SuiteFiles AI FAQ

Everything you need to know about how AI works in SuiteFiles

General AI Functionality

1. What new AI features are being introduced?
   The first AI release from SuiteFiles will be AI document summaries. This feature will help your document signing recipients quickly review their documents prior to signing. This will be done on a document by document basis, and will be triggered by the user (i.e. the summarisation will not be triggered automatically).
   
   NB: This feature has not been released yet and is currently scheduled for late September 2025. We'll provide an in-app notification once it is live.
   
   
2. What tasks will AI help with?
   At SuiteFiles we are always working to find new ways to bring new efficiency to your ways of working. We see AI features as an important driver for this, and will continue to bring AI features to our product as we grow. Here are some examples that AI is likely to assist with in the future in SuiteFiles:
   
   1. Summarizing documents for faster review
   2. Drafting emails or content based on templates
   3. Improving search accuracy by understanding context
   4. Suggesting relevant files or actions based on user behaviour
      
      
3. Which types of documents are affected by AI?
   Initially, AI will be applied to documents involved in signing workflows, and only if users decide to utilise the AI features. Over time, support may expand to include other document types and data, depending on user feedback and feature adoption.
   
   
4. Will AI be applied automatically or only when I choose to use it?
   AI features are optional. Customers can discontinue use of AI Features at any time by opting out in their SuiteFiles account settings. Opting out prevents future AI processing but does not remove or affect data already processed by AI before the opt-out.
   
   

Data Privacy & Security

1. Where is my data processed when AI is used?
   SuiteFiles AI features are hosted on Microsoft Azure infrastructure. When AI is used, your data is processed within Azure’s secure environment, ensuring compliance with the hosting regional regulations.
   
   
2. Is my data shared with external databases or third parties?
   No, SuiteFiles does not share your data with external databases or third-party services when using AI features. All data processing occurs within Microsoft Azure and is governed by strict access controls and privacy commitments.
   
   
3. Is my data used to train AI models?
   No, your data is not used to train or improve underlying AI models. SuiteFiles uses Azure OpenAI services in a way that ensures customer data is not retained or used for model training. Microsoft guarantees that prompts, completions, and embeddings are not used to improve any Microsoft or third-party models.
   
   
4. Are AI outputs stored permanently in SuiteFiles?
   Initially, AI outputs will not be stored and will simply be available during the user session (unless explicitly saved by the user). Over time, we may opt to save AI outputs in the SuiteFiles systems so the AI outputs can be utilised and provided to users in new ways.
   
   
5. How does this comply with privacy obligations under Australian law (and other regions)?
   SuiteFiles AI features are designed to support compliance with privacy regulations such as the Australian Privacy Act. Customers are responsible for checking local lawfulness, complying with applicable laws, notifying and obtaining any required consents from users and clients, and ensuring clients are properly informed about use of AI Features.

Integration with Microsoft Copilot

1. Does SuiteFiles AI interact with Microsoft Copilot?
   No. SuiteFiles AI features operate independently and do not integrate with Microsoft Copilot. Any AI functionality within SuiteFiles is developed and managed separately from Copilot services.
   
   
2. Does enabling AI affect my Microsoft 365 security or compliance settings?
   No. Enabling AI features in SuiteFiles does not alter your Microsoft 365 security or compliance configurations. SuiteFiles AI runs within its own environment and does not modify or override your existing Microsoft 365 settings.

Control & Opt-Out

1. Are AI features enabled by default?
   AI features are enabled by default for all Super Suite SuiteFiles users. However, you can opt out at any time through your Admin settings.
   
   
2. How do I opt out of AI features?
   You can opt out of AI features through the Admin settings in your SuiteFiles account. An in-app notification will notify you before new AI features are released.
   
   
3. If I opt out, does that mean no AI processing occurs at all?
   Correct. Once you opt out, no further AI processing will occur on your documents or data. However, any content previously processed by AI before opting out will remain unchanged.

Future Use & Feedback

1. Will I be able to see when AI has been used in a document?
   Not at this time, however this is a feature under consideration for future updates, as we recognize the importance of transparency and traceability in AI-assisted workflows.
   
   
2. How can I give feedback about AI features?
   You can share feedback directly through SuiteFiles support or through feature request forms, and in future in-app prompts. Feedback is actively reviewed by the product team to guide future improvements.
   
   
3. Will I be notified if new AI features are added in the future?
   Yes. You’ll receive in-app notifications and email updates before any new AI features are released. These will include details about the feature and its purpose.
   
   

Need more help?

If you still have questions about AI in SuiteFiles, please contact our support team at support@suitefiles.com