InsightAI: Frequently Asked Questions

This article serves as a comprehensive resource to address common queries and provide clarity on the platform's features, functionality, and benefits. It assists users in navigating InsightAI effectively, resolving technical concerns, and maximizing its potential for productivity. This page combines concise explanations with actionable insights.

What is InsightAI?

InsightAI is a GenAI chatbot experience available on the Arctera™ Insight eDiscovery website and the Arctera™ Insight Personal Archive website, which can be used across search results for fast and efficient summaries. It is a conversational AI assistant designed to efficiently review and analyze your relevant data. It utilizes the Azure OpenAI service behind the scenes, which provides REST API access to OpenAI's powerful language models, including the o1, o3, o4, GPT-4.1 series, GPT-4.5, GPT-4o series, and the Embeddings model series.

What is Azure OpenAI?

InsightAI, powered by Azure OpenAI Service, ensures the highest standards of data privacy and security. Your interactions are fully protected, and your data remains exclusively yours. Here's how:

• Your inputs (prompts) and outputs (responses) are not shared with other customers.
• Your data is not accessible to OpenAI.
• Your data is not used to train, retrain, or improve OpenAI models.
• Your data is not used to enhance Microsoft or third-party products or services without your explicit consent.
• Fine-tuned Azure OpenAI models are available exclusively for your use.

    For more details, refer to Data, privacy, and security for Azure OpenAI Service - Azure AI services | Microsoft Learn.

How does InsightAI work?

InsightAI offers seamless interaction within Arctera™ Insight eDiscovery and Arctera™ Insight Personal Archive to enhance your search experience. Each prompt sent to the Large Language Model (LLM) includes:

• System instructions
• Document context
• Your question

InsightAI operates in two distinct ways in Arctera™ Insight eDiscovery:

• Individual Item Level:
  • After performing a search, preview an email or file and click the InsightAI icon to ask questions about the specific item, including its attachments or contents.
  • At the individual item level, context is built from the email's contents and attachments, or the entire content of the file.
• Search Level:
  • After performing a search, click the InsightAI icon to ask questions related to all items in the search results, spanning emails, files, and chats.
  • At the search level, context is created by analyzing and summarizing as many items as possible within a 128,000 AI-Units limit.

    InsightAI operates in two distinct ways in Arctera™ Insight Personal Archive:

• Individual Item Level:
  • After creating an InsightBook, select an email or collaboration message from the left panel to ask questions about that specific item, including its attachments or contents.
  • At the individual item level, context is built from the email's contents and attachments.
• InsightBook Level:
  • After creating an InsightBook, open it to ask questions related to all items in that InsightBook, spanning emails and chats.
  • At the InsightBook level, context is created by analyzing and summarizing as many items as possible within a 1,000,000 AI-Units limit.

AI-Units Usage: (Note: AI-Units are explained in the answer to the next question.)

• InsightAI predicts the number of AI-Units your prompt will consume in real-time if you click the Send button.
• Once the response is received, InsightAI displays the actual number of AI-Units used during the transaction for full transparency.

Important Disclaimer

• InsightAI provides AI-generated content designed to assist with general queries.
• While efforts are made to ensure relevancy and accuracy, the content may not align with the latest legal standards or offer personalized guidance.
• Always consult a qualified legal professional for legal matters.
• Do not use InsightAI to seek legal advice.

How to enable InsightAI for Arctera™ Insight eDiscovery? 

To enable InsightAI for Arctera™ Insight eDiscovery, log in to the Arctera™ Insight Management Console as an administrator, and then follow these steps: 

Enabling InsightAI at the customer level:

1. Log in to the Arctera Insight Management Console.
2. Navigate to Policy Management > Archive Options.
3. Find the AI Features section at the bottom and toggle the switch next to eDiscovery InsightAI to enable it.

Enabling InsightAI at the user level:

1. Go to Role Management > Assign Accounts.
2. Search for the desired reviewer and select their account.
3. In the Role Change section, enable the InsightAI privilege.
4. Click Save.
5. Repeat these steps for all reviewers you want to grant access to InsightAI.

 How to enable InsightAI for Arctera™ Insight Personal Archive? 

To enable InsightAI for Arctera™ Insight Personal Archive, you must first enable the InsightBooks feature. Log in to the Arctera™ Insight Management Console as an administrator, and then follow these steps:

Enabling InsightBooks at the customer level: 

1. Log in to the Arctera™ Insight Management Console. 
2. Navigate to Policy Management > Archive Options. 
3. Find the AI Features section at the bottom and toggle the switch next to Personal Archive InsightBooks to enable it. 

Enabling InsightBooks at the user level: 

1. Go to Configuration > Account Management. 
2. Search for the desired accounts and select them. 
3. Click on Manage InsightBooks. 
4. Select Permit InsightBook access for selected accounts. 
5. Click Save.

What is the limit on free token usage?

When you enable InsightAI, a new AI wallet is automatically created, and 10 million (10,000,000) free AI units are deposited for you to try the service. Once all units are exhausted, InsightAI will be disabled for all users until additional units are added.

How to monitor AI-Units usage in InsightAI?

In the Arctera Insight Management Console, do the following:

• To view recent withdrawals, deposits, and top withdrawers, select Dashboard > AI Wallet.
• To view a trend report of token consumption, select Reports and Notifications > Usage > AI Units Trend.
• To view a detailed statement of all transactions, select Reports and Notifications > Usage > AI Wallet Statement.

What to do if all the AI-Units are exhausted?

To increase the limit, you need to contact Arctera Support. Refer to this article for detailed instructions on how to reach us.

Which OpenAI model InsightAI is using?

In Arctera™ Insight eDiscovery, InsightAI currently utilizes the gpt-4o-mini model (version 2024-07-18).

In Arctera™ Insight Personal Archive, InsightAI currently utilizes the gpt-4.1-nano model (version 2025-04-14).

For more details, refer to Azure OpenAI Service models - Azure OpenAI | Microsoft Learn.

Where does InsightAI send my data?

InsightAI currently uses the following Azure OpenAI deployment types to send your data:

• Global Standard: Prompts and responses can be processed in any geography where the relevant Azure OpenAI model is deployed.
• Data Zone Standard: Prompts and responses are restricted to processing within a specified data zone, as defined by Microsoft.

The table below provides an overview of the deployment types used in various regions by the Arctera Insight Platform:

For more details, refer to:

• Understanding Azure OpenAI Service deployment types - Azure AI services | Microsoft Learn
• Data Residency in Azure | Microsoft Azure

Is My Data Being Logged?

InsightAI and the Arctera Insight Platform do not log any data used by it. However, Microsoft logs content sent to the Completions API and the Image Generations API, along with the responses to detect and mitigate harmful use of the Azure OpenAI Service. If flagged by the service's filters, the content may be reviewed by a full-time Microsoft employee.

For more details, refer to:

• Azure OpenAI Service abuse monitoring - Azure OpenAI | Microsoft Learn
• Azure OpenAI Service content filtering - Azure OpenAI | Microsoft Learn

Where to Learn More About Azure OpenAI

For additional information about Azure OpenAI, refer to:

• Azure OpenAI Service documentation | Microsoft Learn
• Code of Conduct for Microsoft Generative AI Services | Microsoft Learn
• Microsoft Responsible AI | Microsoft AI
• Data, privacy, and security for Azure OpenAI Service - Azure AI services | Microsoft Learn
• Data Residency in Azure | Microsoft Azure