SmartFiles | Luis Lacombe

01

SmartFiles overview

02

Accessing SmartFiles

SmartFiles sign-in screen with a platform introduction and secure authentication form.

Part 1

Why SmartFiles is needed

Every company accumulates important documents: contracts, reports, manuals, proposals, notes, spreadsheets, internal procedures, legal files, technical documents and customer service histories. The problem is that this information is often scattered across folders, servers, computers, emails or different systems.

Over time, finding a simple piece of information can become time-consuming. An employee may need to open several files, search manually, compare versions, interpret long texts and rely on people who know where each document is stored.

SmartFiles was created to solve this problem. It transforms static files into an intelligent knowledge base. Instead of merely storing documents, it allows a company to talk to its own files, receive quick answers, generate summaries, find relevant information and turn scattered content into real decision support.

With SmartFiles, documents are no longer just stored files. They become part of accessible, organized and useful intelligence for the company's daily work.

03

Main screen and intelligent chat

SmartFiles main screen with a folder tree, an AI conversation area and a file list.

Part 2

Main screen and system features

The SmartFiles main screen was designed to provide a clear and practical view of the knowledge available within the company. Users can access folders, view files, monitor document processing and interact directly with artificial intelligence.

The application's main highlight is its intelligent chat. Users can ask questions in natural language without knowing exactly which document contains the information.

“Which contracts expire this month?”

“Summarize the main points of this document.”

“Is there a price adjustment clause in this contract?”

“What risks were found in these documents?”

The AI analyzes the available content, interprets its context and provides objective answers. This reduces search time, improves productivity and makes internal knowledge easier to access.

In addition to chat, the main screen can show indicators, alerts, file statuses, folder information and shortcuts to the system's primary features.

04

Smart folders and access control

SmartFiles screen highlighting the folder hierarchy and menu for permissions, schedules, editing and access management.

Part 3

Folders, schedules, information hierarchy and access control

In SmartFiles, information is organized into intelligent folders. Each folder can represent an area, customer, project, department, process or document type.

This structure creates a knowledge hierarchy. A company can maintain a main folder for its legal department, with subfolders for contracts, proceedings, legal opinions and customer documents. It can likewise create dedicated areas for finance, HR, purchasing, customer service, auditing and engineering.

Each folder can have its own configuration, context and prompt to guide how the AI interprets its documents. This produces answers that are better aligned with each area's purpose.

Schedules enable automated tasks such as reading directories, importing new documents, updating knowledge bases and processing information at scheduled times.

Access control completes the solution with permission rules by user, area or folder, ensuring organization, security and governance across the document base.

05

File management

Part 4

File area

The SmartFiles file area centralizes management of the documents used by the AI. Users can upload files, monitor processing, confirm whether they are ready for consultation and organize them in the correct folders.

This area shows the path from raw document to usable knowledge. A file uploaded to the system goes through reading, processing and indexing stages before it is ready for chat and other application features.

Users can work with PDFs, administrative documents, contracts, reports, spreadsheets, images and other formats compatible with the company's strategy.

The goal is to simplify control of uploaded content, clearly show each file's status and ensure that information is available to the AI in an organized way.

06

Voice assistant

Part 5

A more natural way to access knowledge

SmartFiles can also provide an even more natural experience through its voice assistant.

Instead of typing questions, users can talk to the AI. This makes interaction faster, more practical and intuitive, especially during meetings, document analysis or work performed on another screen.

The assistant can retrieve information, request summaries, locate documents, interpret clauses, provide explanations and deliver contextual answers from the company's file base.

This feature makes SmartFiles feel like a conversation with an internal specialist who knows the organization's documents. The user asks, the AI interprets and responds using the available knowledge.

From scattered documents to intelligent decisions: this is the evolution offered by SmartFiles.