ai?

 

A: Software updates are rolled out periodically to ensure enhanced functionality and security of SmartSpace.ai.

To check for new updates click Updates in the Configuration section of the SmartSpace.ai navigator panel. When you are ready to update SmartSpace.ai click the Update button.

 

NB: Once the update has completed please refresh your Admin UI to ensure the you are using the latest features.

 

You may find these Knowledge Base articles useful:

Q: What is the best way to report a bug in SmartSpace.ai?

 

A: To report a bug, please click Contact Support in the Contact section of the SmartSpace.ai navigator panel. Or alternatively, you can email us at support@SmartSpace.ai.

 

Q: What data encryption methods are used in SmartSpace.ai?

 

A: SmartSpace.ai uses industry-standard encryption methods to protect your data both at rest and in transit. This includes AES-256 encryption for data at rest and TLS encryption for data in transit.

Q: What types of data can be imported into SmartSpace.ai?

 

A: SmartSpace.ai supports a variety of data types including PDF, Word, CSV, Excel and more. You can import data directly through connectors or via API integrations.

 

Below is a full list of data types that can be imported into SmartSpace.ai:

  • CSV (see Indexing CSV Blobs)

  • EML

  • EPUB

  • GZ

  • HTML

  • JSON (see Indexing JSON blobs)

  • KML (XML for geographic representations)

  • Microsoft Office formats: DOCX/DOC/DOCM, XLSX/XLS/XLSM, PPTX/PPT/PPTM, MSG (Outlook emails), XML (both 2003 and 2006 WORD XML)

  • Open Document formats: ODT, ODS, ODP

  • PDF

  • Plain text files (see Indexing plain text)

  • RTF

  • XML

  • ZIP

 

You may find these Knowledge Base articles useful:

Q: How do I set up data segmentation in SmartSpace.ai?

 

A: Data segmentation can be set up by configuring dataspaces within the admin portal. This ensures that data is organized according to your business's operational structure.

 

You may find these Knowledge Base articles useful:

Q: How do I add a new user to SmartSpace.ai?

 

A: Adding a new user or group to a Workspace, using the SmartSpace.ai Admin Portal, gives them access to query all the data in the Dataspace(s) connected to the Workspace. Users and groups are retrieved from Azure Entra (formerly Active Directory) connected to SmartSpace.ai. There are three user types available in SmartSpace.ai:

  • User - this is an individual in your organisation.

  • Group - a group in Azure Entra (formerly Active Directory) is used to collectively manage users that all need the same access and permissions to resources. NB: When you add a group to a Workspace all users in that group will have access to query all the data in the Dataspace(s) connected to the Workspace.

  • Service Principal - is a service account that is used to connect API's into the Workspace.

 

Follow the steps below to add users to a Workspace:

  1. Open your Workspace in the Admin Portal and select Access Control.

  2. Select the User type in the Search Field dropdown.

  3. Enter the name of the person, group or service account in the 'Search and add users' field and select 'add'.

 

 

Q: How can I export data from SmartSpace.ai for reporting purposes?

 

A: Data can be exported as CSV from Workspace audit logs using the SmartSpace.ai Admin Portal.

 

Follow these steps to export a CSV audit log:

  1. Open your Workspace in the Admin Portal and select Logging.

  2. Select the activity type in the FIlter by Activity dropdown.

  3. Use the From and To date pickers to choose a date range and click the Search button.

  4. Click the Export logs button.

 

 

Q: Can I use SmartSpace.ai for processing sensitive data?

 

A: Yes, SmartSpace.ai is designed to handle sensitive data with strict compliance to security standards.

 

You may find these Knowledge Base articles useful:

Q: What training resources are available for new SmartSpace.ai users?

 

A: Training resources include online tutorials, webinars, and a user guide is available in the help section of the SmartSpace.ai Knowledge Base.

 

Q: What versions of SmartSpace.ai are supported?

 

A: The following versions of SmartSpace.ai are currently supported:

  • Version 1.2.1

  • Version 1.2.0

 

The following versions of SmartSpace are no longer support. If you are currently running one of the unsupported versions we recommend you upgrade now:

  • Version 1.0.2

  • Version 1.0.0

 

You may find these other Knowledge Base articles useful:

Q: How do I access my Developer Plan in Azure?

 

A: The developer plan has been added to your subscription, to access it navigate to the SmartSpace.ai Azure Marketplace listing, under plans there will be both Standard and Developer75.

 

 

Q: How does SmartSpace.ai manage data retention and memory optimization?

 

A: SmartSpace.ai retains logging information for a standard period of one year.

 

There is no hard limit on data storage. Memory optimization is generally not required, as most operations do not rely on volatile memory. Processes end when their associated threads complete.

 

Q: What mechanisms are in place to prevent data overflow when copying information from our data sources?

 

A: SmartSpace.ai does not implement controls to prevent ingestion overflow; it simply ingests the data as provided.

However, standard Azure billing alerts can be configured for storage accounts to help manage capacity and prevent unexpected costs.

 

Q: What security controls and encryption measures are implemented to protect sensitive data during integration?

A: All data ingestion occurs over secure HTTPS connections.

Internal data movement is conducted via private connections within the Azure backbone. These are standard Azure security features and ensure encrypted data transmission and infrastructure-level protection.

 

Q: How does SmartSpace.ai ensure data consistency and integrity when synchronizing across multiple sources?

A: Data is segmented into uniquely identified buckets.

Each source is assigned a unique ID, which ensures consistency and enables accurate synchronization across sources.

 

Q: What logging and monitoring capabilities are available to track data flow, detect anomalies, and troubleshoot potential issues?

 

A: SmartSpace.ai uses Azure Application Insights to log and monitor all deployed services.

Logs and telemetry remain within the client’s Azure tenant. SmartSpace.ai does not have access to this information by default. If troubleshooting is required, our team can assist by working alongside the client to step through the logs in their environment.

 

Q: Does SmartSpace.ai support real-time data updates? If so, what are the expected latency thresholds under varying workloads?


A: SmartSpace.ai does not act as a source of truth and only stores copies of ingested data.

Updates from sources are typically ingested within 30 minutes of detection. For real-time requirements, HTTPS calls can be made within Workflows to fetch data dynamically at runtime. This data does not need to be permanently ingested.

 

Q: Can you confirm whether SmartSpace.ai utilizes our data for training, analytics, or any other purpose beyond its intended use?

 

A: SmartSpace.ai does not use client data for training, refining models, or performing analytics.

Context is always bound to individual user threads. Allowing model training would pose a risk of exposing that context across users, which is why the platform is intentionally designed without this capability. All decisions regarding data usage are left entirely to the client. SmartSpace.ai has no access to client data.

 

Q: Without direct integrations with key platforms like SQL Server and CDP, what measures are in place to mitigate data duplication risks?

A: Some level of data duplication may be necessary to enable system-specific workflows.

However, within a single data space, SmartSpace.ai tracks and overwrites data based on unique IDs and source names. While we support real-time connections to SQL through Workflows (not as permanent storage), storage account-based integrations can be established either by SmartSpace.ai or via client-managed sync processes.

 

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