Relay and Document Style

Two pages in the Organization section of Settings control what your organization shares externally through Relay and set the look of generated Word, Excel and PowerPoint files: Relay and Document style.

Relay#

Relay shows which models answer guests, which datarooms people in your organization share with external guests through Relay, and who has access to them. The page is only shown if your organization has the Relay add-on. It is built for thousands of shares: every list can be searched, filtered and sorted and is split into pages.

The page has three tabs: Models, Shares and Guests.

Models#

Here you decide which AI models answer external guests. You can choose from your organization’s models (see Organization Models) and Auto, which picks one of the allowed models for each question. People who share a dataroom choose the model of their share from this list only.

Select Save to apply your choice or Discard to undo it.

• As long as you have not chosen anything, all models of your organization are allowed for guests, including new ones. As soon as you save a choice, only that choice applies.
• If your organization stops offering an allowed model, it no longer applies to Relay either. If no allowed model is left, your organization’s default model answers. Your choice is never widened to all models on its own.
• The choice always applies to the whole organization. Which models groups may use affects your team’s work, not the guests.

Shares#

Shares lists the datarooms shared through Relay. Search by dataroom or owner, choose Active, Ended or All, and sort with the column headers.

Show guests in the menu at the end of a row opens the Guests tab with the guests of this one share. You cannot change a share’s guests or settings here; the owner manages them in the Relay settings of the dataroom.

Guests#

Guests lists all external guests with their email address, share, the day they were invited and when they were last active. Search by email address or dataroom and filter by Invited or Access requested and by the status of the share. Guests who have never signed in are marked “Has not signed in yet”.

To take away one guest’s access without ending the whole share, select Revoke access in the menu at the end of the guest’s row and confirm. The guest can be invited again later.

Ending a Share#

If a share should stop, for example because it was set up by mistake or a project has ended, select End share in the menu of its row and confirm. Guests lose access immediately. The owner can reactivate the share later.

Ending a share and revoking a guest’s access are recorded in the Audit Log.

For One Group Only#

You can also give the External sharing area for a single group (see Admin Rights and Group Admins). A group admin then sees in Shares and Guests only the Relays of people who are currently members of their group, and has no Models tab: the organization decides which models answer guests.

If you have the area for the whole organization, choose between the whole organization and a single group with Group at the top. The choice is part of the page address, so a shared link opens the page with the same group.

Document Style#

Document style determines how Word, Excel and PowerPoint files created in your organization look, for example when someone asks AITEZA in a chat to create a report, a workbook or a presentation. Heading sizes, page margins and slide layouts come from the base preset; everything else can be adjusted here.

The page has a tab for each file format: Word, Excel and PowerPoint. Each format has its own style with its own base preset, settings, preview and switch for personal styles, and each tab is saved separately.

To choose a font, open the list with the arrow in the Font field. It shows common fonts, each in its own typeface. You can also type any font name; typing narrows the list down. If the name is not in the list, the list says “Not in the list. You can use any font that is installed on the device where the file is opened.”

Pick colors with the color field next to the value, or type them as a hex code, for example “#1F4E79”.

The Preview looks like the format of the open tab: a page for Word, a worksheet for Excel and a slide for PowerPoint. Fonts that are missing on your device are shown in a similar font; the files themselves use the fonts you chose.

Save style saves only the format of the open tab, together with its switch for personal styles. AITEZA confirms it, for example with “Word style saved”. Repeat the steps for the other formats if needed.

If you switch to another tab or leave the page with unsaved changes, AITEZA asks whether you want to discard them. The new style applies to files created after saving; existing files do not change.

Personal Styles#

Under Personal styles, each format has its own switch, so you decide per format whether people can set up their own style:

• On: people can adjust the style of this format in their preferences (see Personal Settings). A personal style applies only to that person’s files. Everyone else’s files keep using the organization style.
• Off: all files of this format in the organization use the organization style. Personal styles of this format that people set up earlier are no longer applied. In their preferences, people see the organization style of this format instead of the settings.

For example, you can let people adjust their Word style while all presentations use the same PowerPoint style.